Event Submission

Introduction

We need to discuss

Form and submission access
- Anyone?
- Password protected?
- Logged in as Event Contributor?
Media Library organization
What event types are needed?
What standard organizers are to be established?
Will we need to have organizers sign up for an account?
Do we have a list of who we will want to sign up? What should our policy be for this?
Venues: do we have some standard venues that certain events will use?

Change Organizer to Submission Contact

Our acceptance of a candidate’s event does not constitute our endorsement of the candidate or the event.

Submitted events will be posted to the calendar soonly

Event entry deadline for Blue Review

The deadline applies to Blue review and DPBC social media. For the weekly Tuesday issue: Friday at 5:00 PM before the Tuesday issue.

Uploaded files must be a graphic image file. See the Image Specs tab for image guidelines and requirements.

PDFs and other document types are not compatible with the calendar.

There are several ways for a person to submit event information. These include:

Front end form.

At this time, anyone can use the front end Event Submission form to add an event. The event can be a single date or several contiguous dates. The front end form does not support repeated (e.g. weekly) event submission at this time.

Also, only logged in users can upload images from this form.

Logged into an Event Contributor account to access the event Dashboard.

Logged in users can use the front end Event Submission form to add an event and upload an image. They can specify repeat events from their Dashboard.

Comprehensive form

This form provides the ability for anyone to submit an event with an image and repeat specs. However, it requires a Calendar Manager to create the event manually on the Events site and could take some time to implement it.

Event Entry Parameters

Common fields for all events:

Event Title

The title of the event should be very short (ca. 5-10 words). Smaller devices (mobile phones) will display very few words in the calendar view.

Event Description

Your description will contain the following general types of information:

Description of the event (ca. 20-50 words). The event description should be short. More information can be provided through linked sources: website or social media.
Additional date and time specifications.
Location: physical address, zoom link, RSVP link, map link.
Contact information and relevant links to more information: email links, website and social media links.

Date and Time Information

Please follow these important guidelines for entering dates for your event.

In all cases, be sure to include the Start Date. The form will change the End Date to match.

All events will need to include either All Day or a Start and End Date and Times. While the form indicates the time values to be Optional, unless this is an all day event, they are required.

Events that repeat have special entry requirements depending on the nature of the repeated events. These are covered in the Dates tab.

Event-Type

Select the most relevant from the pull-down menu.

Organizers

Select the most relevant from the pull-down menu.

Front end submission form for Guests

In this scenario, there are several things that can and cannot be done. Images cannot be uploaded and repeated events cannot be specified directly. This type of submission would be appropriate for a single event that has no image.

Turnaround Implementation

Possible 1

Submission is made through online EP form.

A supplementary form is used to download images and specify repeats.

The CA (calendar authority) is notified, logs into the back end and completes the process. If an image is involved, they will have to download the image from GDrive and upload it to the event.

Front end comprehensive

Anyone can submit all information and images. The CA is notified, logs into the back end and enters everything based on the submission. NB: This form, if used, needs to be revised.

Event Contributor

There is a specific calendar role on the events.bernalillodems.org site: the Event Contributor

Event Contributor users are allowed to create events from the front or back end. They can edit and delete events they have created but cannot see nor have access to events added by others.

They can add events from the front end, including uploading image files. They will need to manage repeating events from the back end.

Users assigned to this role are limited to EventPrime and Media Library access only.

We will need a form to request submission credentials. Depending on how we want to set this up, we can have a common Guest-contributor User that is shared by several people, and/or set up individual user accounts. There are pros and cons to these. I would recommend that individuals who are granted accounts need to reapply every two years.

Frontend EP form for Registered Users

Front end user can be Anonymous-submit user or individual organizer.

We will need a form to request submission credentials. These will mostly use the Anonymous username and password.

These are people with Author role or higher.

At this time, the front end does not support repeat events but images can be uploaded for the event. However, anyone with this level role can access the back end events facility and enter everything from there.

Introduction

Entering Dates:

Please follow these important guidelines for entering dates for your event.

All events will need to include either All Day or a Start and End Date as well as Start and End Times. While the form indicates the time values to be Optional, unless this is an all day event, they are required.

When the Start Date is specified, the form will change the End Date to match.

Add the Start and End times as needed.

Events that repeat have special entry requirements depending on the nature of the repeated events. These are covered in subsequent tabs.

Single Date Event (e.g. Meet & Greet)

Single date event; the event is on a single day (e.g. meet and greet event)

Enter the event date as the Start Date. The End Date will adjust to the same date.
Leave all other date related options as is.
Enter the start and end times.

Recurring event 1 (e.g. canvass on Saturday for several weeks)

Recurring event with no contiguous days (e.g. canvass every Saturday for several weeks)

Enter the date of the first occurrence as the Start Date.
The End Date must match the Start Date.
In the Repeat Events section, change the Repeat Every values as needed, e.g. Weekly.
Change the Repeat On from the default to the appropriate weekday. The default will be the current weekday of your submission.
Enter the date of the last event.
Alternatively, indicate how many events recur in the After # Occurrences field, e.g. 11 weeks. This number does not include the first occurrence. If there are a total of 12 events, enter 11 .

Recurring event 2 (e.g. canvass on weekends, Sat & Sun)

EventPrime

Recurring events that span more than one day for each group of contiguous days (e.g. canvass on weekends, Sat & Sun)

Enter the Start Date of the first occurrence.
Make sure the End Date is the same as the start date.
Set the Start and End Time values as needed. If the times differ for the two days, enter the times for one of them and include time information in the description. Alternatively, use Recurring Event 1 separately for each day.
In the Recurring Events section, change the Interval as needed, e.g. Weekly.
Select Sunday and Saturday in the check boxes.
In the Repeats # times field indicate how many events recur. For example 2 events per weekend for a total of….

Example: Canvassing on weekends both Saturday and Sunday

Start Date = 1st Saturday for canvassing
End Date = same as Start Date
Interval = Weekly
Specify last date of repeated events or Repeat N times (i.e. number of weekends)

Single Multi-day event

Anonymous Entry (no images)

This type of an event spans more than one day (e.g. Summer camp or training retreat)

Enter the Start Date of the first occurrence.
Enter the End Date of the span.
Enter detailed description
Select Event Type from list
Select an Organizer from the list

Upload image file (must be logged in as Event Contributor).

Size

We recommend using images with a size of 1280 × 853 pixels and a 3:2 ratio for the best display on both the card view and the single event page. The critical part is the 3:2 aspect ratio. It doesn’t need to be exact.

Images File Types

Photos and graphics must be in one of the following file formats:

jpg
jpeg
jfif
png
gif

File size

Less than 750K.

Best Practices

Please attend to these guidelines. We may reject your image if it doesn’t follow them.

Images should be composed so that left and right margins do not matter if the wide image is cropped into a square.

Text should be kept to a bare minimum (1 – 5 words). Use the description field to convey descriptive event information, not the image.

Introduction

Event Submission

There are several ways for a person to submit event information. These include:

Front end form.

Also, only logged in users can upload images from this form.

Logged into an Event Contributor account to access the event Dashboard.

Logged in users can use the front end Event Submission form to add an event and upload an image. They can specify repeat events from their Dashboard.

Comprehensive form

Event Entry Parameters

Common fields for all events:

Event Title

The title of the event should be very short (ca. 5-10 words). Smaller devices (mobile phones) will display very few words in the calendar view.

Event Description

Your description will contain the following general types of information:

Description of the event (ca. 20-50 words). The event description should be short. More information can be provided through linked sources: website or social media.
Additional date and time specifications.
Location: physical address, zoom link, RSVP link, map link.
Contact information and relevant links to more information: email links, website and social media links.

Title

Shorter is better to accommodate mobile devices.

Detailed Description

This is where all information is described and includes relevant links, contact information, and anything of note.

Date and Time Information

Please follow these important guidelines for entering dates for your event.

In all cases, be sure to include the Start Date. The form will change the End Date to match.

Events that repeat have special entry requirements depending on the nature of the repeated events. These are covered in the Dates tab.

Event-Type

Select the most relevant from the pull-down menu.

Organizers

Select the most relevant from the pull-down menu.

Front end EP form for Guests

You must be logged in as an Author, Editor, or Administrator to upload image files. See Event Contributor.

We will need a form to request submission credentials. These will mostly use the Anonymous username and password.

Turnaround Implementation

Possible 1

Submission is made through online EP form.

A supplementary form is used to download images and specify repeats.

The CA (calendar authority) is notified, logs into the back end and completes the process. If an image is involved, they will have to download the image from GDrive and upload it to the event.

Front end JotForm

Anyone can submit all information and images. The CA is notified, logs into the back end and enters everything based on the submission. NB: This form, if used, needs to be revised.

Event Contributor

There is a specific calendar role on the events.bernalillodems.org site: the Event Contributor

Event Contributor users are allowed to create events from the front or back end. They can edit and delete events they have created but cannot see nor have access to events added by others.

They can add events from the front end, including uploading image files. They will need to manage repeating events from the back end.

Users assigned to this role are limited to EventPrime and Media Library access only.

Event Contributors must be logged in to upload image files.

We will need a form to request for submission credentials. These can either use the Anonymous username and password or add a user account.

We need to discuss

What event types are needed
What standard organizers
Will we need to have organizers sign up for an account?
Do we have a list of who we will want to sign up? What should our policy be for this?
Venues: do we have some standard venues that certain events will use?

Frontend EP form for Registered Users

Front end user can be Anonymous-submit user or individual organizer.

We will need a form to request submission credentials. These will mostly use the Anonymous username and password.

These are people with Author role or higher.