Event Info

Administrators Guide

NOTE: For information about meetings visit the meetings and consultations support page.

This page will contain information applicable for both Conferences and Workshops.

Table of Contents

Basic

Setting Name	Description	Sub-Settings	Required?
Name	The name of the event		Yes
Program	Choose the program the event should be affiliated with.		The default program is used if another is not assigned.
Feature Event on Home Page	The event will display on the homepage (if the layout is set to Dashboard or Certificate) in the featured event section. At most 3 events will display at a time, by date order, starting from the soonest to the current day.		No
Hide Event on <op unit short name> EVE and iCal Feed	If enabled the event will not display in the all events table or calendar of your Op Unit, if the URL of the event itself is known the event can be accessed. The event will not also not be included in the iCal feed.		No
Set as Public Event	This event will be available for the Public to register to attend.	Hide this Event on public.eve.utoronto.ca – If enabled the event will not display in the all events table or calendar of public.eve.utoronto.ca, if the URL of the event itself is know the event can be accessed Do not use the Public URL in the iCal feed for this event – By default if an event is public, the public URL is the one used in the feed. If enabled this event will use the non-public Op Unit URL instead.	No
Description	A description of the event. There are specific fields available that display in their own sections on the event page for Learning Outcomes and Additional Information.		Yes
Event Categories	The event calendar page allows for filtering of events by category. Certificate programs can also include a requirement to attend events of specific category/categories.		No

Date and Time

The date and time of the event. The format of the input field is:

Date/Time Range Format (24-hour clock): YYYY-MM-DD HH:MM:SS - YYYY-MM-DD HH:MM:SS

YYYY = 4-digit year
MM = 2-digit month (01–12)
DD = 2-digit day (01–31)
HH:MM:SS = time using the 24-hour clock (00–23), not AM/PM (e.g., 09:00:00 = 9:00 AM, 17:00:00 = 5:00 PM)

Example: 2051-01-17 09:00:00 - 2051-01-17 17:00:00 means January 17, 2051, 9:00 AM to 5:00 PM.

Input Options

Use the datepicker, the time in the datepicker UI will be 12 hour format, when the selection is applied to the input box the time be in 24 hour format.
Type the date and time manually in the field in the format mentioned above.

Registration

Setting Name	Description	Sub-Settings	Required?
Limit registration to the following window	When enabled will only allow registration to the event during the time frame set in the Registration Start and End Date/Time sub-setting	Registration Start and End Date/Time – The date and time of the date range the registration is limited to (see Date and Time above for format information)	No
Registration Form	If at least 1 registration form exists in the Op Unit, it can be selected for this event.	Allow attendees to update their registration form submission – If enabled an attendee can update what they submitted at the time of registration anytime before the start of the event. NOTE: Not currently available for public attendees	No
Users will get a calendar attachment upon registration.	Enabled by default, when the registrant is approved (either at registration time or later depending on event settings e.g moving off the waiting list or require all attendees to be manually approved.	Include subevents in calendar attachment – Conference only.	No

Subevents (Conferences only)

Setting Name	Description	Sub-Settings	Required?
Require Attendees to select Subevents	If enabled, the attendee during registration selects which subevents they wish to attend. Only events that do not have a full capacity can be selected. Attendee choose that they are not attending any event in a timeslot.		No
Users can update subevent submissions	If enabled, the attendee can change their subevent selection after registration.	Update subevent only within the registration window – Only allow attendees to change their selection after registration, during the conference’ s registration window (a registration window has to be set to use this setting)	No

Permissions

Assign which faculty/staff/student affiliation, custom attendee roles or Visitor (anyone who can get through Weblogin) can register for the event. This only applies for University attendees. Public attendance is set with the Set as Public Event setting. This is required, events cannot be public only.

Attendance Approval

Setting Name	Description	Sub-Settings	Required?
Registrants will need to be manually approved to attend this. This applies to all users including Public attendees.	When enabled all registrants will be have the status of “waiting for approval” and the registrants have to be switched to approved.		No

Room and Location

For Conferences this is the location information for the Conference as a whole. Conference subevents have their own location information fields.

Workshops have the Attendance Type setting which determines which of Video-Conferencing Information, In-Person Location or both display (Online, In-Person, Hybrid).

Setting Name	Description	Sub-Settings	Required?
Video-Conferencing Information	A WYSIWYG field where text/description and links of how attendees can access the online event e.g Teams or Zoom info. By default the event will only show that the event is online until the registrant is approved to attend. The iCal feed does not display this information.	Show Video-Conferencing Information to Unregistered Users – The event page will display the Video-Conferencing Information to everyone who can access the event page and the information is included in the iCal as a custom property (see more information about how to use this iCal property)	Conference – This field or In-Person Location is required Workshops – Yes if Attendance Type is Online or Hybrid
In-Person Location	Fields for name, description and each part of the address. A Google map displays on the event page based on the address set for the location.	Set In-Person Location Information Visibility Show Full Location Info: Displays the full location on EVE and includes it in the public iCal feed. This is the default option. Don’t Show ANY Location Info: Only indicates the event is in-person; approved registrants can view the full location on EVE. Show Location as: <campus name> Only indicates the event is in-person, at the selected campus; approved registrants can view the full location on EVE.	Conference – This field or Video-Conferencing Information is required Workshops – Yes if Attendance Type is In-Person or Hybrid

Capacity

For Conferences this is the capacity for the Conference as a whole. Conference subevents have their own capacity.

Workshops have a separate capacity for in-person and online attendees.

Setting Name	Description	Sub-Settings	Required?
Capacity/Online Capacity/In-Person Capacity	A toggle to enable and number field to set how many approved attendees the event can have. Once the number of attendees has reached the capacity, additional registrants are added to the waiting list. Capacity – Conference Online Capacity – Workshop (Online and Hybrid) In-Person Capacity Workshop (In-Person and Hybrid)	Disable Auto Approving Next Online User in Line – By default if an attendee of the approved cancels their registration and there are registrants in the waiting list, the 1st person in the waiting list is automatically approved. Enabling this setting will turn this off.	No

Learning Outcomes

A field where the content displays on the event page in its own section, separate from Description. This text is included in the iCal as a custom property (see more information about how to use this iCal property)

Additional Information

Emails

Setting Name	Description	Sub-Settings	Required?
Reminder Email	A toggle to enable and number fields to set how many days/hours/minutes in advance of the event start date time. If you wish to send more then 1 reminder email, the date time will need to be changed after the initial reminder email has had time to send.		No
Pre-Event Form	A form that is available from the event page anytime between registration and the start of the event.		No
Post-Event Form	A form that is available from the event page when the event has ended (see sub-settings for other options).	Allow attendees to fill out the form at the beginning of the event. Allow attendees to fill out the form without being marked as attended. Send attendees a post-event email. The post-event form will only be sent to the event attendees. Please make sure you mark them as attended before the date you are setting for the email to be sent.	No