The Event form is a single-row form used to create or modify an existing event record. All of the pertinent information for the event, such as time, location, which calendar to be displayed in and date, is entered using this form. This form utilizes the standard tools found in the e-Services forms.
Note: The event is entered into the database with a status of Pending Confirmation. The system sends e-mails to the Facility Coordinator for the room you selected. The Facility Coordinator confirms that the room is available or not for your reservation. When the Facility Coordinator confirms that the room is available, the status on the Event List will show Confirmed. If the room is not available, the status will show Conflict.
The Event Management Professional home page is navigated to by http://www.depauw.edu/e/evt/professional/. Click on the following link on the home page to navigate to the Event Location Menu.
- Enter an Event. Clicking on this link, found within the Main Event Information area, will open the Event Location Menu. The following links within this menu will open the Event form.
- Add Record. Clicking on this link will open a new Event form. This link is used when creating a new record.
- Update. Clicking on this link will open the Event form record for the selected Event. This link should be used when making changes to an existing record.
The Event form is used for creating or changing the Event. The following fields are on this form.
- Event Date. Enter the date for the Event to take place. Either use the mm/dd/yyyy format or use the Calendar LOV.
Note: See Calendar LOV.
Attention: This is a required field.
- Start Time. Enter the time that the event begins . Either use the hh:mm am/pm format (example 12:30 PM) or use the Time LOV.
Note: See Time LOV.
Suggestion: To specify no time, select all blank entries on the Time LOV.
Attention: This is a required field if a room is being reserved.
- End Time. Enter the time that the event will be finished.
Attention: This is a required field if a room is being reserved.
- Start Setup Time. Enter the time that the location must be available to prepare for the event.
- End Tear Down Time. Enter the time that the location will be set back to its normal condition.
Note: The Start Setup Time and the End Tear Down Time will be the total time that the location is used for the event. Ensure that you have entered the necessary times for preparation and teardown.
Suggestion: If the event ends at 12:00 am, please use 11:59 pm to avoid a multi-day event.
- Event Title. Enter the title of the event or a brief summary.
Suggestion: Remember that the Keyword search is case sensitive. Use the standard capitalized format to ensure consistent keyword searches.
Attention: This is a required field and can hold 255 characters.
- Event Description. Enter an extended description of the event. Remember to add pertinent details such as if the event is open to the public or if there is a fee.
Note: See Pencil.
- Event Location(s). Use the flashlight to select the location for the event. A Conflict Inspection is accomplished for the selected room. The Conflict Inspection evaluates the room for any events already scheduled for the date and times selected. If a conflict is present, the scheduled event will be displayed with a prompt to select a new room.
Suggestion: When the location includes more then one room press the Control key down and click the mouse on the rooms desired.
Note: Use the Camera to view the Location Master Snapshot for the selected room. This snapshot will show the features for the selected room. This feature will not work when more than one room is selected.
- Event Type. Select from the drop-down list the type of event.
Note: See Drop-down list.
Attention: This is a required field.
- Sponsor Organization. Select, using the LOV, the organization's name that will sponsor this Event. If the organization is off campus, then enter the organization's name using the pencil button.
- Sponsor Person. Select, using the LOV, the name of the person who is sponsoring this event. If the sponsor is off campus, then enter the sponsor's name and contact information using the pencil button.
- Estimated Number Attending. Enter the number of people expected to attend the event.
Attention: This estimate should fall within the features of the selected location.
- Calendar Access. Select from the drop-down list the calendars that this event should be on.
Note. See Calendar Access.
Attention: This is a required field,
- Add Record/Save Changes. Click on Add Record/Save Changes button when all of the fields are populated with the desired information.
- Don't Save. Clicking on Don't Save will close the form without saving the information. The form will close and the previously opened form will be refreshed.
Note: Any new information entered in the form's field will be lost if the Don't Save button is clicked.