Publish Free & Promotional Events (+ video tutorial)

This article is intended for volunteers who have access to the club leader portal and want to publish a free event to the Alumni Association's website and their club website for marketing and meet the Alumni Association event management policies.

It is assumed that the user has already logged into the portal and has navigated to the Home page.  Log in instructions can be found here.

These same steps can be used for creating promotional events (i.e. no registration) by navigating to the "Promotional Events Template" list view instead of the "Free Event Templates" list view.

2. Edit Event Details
  • Click one of the Free Event Template event names
  • Click Edit in Salesforce to update the event name, dates/times, descriptions, and advertising details.  Venue(s) will be updated in the next section.
  1. Community Group ensures that your event gets published to your club, search for your club name.
  2. Event Name should include the format "U of M Club of [Your City] [Your Event Name], MM.DD.YY"
  3. Display Name should be how you want the event name to look on the websites.
  4. Time Zone is the time zone associated with where the event will take place.
  5. Start Date/Time indicate when the event will start. You will need to use the Calendar icon to change the date vs. typing in the date. 
  6. End Date/Time indicate when the event will end. You will need to use the Calendar icon to change the date vs. typing in the date.
  7. [OPTIONAL] Ticket Sales Start Date and Ticket Sales End Date/Time will be when you want people to be able to RSVP for your free event.  As this is a free event there will not be tickets, but you can prevent people from signing up for an event between certain dates if desired.  
  8. [NOT NEEDED] Refunds Permitted Until does not apply to free events, but may be used when maintaining ticketed events see here.
  9. Overview HTML is where you can put description of the event that will be on the websites. 
    • Many users register for events on their mobile devices - due to mobile formatting of the event listing, the location date/time fields are not displayed. Therefore you MUST include it in the description of the event.
    • If you would like to add a picture please contact the Alumni Association ([email protected] ) to have it added. 
  10. [OPTIONAL] AAUM Calendar Category, Secondary Event Category, and Tertiary Event Category are the potential filters you would like to apply to your event when people are searching on the websites.  You do not need to use all three fields if not applicable.
  11. [Optional] Attendee Email details adds special instructions or messages to the attendee's confirmation email  (i.e. Webinar links, parking instructions, on-site registration instructions, etc.)

Don't change the Status until after you have updated the venue in the next section

  • Click Save
3. Edit Primary Venue and Add Additional Venues
  1. Click the down arrow next to Primary Venue in the Venue(s) box on the right
  2. Click Edit
Event: Promotional Only Event Template - Google Chrome

3.   Update information

  • Venue Name the name of the location
  • Is Primary Venue must be checked for at least one venue and can only be checked for one venue.  Recommend that this is the first meeting location if multiple venues are used.
  • Description can be used to help identify where you will meet at a venue or what to look for when attendees arrive.
  • Add address information so attendees can locate the venue.  Zip/Postal Code is required for forthcoming mapping functionality.

4.   Click the Save button

Event: Promotional Only Event Template - Google Chrome
  • To add more Venues, click New in the Venue(s) box on the right of the main event page to add additional venues.
Event: Promotional Only Event Template - Google Chrome
4. Publish your Free Event (make it Active)
  1. Click the down arrow next to Active in the Event Statuses box on the right
  2. Click Edit
  3. In the window that pops up, click the Is Current Status for Event checkbox
  4. Save
Event: Promotional Only Event Template - Google Chrome

You can also see who has RSVP'd for your event from the attendees box on the right of the event page.  Go here to see how to check attendees in on the day of your event or within 7 days of your event occurring.

This is a free event therefore no tickets will be shown at registration or be editable by volunteers

5. View Event

Click "View Event" under the Lightning Event URL field on the main event page once activated

Video Tutorial

This video is for club leader volunteers that have been given access to the Club Leader Event Management Portal and would like to create a new free event to be published on the Alumni Association websites.

For new events that require payment, refer to the Event Submission Form for Paid Events.

These same steps can be used for creating promotional events (i.e. no registration) by navigating to the "Promotional Events Template" list view instead of the "Free Event Templates" list view.