Nov 15, 2013 ... Event Management System (EMS). How to submit your event details. Office of
External Affairs and Communications ...
Event Management System (EMS) How to submit your event details
Office of External Affairs and Communications
Contact details and deadlines Contact us: Lucinda Spokes / Shelley Bolderson Science Festival Coordinator Phone: Email: Website:
01223 766762
[email protected] [email protected] www.cam.ac.uk/cambridge-science-festival
Deadline for submitting event information is: Friday 15 November 2013 Please don’t hesitate to contact us if you have any queries or need more information.
Thank you for being part of the Science Festival.
Logging on to the system Go to: https://webservices.admin.cam.ac.uk/events/admin 1.
University contributors: log using your Raven details.
2.
External contributors:
3.
If you are a new external contributor contact us and we will authorise you to propose events into the system. Once you have been confirmed as an event proposer, login as above.
login using your username and password.
Set the working programme and propose an event 1.
Set the working programme to ‘Science Festival 2014’.
2.
Click on propose an event.
The University house style is to use lowercase lettering except at the beginning of sentences and for names. More details at: http://www.admin.cam.ac.uk/offices/communications/resources.html
Event details - description 1. Disabled facilities: please complete for your venue. 2. Age categories: All ages 8+ 12+ 15+ Adults 3. The short description information is used for the printed programme: 30 words max. If you want the name of your speaker in the programme please include this here. 4. The long description is used for the website. You can repeat information from the short description here and there is no maximum word count. 5. Cost of event, please enter free here. 6. Include your event capacity here. This information is not visible on the website but used for booking.
Event details – time and date 1.
Enter the date and time of your event.
2.
To add additional session times and/or dates, click on ‘add’ and enter the details of the next session.
Event details - venue 1.
Click on ‘Browse existing venues’ to see if the venue is already on the system.
2.
If not, please add the name and address of your venue, ensuring you add the correct postcode as we use this for our mapping.
Event details - enquiries and booking
1.
Booking options: unavailable required
2.
If you would like to take your own bookings, please enter your public contact details here. Please include a contact phone number for visitors who do not have access to the internet.
3.
We are happy to take bookings on your behalf, please contact us as early as possible to arrange this. We use the eventbrite system and we will provide details on how your event is booking.
4.
Your do not need to complete the booking reference number. This will be filled in by the Festival Team.
Event details – organiser’s contact details
1.
Please include your full contact details here. These will not appear on the website, but allow us to contact you if we have queries or new information.
2.
Click ‘use my details’ if you are the event coordinator.
3.
Include your address in the ‘other details’ box and any other contact information you have.
4.
Ignore the ‘other details’ tab.
5.
Click ‘confirm’ when you have double checked all your event details.
Event details - manage images
1.
Once you have confirmed you event details you will see it in the 2014 Science Festival programme listing.
2.
Click on the manage images button within the set of actions buttons
3.
Add a image to illustrate your event. This will be used on the website and may be included in the printed programme.
4.
Images must be a high resolution jpegs: size 944 x 541 pixels.
5.
Include an image description for screen readers, e.g. ‘Hands-on activities in the Biology Zone’.
6.
Do not breach copyright restrictions. Use your own photographs or those that are copyright free. Please get in touch with us if you have any queries regarding photograph use.
7.
Include the photographers name if appropriate.
After the deadline – 15 November 2013
• Do not edit your event in the Event Management System after 15 November 2013 • All revisions or new events must be sent by email after the deadline to:
[email protected] • Your event will be accepted into the programme or we will email you to explain why it is not suitable • Co-ordinators who submit events on or before 15 November 2013 can proof and review copy for the printed programme to check content is correct pre-design. (Please note, after this stage descriptions may still be edited to fit the limited space in the printed programme). • The website will go live at start of February. All changes to events or new events must be sent by email. Changes will be displayed on the website and included in emails to our mailing list.
