To submit your event information, go to W&M Events and log in at the top right corner of the site. Once logged in, hover over or click the person icon and select Dashboard from the menu options. (Or, you can simply click the Create Event button and you will be prompted to log in and taken directly to the Create Event screen).
Basic Event Information
Click the Create Event button on the Dashboard or the link in the main menu and provide the details of your event. Items with asterisks are required (Title, Start Date, Location).
If the location of your event is not in the drop down list provided, select "Other" from the list and include your location in the Room field. It will then appear as the location throughout W&M Events and in iCal feeds.
Tip: If your event is virtual, select "Other" from the list of locations, and put Zoom or Online in the Room field — this will now appear as the location. Remember to include details on how to access the virtual event in the full description.
Option 1: Create a separate event for each day. If you choose this option, be sure to take advantage of the duplicate function after you create the first day's event. Selecting duplicate from the My Events screen will pre-populate a new event form with all the information from the selected event, minus the dates.
Option 2: Enter the start date and end date without start or end times. Include the start and end times in either your summary or full description. (Note: You might also choose to enter the start time for the first day and end time for the last day, but you still should clarify in the summary or description the per day times, unless you are planning a marathon film festival or Woodstock.)
Avoiding Duplicate Events
After you have entered the basic information for your event and move to the next step, the system will attempt to find any possible duplicate events based on the date, time, location and title of your event. If duplicates are found, they are presented to you with a few options. You can cancel your submission if the event already exists, borrow an existing event to your calendar if you manage one, or continue with your submission if the results are not a duplicate.
Additional Event Information
Select one or more categories applicable to your event. You must select at least one event type but you may also select access and feature categories such as Free food, Open to the public and Ticketed event.
We recommend you select the Student Events category if you want to market your event to the student community. The events in the Student Events category are highlighted in the bi-weekly Student Happenings digest email sent to all students by Student Leadership Development.
You can always edit or delete your own events. In addition, if you are a calendar admin or calendar editor you may grant the admins of your calendar edit rights for your event as well. Select "No one, just me" or one of your calendars from the dropdown provided to set permissions for the event.
Summary and Full Description
In the Summary section WYSIWYG editor, provide a brief description of the event that will be used on listing pages. More detailed information can be included in the Full Description section and is shown on the event detail page. Email links should be included in the Contact Information field but if you need to include them in the Summary or Full Description sections, refer to Tools & Techniques.
If your event has a website where attendees can get more information, enter the full URL in the Related Website URL field. The web address will be hyper-linked on the event detail page in the calendar.
In the Contact Information field, you can enter email addresses as shown in Tools & Techniques to protect them from spam. (Note to Cascade users: in the W&M Events system, you will always prepend the userid with the letter w, e, v or m followed by a vertical bar or pipe (|). Surround it with double square brackets, e.g. [[w|txjeff]].)
Every event requires an image that is displayed in the listing views (and the event detail page if you choose). You can upload your own high quality image when creating an event. Note that the minimum required size for images is 1000px wide x 668px tall. But, no problem if you don't have an image that size – the system offers a large gallery of campus images.
After you have uploaded or selected an image, you will provide a brief description of your image in the Image Description field. This will be used both as image "alt" text and optionally as the image caption. If you select an image from the suggested list, this field will be pre-populated with tags but you may edit as needed.
It's now time to recommend your event.