Website Event Promotion

There are up to five steps to listing your event online

This section is for faculty, chairs, or other persons who are tasked with listing an event on the website.

1. The Event Calendar: submit your event to the event calendar, this also pulls the event into MyMountHolyoke and displays the event when someone accesses the calendar link at the top of the website and helps other event planners in their scheduling.

2. The Website: have your staff add an event to the website event list by creating an event page in Drupal or if someone has not been trained to do that, please submit all event content through the communications job request form. People in your department can also sign up for the next event training to add events to the website.

3. Social Media: The Office of Communications and Marketing frequently monitors events that have been added to the campus calendar and promotes them on Twitter, Facebook and Instagram as often as possible. To submit your event for promotion across these channels, please complete a job request form.

4. External media promotion: Its possible your event could benefit from further public promotion in local media. Please contact Keely Savoie for more information.

5. News Articles: the Office of Communications and Marketing avoids writing advances of events. The office is not staffed to cover every event but occasionally links to events on the homepage If you would like to request that the event be covered, please complete a job request form so that someone can get back to you as soon as possible.

Content required to promote your event ● Date(s)

● Start and end time(s)

● Location

● Brief description ● Include whether tickets or registration are required as well as if the event is

free or open to the public ● Departments, centers or organizations that should be listed as sponsors

for the event.

Optional content:

● Image(s) to help promote your event (must meet our image guidelines below)

● Link to purchase tickets or registration form ● A longer description/background information ● Speaker biography (with or without an image) ● A biography can provide more background information for an invited

speaker, panel discussion, conference or performance

Technical Requirements & Permission to Use Images (link to info)

If you are using Google to search for an image, use the labeled for reuse google search

filter.

Creating an event page in Drupal

Image use guidelines for the calendar/website

Adding an event to the website is part of an 2-5 step event promotion process

(depending on the size of your event). After you have completed a brief in-person

training session, you will have access to create events on the live site. Group

trainings are held periodically and you can sign up for the event training here .

Reminders/updates

1. If your event has a co-sponsor: check the event list to see if the event is already posted

a. if it is you only need to be tagged on the event for it to appear on your program pages. Please contact the event creator or the webteam@mtholyoke.edu to be tagged or if event details need to be revised.

b. If the event is not yet listed - let your co-sponsors know that you are adding the event and will tag them for website promotion.

2. Tagging departments will add the event to their event list/home page upcoming event block - only tag a department if you have their permission. (here is the contact list for department event creators).

3. Always use the event summary field for a description that will appear on the event list/event.

4. The event highlight (new) is for additional promotion for a very large, high profile event which can be used in the featured story space on the upgraded homepage design. Do not tag departments to the highlight fields.

5. Email webteam@mtholyoke.edu with any questions, we are happy to help you.

Login to Drupal: There is a login link at the bottom of the any web page in the footer. this will take you through the secure login process.

Create a new event:

Find the 'add content' link on the left side of the gray bar to see a list of content types, select 'Event'.

Tip: it is helpful to also have your event list or the main event list - open in a second tab, so you can see how the event summary looks.

Revise an event:

Go to the 'find content' link next to the 'add content link' in the gray bar. Then you can filter content by type (event), published (any), and section (history, chemistry), for example.

Please remember to save frequently. Scroll to the bottom and save your event, so you don't accidentally close the browser or get interrupted and lose your work.

Create or revise an event:

The following fields are available to each and every event:

Title: the event or page title. If you have a speaker list them in the title with the title of the talk in quotes.

Section: your department, center or organizational office.

Event Promotion:

within this section, there is a drop-down list of departments and a clickable section to add an image to help promote your event.

IMPORTANT: Always ask first before adding another department to an event.

Department: Always add your own department. this will add the

event to your own event list and home page upcoming events

block.

To select a department, highlight it in the list and then click "Add". To highlight more than one department (make sure you have permission first), add each one individually, you must click the "Add" button after each selection is made. This will add the event to the home page and event list of the department you select.

Promotional image: Click to open

If you have a high quality, relevant, engaging image to add to your event. If you do not have an image of high quality, please leave this blank.

Upload a new image: Choose the browse button, select choose image and find the image on your hard-drive. Click upload to attach it, then click next.

Media Library Image: Choose the grey library tab, click on your image to select it, or search if you know the file name, then scroll all the way to the bottom and click the 'submit button'.

For the alt and title text fields are required for accessibility and searchability. Please enter a few words to describe your image - you can copy and paste from the alt text field for the title text field.

The alt text is for screen readers for the blind/low-vision and is also used by search engines. The title text is the tooltip you see when mousing over the image.

Cropping your Image: you will be prompted to crop the image

twice: for the event itself and the event list (where your image will be

much smaller). You can show a portion of the image, for example on the event list.

It may be easier to drag from the middle to move the cropping window and then drag one of the corners out. A larger image will allow more flexibility in cropping. After you have done this save your event.

After you crop the image - the message to crop it will still be there - just ignore it.

Copyright permission: is a required field. Please mark that you understand you must have permission from the original copyright holder in order to post any images.

Event Image Caption: If your rights to use the image require attribution or a link to the original source, please include it here. Otherwise you may enter a few words to describe or clarify the image.

Date, Time and Location

Location: Enter building information and room number (if applicable) in a way that will be familiar to MHC community members. If you have no location as of yet, please use "to be announced" instead of TBA.

Date of Event: Please enter a start and end time. The format is 'Apr' instead of April and '04:00pm' instead of 4pm.

Multiple Dates of Events: Choose "Add another date entry" underneath the first entry, taking care to add date(s) and time(s). To remove an extra date entry, erase the dates and times before saving. One date/time combination is required.

Tickets/Registration: click to open

Click on the words "Tickets/Registration" and you'll be presented with the following options:

Tickets/Registration Button Label: Select your preferred text for the button users will click to either get to a registration form or to reserve tickets online if your department has that capability.

Tickets/Registration Form: Enter the URL for the registration form or online ticket system, if one exists for this event.

Event Content

Short Summary (appears on the event lists and the top of the event)

● If this is a part of a series, please list as heading 3 ● This should be 2-4 sentences total as it will be shown on the event

listing pages as the main information for the event. Use whole sentences and avoid putting a couple words on a line by itself. Do not format the text as a heading or in bold.

● It also shows on the event page itself, in addition to a body field which should contain a longer description, if necessary.

● Please include if refreshments are served or if the event is free and open to the public. Include who is co-sponsoring the event.

Body:

This should describe any additional information which could entice

visitors.

Please do not duplicate information in your short summary or split your short summary between the summary and body field.

To avoid adding extra formatting:

● Your best bet is to type it in or disable rich text and copy from a plain text document.

● if formatting still looks weird, select 'filtered html' as your text format. Thisdrop-downp down menu underneath where you put your text.

Biography - for a speaker or panel, etc.

if you only have text in the summary field - you will need to add something to the body field to create a 'read more' link after your summary on the event list. That is where I usually put the 'Sponsored by' sentence.

To add a speaker biography, choose "Add new Biography". You'll be presented with the following fields:

Bio Name: The speaker's biographical name.

Bio Title: The speaker's title/affiliation.

Image: A vertical image of the speaker, which will require a manual cropping of 250x350 pixels in dimension. Click on "browse" to open up the image interface as described above.

Biography: An area for information about the speaker.

Technical Requirements & Permission to Use Images

Size and proportions

The optimum size for an event image is 1200px wide X 675px high (landscape

orientation). Images this size will be displayed in full width when a person clicks

through to the event page Please do not use an image that is larger than 1200px

wide as larger images will make the event pages take longer to load.

The minimum size for an event image is 620px wide X 349px high (landscape

orientation). Using images smaller than this produces an image surrounded with

a thick black outline.

If you are unsure if a photo meets these requirements, please send the original to

webhelp@mtholyoke.edu .

Images that can be used on the website

● Images that you own ● Images for which you have been granted permission to use on the website

by the owner of the image ● Images from the public domain , royalty free or creative commons: ie. all

Wikipedia images are in the public domain, royalty free images can be found at pixabay.com

● Images acquired from the MHC archives

If you are unsure or are having trouble determining who owns the image, check

with your LITS liaison.

If you are using Google to search for an image, use the labeled for reuse google search

filter.