Log in to: https://events.imperial.ac.uk/

Once logged in you’ll land on the Events listing page, this page shows all events currently in the system.

These instructions are for adding events. When editing an existing event the fields are exactly the same. There are instructions applicable to editing existing events at the foot of the page.  

Add new Event

Click the Add new Event button next to word Events - top left.

Add title

Add the title of your event.

Date and time

• Select Start and Finish date(s) and time(s).
• Recurring event (optional) If your event occurs more than once you can set the Repeat frequency in the drop down: Daily, Weekly, Fortnightly, Yearly or choose Custom days.
  Note: This creates a new separate event for each date selected.

Event summary

• Add a short event summary (maximum 300 characters).

Event image

• Remember to get consent before adding external peoples' portraits.
• Upload an image. This generates 4 sizes for different types of listing page. The minimum image width required is 1086 pixels. Click on each image size option and resize your image so that no red borders show.
• The Alt tag text must describe what the image is about.

Using accessible images

Please ensure that the image you are uploading does not contain text overlays nor text hard-coded into the image (like the example below). Images containing text are not accessible and do not meet the basic accessibility requirements for the College's websites. See our web guide section on accessible images for further guidance.

Example of an image with text overlays

Location

• If your event is Online only eg a webinar etc., tick this box (optional). This hides the dropdown address fields.
  Note: If selected you must add a link and link text to the Web links option further down the page.
• If your event is not On campus untick this box. This hides the dropdown address fields. You can now add an address manually.
• On campus address
  • Select Campus from the dropdown.
  • Select building from the Venue dropdown. This should populate automatically. If your building/venue is not listedplease contact your FWO.
  • Type in the specific Room/floor address.

Audience

• Select the Audience type(s) from the dropdown. You can choose more than one option by clicking the dropdown more than once.
• Note: If you want your event to appear in the main What's on page listing leave this field empty.

Contact

• Add the contact details for the event. You will need to do this manually it doesn’t automatically find people.  (Remember to get consent before adding anyone’s personal details, this includes non-College staff names and email address)
• Add extra contact fields with the blue button.
• Remove rows using the minus sign in the grey rectangle on the right, mouse over the row to see this option.

About

• Select the main event type.
• Is this part of a series of themed events? Request a new themed series with your FWO.

Categorisation

This section controls the information the events system needs for you to build bespoke feeds for your t4 pages. You can create tailored feeds using a combination of the following category options. Learn about Using the feed generator.

Faculty

You can refine your t4 RSS feed to show all your Faculty events,

Category

and/or display by Business, College and Campus, Engineering, Health or Science categories,

Tags

and/or select tag(s) from the dropdown. You can add several tags, just click the dropdown for each new tag.

Owning groups

Owning groups are like permissions groups. You will only be able to create and edit an event if you are a member of one (or more) of its owning groups. As an Author you can add and remove owning groups on your events. Do not change Owning group settings unless you know exactly what you’re trying to achieve.

Contact your FWO to request being added to an Owning group.

Learn about .

Attendance

Type of attendance

• Select the method by which people can book; First come first served, Invitation only etc. This defaults to Open to all.

Registration link

• Add a link to an external registration web page (optional). Don't forget to include the full web address including http:// or https://

Event status

• Defaults to open. Change the status if the event is full, postponed, rescheduled, cancelled.
• If the event is cancelled a banner will be added to the event listing to inform attendees of the cancellation.
• It is advisable for you to add text to the event summary and description fields to inform attendees if an event is cancelled.

Livestream event link

• Add a link for the live stream (optional). Don't forget to include the full web address including http:// or https://

Speakers

• Add an existing speaker with the blue button. Existing speakers have already been added to the system.
• Add extra existing speaker fields with the blue button.
• Create new speaker. Create a new entry to add to the existing speaker list. (Remember to get consent before adding anyone’s personal details, this includes non-College staff names and email address)
• Remove rows using the minus sign in the grey rectangle on the right, mouse over the row to see this option.

Event details

Use this the main free text area to add more information about your event and it appears under the main image. You can format text, add headings, bullet points, quotes, web links, movies and slideshows to this area.

Remember to get consent before adding anyone’s personal details, work history or biographies that are not already in the public domain.

Web links

You must add a link here if you've selected Online event in the Location area. Add both the link text  and the URL in the Text field. Don't forget to include the full web address including http:// or https://

You can also use this option to add additional links to social media, related websites etc.

Display options

Layout

There are two options

• Landscape (default) – best overall option. This uses Imperial Event generic image if you don’t have a hi- res quality image.
• Portrait – select this is you only have a portrait image, eg a photo of the speaker

Visibility

Use this to hide your event from search engines.

Note: At present this will also hide your event from Events feeds on t4 pages. Leave this box unticked.

Show map

Use this option to hide the Google map display from your event.

Preview and publish your event

Preview

• The Publish is in the top right.
• Once your event is ready, click the Save Draft.
• You can now Preview your event (you must use Save Draft in order to see a preview)

Publish

• When you’re ready Publish your event. This will make it live.
• You can schedule an event to publish later. Select the edit link next to Publish immediately, and set the required date.
• You can select Move to Bin to delete an event.

Edit an existing Event

Log in to: https://events.imperial.ac.uk/

Once logged in you’ll land on the Events listing page, this page shows all events currently in the system.

• Put your cursor over the Event you’d like to edit.
• Click the Edit link, you will land on the event edit screen.
• If you don’t have permissions to edit this event all fields will be greyed out. If you think you should have access to an event but it’s greyed out, please .

Authors are only be able to edit Events connected to Owning groups of which they are members. to request being added to an Owning group.

Editing an event imported from Portal (old Events system)

Imported event might have an empty Venue field in the new system. This field is compulsory in the new system.

• First select a different campus than the one selected, This makes the Venue field live.
• The select the correct campus.