Event Calendar Instructions

The following instructions are to help Event Contributors with listing events on the Web Content Management System (WCMS). They cover:

You need to have access to the WCMS as an Event Contributor. To gain access, email websupport@canterbury.ac.nz.

To log in

  1. Go to http://wcmsedit.canterbury.ac.nz/terminalfour/SiteManager
  2. Enter your Username and Password
  3. Click Advanced and select Event Contributor
  4. Click Login

You will be taken to the WCMS Site Manager.

For assistance with the UC Style Guide and advice on writing for the web please visit http://www.canterbury.ac.nz/uc-style-guide/.

How to enter an event

  • Log into WCMS (see above)
  • In the top right hand corner hover over the arrow beside "Events" and click on “Add Event

    Events Contributor - Add Event
  • Enter event name. This should not include (unless crucial to the title) generic items such as “Department seminar” or the presenters name. This should be short and concise with less than 100 characters. Please do not use symbols.
  • Enter your presenter if applicable - this is not compulsory
  • Choose image. It is compulsory to include an image in your event listing. You can ‘Select’ from the existing media library or ‘Upload’ a new image.

 upload button events

Uploading an image:

Images need to be landscape and should be a JPG. The recommended image size is 1050px wide by 667px high. The image ratio should be 3:2 (this is the ratio of a standard photograph). This will ensure that your image does not become stretched. To upload a new image:

    • Click the button alongside the image to Upload and crop an image that you want to use. Move and resize the cropper window as needed.
    • Fill out the fields. Name (relevant, short), Description (copyright of contributor), Key words (describe the picture using synonyms), Location (where it will be saved-  You should choose "Events")
    • Click upload

 image crop

Selecting an existing image from the media library:

  • Select link on right hand side Events Contributor  Events Contributors - Select
    Use search function to assist with finding image, use key words Events Contributor - Search for an item
    Click on thumbnails icon to see pictures Events Contributors - Thumbnails
  • There are 2 options for you if you do not have an image
    The generic event image - search 'generic'
    The subject icons - search by subject
  • Add an image caption - this is not compulsory
  • Add start date and time

  • Add end date and time

  • Make sure the Featured Events is no. The Events team will look after this.

  • Event description – this is the blurb/abstract about the event
    • Do not repeat information mentioned elsewhere in the listing. For example, the presenters, event name or contact details.
    • To paste text into the description, first click on the paste as plain text icon, then click into the text box and paste.
      Events Contributor - Plain text icon
    • Formatting that can be used
      • Paragraph
      • Left aligned
      • Bold
      • Bullet point
    • Do not include any RSVP information. This will be handled through the register now button and Eventbrite
    • To link to any webpages, highlight the text to be linked, click on the link button, put link into link url box. Click insert.
      Events Contributor - Add Link
  • Venue name – room, building, campus, e.g. Room 611, Locke building, Ilam Campus

  • Venue address 1 – street number and name or suburb

  • Venue address 2 – suburb - this is not compulsory

  • Venue city – city e.g. Christchurch

  • Venue postcode – the university is 8140

** if you are pushing this event to Eventbrite, ensure the following format is used:

Venue name: Central Lecture Theatres

Venue Address 1: University of Canterbury

Venue Address 2: Ilam

Venue city: Christchurch

Venue postcode: 8041

  • Map location – drag the pin to the correct location. For locations out of Christchurch it is easiest to look up the address in Google maps, right click on the pin and select 'What's here'. Then click the numbers  on the pop up image. You can copy those numbers then paste into the longitude/;atitude section. (numbers are GPS coordinates and look like this: -41.290686, 174.781892) 

  • Contact name

  • The following items are not compulsory
    • Contact position
    • Contact phone - must be in this format +64 3 366 7001
    • Contact extension – enter number only
    • Contact website – do not include 'http://'
  • Contact email

  • Ticket type – If free, select Free. If paid event select paid or donation.
  • Ticket name – enter the event name or an abbreviation of this. This will be seen on all tickets issued through Eventbrite. E.g. UC Connect: Who will speak for the trees.
  • Ticket price – IF free leave this blank. IF paid, enter ticket price only. IF more then one ticket price available, enter highest price. (Modifications to the order form in Eventbrite can add more ticket types and ask specific questions of attendees).
  • Ticket quantity – the capacity of the venue. Please do not enter 0.
  • Registered event – Choose Yes if you would like to run registrations through Eventbrite (for more information about Eventbrite see below). Choose No if you do not need to collect rsvps.
  • If you would like additional assistance with planning your event or communications and marketing support, please tick the relevant boxes. The Communications Channels meeting occurs weekly and your request will be discussed there if requested. Note: tick box is to the right of the option/name.
  • Event type – you must choose one. You can choose more than one.
  • College, school or department – can choose more than one. Note: tick box is to the right of the option/name.
  • Push to Eventbrite - Choose Yes if you would like to run registrations through Eventbrite. Choose No if you do not need to collect rsvps. 
  • Leave the Eventbrite ID empty. If you have selected yes for both ‘Registered event’ and Push to Eventbrite’ this will be automatically generated by Eventbrite.
  • Click Preview and review content (note: opens in a new tab).

  • Go back to original tab.

  • Click Add. 

If you want to save the event as a draft only, click on the drop-down next to Add and select Save as Draft. This will not be submitted for approval until you click Add. 

Approval Process

Your event listing will now be submitted to the UC Events team workflow for approval. We aim to complete this within 48 hours. Once it has been approved by the Events team the event will be live in approximately 60 minutes. If there are any changes that need to be made you will be emailed by a member of the UC Events team regarding this.

How to find your original event listing

  • Navigate to your original event listing through the site structure by clicking on the “plus” button
    • Canterbury.ac.nz
    • Events
    • Active
    • UC Events
      Events site structure

  • Click on content tab
    Events Contributors - Content Tab

  • Find your event listing (it may be easier to use the find function, CTRL+F)

How to edit an event listing

  • Find your original event listing (see above)

  • Hover over the yellow arrow Events Contributor - Yellow Arrow  associated with the event and click on “modify”

  • Edit the event as required

  • If you change the end date of your event, you will need to update the expiry date in the options tab

  • Click Preview and review content (note: opens in a new tab)

  • Go back to original tab

  • Click update

Your event editing will automatically be submitted to the Events team workflow for approval. We aim to complete this within 48 hours. Once it has been published by the Events team the event will be live in approximately 60 minutes.

How to delete or cancel an event listing

This will not delete the listing from the system. It will make it inactive and not live.

  • Find your original event listing (see above)

  • Hover over the yellow arrow Events Contributor - Yellow Arrow associated with the event and click on “delete”
    Events Contributor - Modify

  • Click ok

How to duplicate an event

Use this function if you are running the same or similar event at another time.

  • Find your original event listing (see above)

  • Hover over the yellow arrow Events Contributor - Yellow Arrow associated with the event and click on “duplicate”
    Events Contributor - Modify

  • Choose destination. Navigate through site structure to UC Events
    ‌‌
  • Update Event Name, click submit

  • Find new event listing on content tab

  • Hover over the yellow arrow ‌Events Contributor - Yellow Arrow associated with the event and click on “modify”

  • Edit the event as required

  • Delete the Eventbrite ID at the bottom of the page (if applicable)

  • If you change the end date of your event, you will need to update the expiry date in the options tab

  • Click Preview and review content (note: opens in a new tab).

  • Go back to original tab

  • Click update

Your event editing will automatically be submitted to the Events team workflow for approval. We aim to complete this within 48 hours. Once it has been published by the Events team the event will be live in approximately 30 minutes.

Eventbrite

www.eventbrite.co.nz

The Eventbrite website manages registrations for events in a simple way, reducing admin time and increasing communication between event organisers and guests.

All events that have both ‘Registered event’ and ‘Push to Eventbrite’ tick boxes checked are automatically listed as private events on the Eventbrite website, as well as being listed on the UC Event Calendar. All events pushed through are private; guests will need to click through the ‘Register Now’ button on the UC events listing to find the event on Eventbrite. If you would like your event to be able to be viewed by the public on Eventbrite please email the UC Events Team.

The website has a really good set of instructional videos and web pages but before you can edit your event, you’ll need to gain access. Contact the events team via events@canterbury.ac.nz as one of your college marketing coordinators or administrators should already have an account.

If you do not wish to make changes to your Eventbrite listing, please contact your College Marketing Coordinators to manage RSVPs. If you do not have a College Marketing Coordinator contact the UC Events Team.

** if you are pushing this event to Eventbrite, ensure the following format is used: