Add Event

Add Event

Before Getting Started:
  1. Read and complete: Add Event Components

On the main dashboard, you will see a 'Get Started' section. Click on the green 'Go' button next to 'Add Event'. This will bring you to a guided workflow to create your event.


Add Event

This section is where you provide the information about your event. Review the list of existing events on the right before creating a new one to avoid duplicating.

Express Mode vs. Advanced Mode:

By default, the workflow is set to 'Express Mode'. This mode requires only the basic information about your event for a faster creation experience. If you wish to provide additional information, click the gray 'Advanced Mode' button.



Event Setup

  1. Name: Enter the name of your new event. Once saved, this cannot be changed.
  2. URL Path: Provide a unique URL path for you event. Once saved, this cannot be changed. Example: myorgname.oncampus.com/URLPathHere
  3. Event Type: Select whether your event is a virtual, in-person, or an in-person and virtual event.
  4. Contact Email: Provide an email address registrants can contact for support.
  5. (Advanced Mode) Description: Write a short description about your event. This short description displays in the footer of your virtual venue.
  6. (Advanced Mode) Location: For in-person events, enter the location information.
  7. (Advanced Mode) Max Capacity: Set a maximum limit on the number of registrants if desired.
  8. Sponsors: Click the 'Add Sponsors' button to associate selected sponsors to your event.
  9. Click the 'Exhibiting Departments' tab to proceed to the next section.


Exhibiting Departments (Advanced Mode)

  1. Click the 'Add Exhibiting Departments' button for each department you want to add to your event.
  2. Select the department from the dropdown list.
  3. Click the 'Event Dates' tab to proceed to the next section.



Event Dates

  1. Timezone: Select the timezone of your event.
  2. Start: Enter the start date and time when the event will begin.
  3. End: Enter the end date and time when the event will finish.
  4. Click the 'Event Forms' tab to proceed to the next section. 


Event Forms

  1. Add Attendee Registrant Form: Click the 'Add Attendee Registrant Form' button for each form you want registering attendees to complete. 
    1. Select the form and the registrant type(s) you want to have complete that form. For example, you may have a form for students and a different form for counselors.
  2. (Virtual Events) Exhibiting Department Registration Form: Select the form you want registering exhibitors/departments to complete.
  3. Click 'Submit & Continue To Next Step' once finished.



Add Sessions

This section is where you create the session(s) for your event. Sessions can be workshops, seminars, presentations, or any type of time slot you would like registrants to sign up for.
  1. Name: Enter the name of your session.
  2. (Virtual Events Only) Live Link: Provide the link to where the live session will be hosted. For example, this may be a zoom link or any other virtual meeting link.
  3. (Virtual Events Only) Recorded Link: The recorded link will be how attendees view the session after the live duration has ended or it can be a pre-recorded version. 
  4. Start: Enter the start date and time when the session will begin.
  5. End: Enter the end date and time when the session will finish.
  6. Description: Provide a session description that will be displayed on your event website and/or virtual venue.
  7. Speakers: If applicable, select the speaker(s) that will be presenting the session.
  8. When you are finished adding sessions, click 'Submit & Continue To Next Step'.



Configure Communications

This section is where you configure the email communications for your event. Review the list of existing communications on the right before creating a new one to avoid duplicating.
  1. Name: Enter the name of the new communication.
  2. From Name: The name that is displayed to the recipients.
  3. From Email: The email address the communication is sent from.
  4. Subject: The subject line of the email.
  5. Body: The content of the email.
  6. Click the 'Communication Condition' tab.



  7. Events Scope: Select whether this communication will apply to all events or only selected events.
  8. Registrant Types Scope: Select whether this communication will send to all registrant types or only selected registrant types.
  9. Trigger: Select the action that will automatically trigger the communication.
    1. Registration Confirmation: Email will automatically be sent to the registrant upon completing registration.
    2. Incomplete Registration: Email will automatically be sent to the registrant upon registration abandonment.
    3. Registration Cancellation: Email will automatically be sent to the registrant upon cancelling their registration.
    4. Thank You For Attending: Email will automatically be sent to the registrant after attending the event.
    5. Sorry We Missed You: Email will automatically be sent to any registrant who did not attend after the event.
    6. Event Reminder: Configure when to automatically send this email.
      1. Period: Select if you want the communication scheduled in the amount of days or weeks.
      2. Period Number: Enter the number of days/weeks (based on 'Period' selection).
      3. Milestone: Select if you want the communication to be sent before or after the event's start or end time.
  10. Click the 'Submit & Continue To Next Step' button when finished.


Add Event Website

This section is where you customize the event's website.
  1. Published: Toggle whether your event is published or unpublished.
  2. Enable: Toggle to enable or disable that section's visibility on the website.
  3. Click the image below to identify which item each field modifies.
  4. (For In-Person Events) Click the 'Finish Event Configuration' button when finished. See Next: Event Websites
    OR
    (For Virtual Events) Click the 'Submit & Continue To Next Step' button when finished.


Configure Virtual Venue (virtual events only)

If your event is virtual or hybrid, you will tailor the virtual venue in this section.

Customize

  1. Published: Toggle whether your event is published or unpublished.
  2. Banner: Select or upload an image to display at the top of all venue pages.
  3. Color Theme: Select one of the preset color themes for the venue's user interface. 
  4. Header Background Color: Select or enter the HEX code for the color of the header.
  5. Footer Background Color: Select or enter the HEX code for the color of the footer.
  6. Reception Background: Select or upload a background image to display on the login page of the virtual venue.
  7. Reception Background Author Name: Enter the name of the author of the background image for photo credit.
  8. Reception Background Author URL: Enter the URL of the author of the background image for photo credit.
  9. Accessibility Helper Enabled: Toggle to enable or disable an accessibility helper widget for attendees.
  10. Featured Sponsor Types: Toggle to enable or disable which sponsor types will be featured on your virtual venue.
  11. Click the 'Event Dates' tab to proceed to the next section.

Event Dates

  1. Venue Display Date Start: Select the date and time the live event will start. It will display in the header of your virtual site.
  2. Venue Display Date End: Select the date and time the live event will end. It will display in the header of your virtual site.
  3. Presentations Start: Select the date and time the presentations will start.
  4. Presentations End: Select the date and time the presentations will end.
  5. Click the 'Communications' tab to proceed to the next section.



Communications

  1. Group Video Chat Enabled: Toggle to enable or disable the ability to group video chat for all booths.
  2. 1:1 Message Enabled: Toggle to enable or disable the ability to message one-on-one for all booths.
  3. Chat Start: Select the time when the ability for attendees and exhibitors to chat will start. 
  4. Chat End: Select the time when the ability for attendees and exhibitors to chat will end. 
  5. Attendee Support Chat ID: If you utilize TileDesk and would like to moderate support chat for the event, enter the TileDesk project ID here.
  6. Attendee Support Chat Enabled: Toggle to enable or disable the attendee support chat feature.
  7. Attendee Support Chat Start: Select the time when attendee support chat will be available.
  8. Attendee Support Chat End: Select the time when attendee support chat will be unavailable.
  9. Click the 'College Fairs' tab to proceed to the next section.



College Fairs

  1. College Fair Module Label: This label is 'College Fair' by default. Rename if desired.
  2. Module Active: Toggle to enable or disable the college fair module.
  3. Enable Carousel: Toggle to enable or disable the automatic rotation of displayed booths.
  4. Institution Name Label: This label is 'Institution Name' by default. Rename if desired.
  5. Filter Visible: Toggle to enable or disable the booth filters for attendees.
  6. Click the 'Educational Sessions' tab to proceed to the next section.



Educational Sessions

  1. Sessions Module Label: This label is 'Sessions' by default. Rename if desired.
  2. Module Active: Toggle to enable or disable the sessions module.
  3. Session Name Label: This label is 'Name' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the session filter for attendees.
  4. Session Status Label: This label is 'Status' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the status filter for attendees.
  5. Speakers Label: This label is 'Speakers' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the speakers filter for attendees.
  6. Click the 'Presentations' tab to proceed to the next section.



Presentations

  1. Presentations Module Label: This label is 'Presentations' by default. Rename if desired.
  2. Module Active: Toggle to enable or disable the presentations module.
  3. Presentation Name Label: This label is 'Name' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the name filter for attendees.
  4. Presentation Status Label: This label is 'Status' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the status filter for attendees.
  5. Click the 'Virtual Lounge' tab to proceed to the next section.



Virtual Lounge

  1. Virtual Lounge Module Label: This label is 'Virtual Lounge' by default. Rename if desired.
  2. Module Active: Toggle to enable or disable the virtual lounge module.
  3. First Name Label: This label is 'First Name' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the first name filter for attendees.
  4. Last Name Label: This label is 'Last Name' by default. Rename if desired.
    1. Filter Visible: Toggle to enable or disable the last name filter for attendees.
  5. Allowed Registrant Types Label: This label is 'Registrant Types' by default. Rename if desired.
  6. Allowed Registrant Types: All registrant types can enter the Virtual Lounge, but only types that you select here will be seen by others.
      1. Filter Visible: Toggle to enable or disable the registrant types filter for attendees.
    1. Click the 'Finish Event Configuration' button when finished.



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