Oct 13, 2014 - Add to Google Calendar . .... App Theme is the general category that applies to your event and you may ..
How to Create an Event in B-Engaged A Step-by-Step Guide 10/13/2014
How to Create an Event in B-Engaged Contents I.
General Information ............................................................................................................................. 2
II.
Log In ..................................................................................................................................................... 3
III.
Find your Organization...................................................................................................................... 5
IV.
Create Event ...................................................................................................................................... 6
V.
Administrator Review ......................................................................................................................... 11
VI.
Modify an Approved/Denied Event ................................................................................................ 11
VII.
Publicize Your Event ........................................................................................................................ 14 Add to Google Calendar .................................................................................................................. 14 Generate a QR Code........................................................................................................................ 16
VIII.
More Marketing, Less Effort ........................................................................................................... 17
IX.
Additional Resources ...................................................................................................................... 18
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How to Create an Event in B-Engaged I.
General Information
An event is an activity that is tied to a specific date, time, and location. Once it is submitted, it is reviewed and either approved or denied. A decision notification is sent by email to the event creator. Approved events are pushed to the University Events Calendar, B-Line Calendar email, and B-Mobi1. B-Line Calendar will be emailed to students weekdays (Monday through Friday) at 7 am while classes are in session. Each email will include the current and next days’ events. The Friday edition will include events occurring from Friday through Monday. If an organization wishes for its events to be included in this distribution, each event should be submitted for approval a minimum of 48 hours in advance. (For example, to be included in Friday’s email, an event must be submitted prior to 7 am on the preceding Wednesday.) Once approved, these events are marketed broadly through Twitter, electronic bulletin boards, and other news feeds. In addition, they are shareable to virtually any social media site and can be added to personal or organizational Google calendars. Within B-Engaged, each event is tied to an organization. Organizations may include Student Association (SA)-chartered groups or university offices. Organizations that are not officially recognized by the University or do not not have faculty, staff, or departmental sponsorship are not included in this process. To create an event you must be a “member” of the sponsoring organization and have been granted event creation access privileges. The following positions may create events:
SA-chartered organizations: Presidents, Vice Presidents, Treasurers, and Secretaries Non-SA organizations: Primary Contacts and Departmental Profile Administrators
If you find that you do not have the necessary access level, but believe you should, please contact your organization’s B-Engaged representative.
SA-chartered organizations: SA Executive Vice President
[email protected] Non-SA organizations: The B-Engaged Team
[email protected]
This guide is not intended to be used by Resident Assistants (RA) for their Programming Events. RAs should refer to instructions that they received during their training. “Awesome People Society” is not an active or real organization. It is used only as a testing site for BEngaged system administrators.
1
An event will be pushed to the University Events Calendar, B-Line Calendar email, and B-Mobi if it is tagged as Campus or Public. Events that are tagged as Organization Only or Invitation Only will not be pushed.
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How to Create an Event in B-Engaged II.
Log In 1. Point your web browser to http://binghamton.edu/b-engaged/. 2. Click on the Login To B-Engaged link, which is located near the bottom of the page.
3. Click on the Log In link, located in the upper right-hand corner of the page.
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How to Create an Event in B-Engaged 4. Enter your PODS credentials when you reach the Central Authentication Service (CAS) login page.
5. Welcome to your personal B-Engaged Home page!
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How to Create an Event in B-Engaged III.
Find your Organization
1. Click on the My Shortcuts drop-down menu at the far top of the page. 2. Click on the name of your organization.
3. Welcome to your organization’s B-Engaged Home page!
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How to Create an Event in B-Engaged IV.
Create Event
There are a sizable number of details that make up the event form. Although some of these fields are optional, it is in your organization’s best interest to provide as much detail as possible. Fields such as App Theme, Categories, and Perks are searchable and allow potential attendees to more easily find your event. 1. Click on the Events section, which is located at the far left of the page. 2. Click on the Create Event button, which is located at the top of the Events page.
3. Enter a Title and select a Theme. a. App Theme is the general category that applies to your event and you may only select one. The upcoming mobile version of B-Engaged will organize events by Theme.
4. Enter a Description, Start Time, and End Time.
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How to Create an Event in B-Engaged 5. Click on the Add Location button.
6. Enter Location Name. 7. Enter Street Address and drag pin to exact location. (These elements are optional.)
8. Click the Save button. 9. If this is a multi-date event (e.g., Third Tuesday Coffee Hour), you may include additional dates at this time.
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How to Create an Event in B-Engaged 10. Select an appropriate audience. a. “Students and staff at Binghamton University,” “Organization members,” and “People invited by a host” require PODS login credentials to view the event. b. Only events tagged as Public (“Anyone in the world”) or Campus (“Students and staff at Binghamton University”) will be pushed to the University Events Calendar, B-Line Calendar email, and B-Mobi.
11. Select one or more Event Categories (e.g., “Fundraiser,” “Meeting,” etc.). a. SA-chartered groups only must select “SA Chartered Organization Event” in addition to any other categories.
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How to Create an Event in B-Engaged 12. Select an appropriate RSVP option. a. We recommend leaving it set to “Anyone,” which will permit your organization to take advantage of the RSVP function for invitations and attendance-tracking.
13. Select one or more Perks (e.g., Free Food). a. As mentioned above, fields such as Perks are searchable and allow potential attendees to more easily find your event.
14. Enter the Maximum Number of RSVP spots allowed. a. You may leave this field blank. Use this field if you need to limit the number of attendees due to room size, etc.
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How to Create an Event in B-Engaged 15. Upload a Flyer. Please note that allowable file types include JPG, JPEG, TIF, TIFF, GIF, BMP, PNG, and PDF. The file size limit is 4MB. a. This field is optional; however, uploading a flyer increases the visibility and marketing reach of your event.
16. Click the Next button. 17. Select “No” in response to “Are you sponsoring this event as a Resident Assistant?” and click on the Next button.
18. Click the Next button.
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How to Create an Event in B-Engaged 19. To review your submission, click on the Details link, which appears below the event summary information. a. Are all elements correct? Did you remember to upload a flyer? 20. Once you are satisfied, click the Submit button. This step will return you to the Event page.
V.
Administrator Review
A B-Engaged Administrator will review your submission. He or she will verify that it meets the recommended practices outlined in this guide. An event that meets all conditions will be approved; however, an event that requires modification will be denied. Notification of decision (i.e., Approved or Denied) will be sent to your Binghamton email account. A copy of this notice will also appear in your BEngaged Inbox. Once an event has been Approved or Denied, you will have the opportunity to make any necessary changes to the existing event.
VI.
Modify an Approved/Denied Event
Once you have submitted an event for review, you cannot modify it until after it has been either Approved or Denied. 1. Click on the Events section, which is located at the far left of the page. 2. Click on the Upcoming or Past tab, as appropriate.
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How to Create an Event in B-Engaged 3. Click on the name of your event.
4. Click on the Change Details button, which is located along the right side of the page.
5. Make relevant changes.
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How to Create an Event in B-Engaged 6. Click the Next button. 7. Select “No” in response to “Are you sponsoring this event as a Resident Assistant?” and click on the Next button.
8. Click the Resubmit button.
9. Your event will be subject to Administrator Review, just as it was as a new event. Notification of decision (i.e., Approved or Denied) will be sent to your Binghamton email account and a copy of this notice will also appear in your B-Engaged Inbox.
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How to Create an Event in B-Engaged VII. Publicize Your Event Add to Google Calendar Once you have created an event, save yourself the trouble of copying the details into your own calendar. 1. Within your organization’s B-Engaged page, click on Events from the menu at the left. This step will take you to the list of your upcoming and past events.
2. Click on the title of the event that you want to add to your calendar. This step will open the event page.
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How to Create an Event in B-Engaged 3. Click on the “Add to Google Calendar” link, which is located in the lower right-hand corner of the event page. This step will open your Google Calendar.
4. Select the specific calendar to which you want to add the event, such as Work. Click “Save”. This step will take you to the calendar view
5. Congratulations! Your B-Engaged event has been successfully added to your Google Calendar.
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How to Create an Event in B-Engaged Generate a QR Code Consider generating a QR code to use in large-scale promotions. A QR code may take up less space than a URL and drives traffic directly to whatever site that you specify. The Center for Civic Engagement printed a QR code onto the back of T-shirts to market their “Service on the Spot (SOS)” program. The code directs readers to the SOS webpage.
After submitting an event, you will see a QR Code generated located along the right-hand side of the page. Copy, paste, and distribute as appropriate.
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How to Create an Event in B-Engaged VIII. But Wait, There’s More! There are additional capabilities that are tied to events, including invitations and tracking attendance. If you’re interested in learning more, please contact your organization’s B-Engaged representative.
IX.
SA-chartered organizations: SA Executive Vice President
[email protected] Non-SA organizations: The B-Engaged Team
[email protected]
More Marketing, Less Effort
By listing your Event in B-Engaged, you get more marketing for less effort! 1. Event flyers are automatically posted to each user’s B-Engaged virtual corkboard.
2. Public and campus-only events are pulled daily into the University-wide Events Calendar.
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How to Create an Event in B-Engaged 3. Today’s and tomorrow’s events will be pushed to the B-Line Calendar email blast.
4. B-Engaged (@BEngaged_Bing) Tweets all Events on behalf of B-Engaged organizations. Follow us!
X.
Additional Resources
You may direct additional questions as follows:
SA-chartered organizations: o Student Association Executive Vice President
[email protected] Non-SA organizations: o The B-Engaged Team
[email protected]
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