Creating Virtual Events

Virtual Events are created and managed in a manner very similar to regular events.

Be sure to follow Zoom best practices if you choose to use Zoom as a venue for your virtual event.

Creating a Virtual Event

  1. Log into [email protected] and click the Add New button.
  2. Enter data for the primary fields as you normally would: Title, Date and time, Event Sponsor, Event Description, Event Type, and Contact Information.
  3. Locate the section "Virtual Event"
    1. Tick the box labeled "This is a virtual event"
    2. The section will expand to display two additional fields.
    3. "Add virtual event link" — Enter the publicly accessible URL assigned to your event from the hosting platform (e.g. Zoom). Be sure to enter the full URL including https://.
    4. "Add code required to join virtual event" — If applicable, enter the meeting code or other specific event identifier assigned to your event from the hosting platform.
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  4. If you normally use Tags, upload an Image, or include Related Content you may continue to do so for Virtual Events as well.
  5. You are encouraged to continue sharing and suggesting events with other departments.
  6. The Location fields should be left blank.
  7. Save the event.
  8. Note: If you are adding recurring or multi-day events, you will likely need to create a separate event for each instance, depending upon the capabilities of your hosting platform.

On [email protected], Virtual Events will display with a "Virtual" marker on both lists and on the event detail page.

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Converting a regular event to a Virtual Event

  1. Log into [email protected], locate the event you wish to change and click it to open the edit screen.
  2. Delete the information contained in the Location fields.
  3. Modify the recurring or multi-day settings as needed, if applicable.
  4. Locate the section "Virtual Event" (see images above)
    1. Tick the box labeled "This is a virtual event"
    2. The section will expand to display two additional fields.
    3. "Add virtual event link" — Enter the publicly accessible URL assigned to your event from the hosting platform (e.g. Zoom). Be sure to enter the full URL including https://.
    4. "Add code required to join virtual event" — If applicable, enter the meeting code or other specific event identifier assigned to your event from the hosting platform.
  5. Update other fields if needed.
  6. Save the event.

Managing Virtual Events

When logged into [email protected], Virtual Events appear alongside regular events in the administrative screens.

Virtual Events can be edited, shared, canceled and archived like normal events.
 

Displaying Virtual Events

Virtual Events display alongside regular events on [email protected] as well as on the event displays in your department's website, if applicable.
 

Having Trouble?

If you encounter any issues creating, managing or display Virtual Events, contact [email protected] with the name of the event and the name of your department calendar.