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  4. Events HQ: Getting Started – Building an Event

Events HQ: Getting Started – Building an Event

This article covers the setup of a basic event in Events HQ to display on a Wharton CMS website.

Jump to training video.

Getting Started – Setting up a new event

Create New Event

Click the Getting Started button to start your event setup. You can also click “New” under your Events tab

After clicking, a pop-up appears

  1. Name your Event (you can change this later)
  2. Select your Department
  3. Hit Save to start editing the event; Save & New if you are setting up multiple events at once.

HQ Creating a New Event

Select Registration Type

There are four Event Type paths in Events HQ. Each Event Type relates to how your users will register for the event. By selecting the correct path at the beginning of your setup, the Events HQ system will automatically display the correct registration option to enter.

TIP: You cannot change your registration type once you create an event, so best practice is to determine how users will register prior to creating your event.

  • Standard: For in-person events with a physical location.
  • Virtual Event: For 100% virtual events, such as a Blue Jeans or Zoom session.
  • 3rd Party Registration: If your registration will be on a third-party platform (CVENT, LinkedIn, EventBrite, Qualtrics, etc). Setting up an Events HQ page allows these events to appear on your School calendar
  • No Registration: Events with no associated registration, or event listings that will redirect to another landing page.

See our Events HQ: Selecting Event type training for a full explanation of the different registration paths.

Building your event

Step 1: Event Details

The first section of Events HQ is were you will enter your basic event details. This includes event date, time, and organizer, the registration link (for third-party registration), virtual platform links (for virtual events) and your event’s location.

Planner Name/Email, Start and End Date/Time

This is where you can add the fundamental elements to your event.

Helpful hints:

  • Review the Help: Event Details section for notes on what to complete
  • Remember: Virtual Event Details remain hidden until the day of the event if you are using the Virtual HQ Registration event type.

The Event Details interface in Events HQ

3rd Party Registration

If you are using the Third-Party registration type, a box will appear in this details. Enter a link to your registration form and a button will appear in the sidebar of your Event webpage.

Venue

  •  Add your events Location Detail under the Venue section. These details will appear in a call-out box on the event website, directly above the registration button.
    • Add your main location highlights in the Venue Name field, such as the campus building, or event venue name.
    • For virtual events, you can put Online Event, or the virtual platform name (Zoom, BlueJeans)
    • Add in any other corresponding venue information fields

TIP: Only put a generic venue specific website in the Venue Website field. Any registration links (registration forms, CVENT) should go in the Third Party Registration field box. Virtual platform links (Zoom, etc) should either be sent to your registered attendees via a confirmation email or be entered for public viewing in the Event Details field below

  • Search for your Building or Digital Platform in the “Event Calendar Lookup” field. This will allow for sorting by location on the School wide calendar (launching later in 2021)
  • Location (Notes) – Add additional location, access or attendance policy notes Location (Notes) field.
    • This appears directly above the registration buttons.
    • Location Notes Example include:
      • Specific room names of a campus building, (Ambani Auditorium, Room G-06)
      • Details on how attendees will received the Zoom link (Virtual access link sent to registered attendees)
      • Information on your seating policy (Seating is first come, first serve)

adding venue information in events hq

Step 2: Event Website

Website Header

The optional website header appears above your event title and can help establish your event branding.

Event Details

The Event Details section is the bulk of your event information. Include your speaker details, links to bios, and any other information you want to pass along to your audience.

You can also add additional logos and event images to this section

Need Design Help?

A variety of templates are available in CANVA to quickly generate Events HQ image assets.  View the templates on the MarComm Identity Toolkit, along with instructions for accessing CANVA.

Step 3: Visibility

The  Visibility section allows you to determine if your event should be public, private, and which site(s) to publish the event to.

Options include:

  • Display Event On: This publishes the event on your Wharton CMS site. If you manage multiple sites, you will see all options available
  • Private Event: Keeps the event unlisted/private
  • Private Event Password: Adds a password to your private events
  • Series: Select from a group of pre-defined Series options, to filter your events to different “Upcoming Events” listings using the Events HQ module.
  • Category: Select the most relevant category for your event (this will appear only if your event is added to the School-wide calendar)
  • Redirect URL: When a user clicks a calendar listing from your Upcoming Events listings, they will be redirected to the URL you enter here. If you need to an an event to your websites’ calendar that was already created by a non-HQ site, or need a more complex designed event landing page, use the Redirect URL feature. If you plan to use the Redirect URL feature, we recommend setting up your event with the No Registration path. You should still complete the basic event details so they properly display in the calendar listing.events hq visibility

Once you publish an event to display on your Wharton CMS Website, you can access the event listing page and calendar at the url: https://{yoursite}.wharton.upenn.edu/events-hq

Step 4: Registration Form Details

Note: This guide covers setup of non-registration and third-party registration events only.  See our guide to Events HQ Registrations for more information.

Step 5: Confirmation Email and Attendee List Management

Note: This guide covers the setup of non-registration and third-party registration events.  See our guide to Events HQ Confirmation guide for more information.

Step 6: Ready to Launch

Congratulations! You have created your first event in EventsHQ!

Activate Test Mode to preview your event on the Wharton CMS. You will be able to share the password protected page with others prior to publishing your event.

Activate Launch to publish your event.

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