HOW TO - ADD AN EVENT TO THE WHAT'S ON CALENDAR

Modified on Wed, 29 Jul at 4:18 PM

HOW TO ADD AN EVENT TO THE WHAT'S ON CALENDAR

Publishing your event on the What's On calendar is a great way to promote your student group's activities to current and prospective students.

This guide explains how to create a What's On event in eActivities, add an event image, set up registrations or ticket sales, and view attendee sign-ups.

Before you begin

The What's On calendar is best used for events that are open to students, such as:

Social events
Beginner or taster sessions
Workshops and training sessions
Competitions
Performances
Conferences
Charity and fundraising events

TIP: Create your event as early as possible to give students plenty of time to discover it.

Creating a What's On event

Step 1: Log in to eActivities

Navigate to: Administration > Clubs, Societies & Projects > What's On > Create New Event

Step 2: Complete the event details

Event Type: Select the category that best describes your event.

Event Name: Choose a clear, descriptive title that includes your student group's name.

For example: Ferret Fanciers Club: Taster Session.

Do not just put "Taster Session" or "Annual Dinner" (Be specific!).

A descriptive event title makes it much easier for students to understand what your event is and helps distinguish it from other events on the calendar.

Description: Provide enough information for students to decide whether they would like to attend. Consider including:

What the event involves
Who can attend
What attendees should bring
Any costs involved
Whether booking is required

Event Location: Be as specific as possible. For example: Meeting Room 3, Level 3, Union Building, Beit Quadrangle, South Kensington Campus

NOT JUST: Union Building

Postcode: Use the postcode that matches your event location. SW7 2BB (Events in Union Building), SW7 2AZ (Events in College buildings). If your event is off campus, use the venue's postcode.

Event Start and End Date: Check that the date and time are correct before publishing your event.

NOTE: Once you've completed the event details, three additional tabs will appear:

Event Images
Event Signups
Event Products

Step 3: Adding an event image

Open the Event Images tab.

You can either:

Select an existing image, or
Upload a new image using the Choose Files button.

Choose a clear, high-quality image that represents your event and encourages students to click on it.

Step 4: Setting up event sign-ups

Click the Event Signup tab. Here you can set up a free sign-up list so that you can keep track of people who wish to register for your event/activity.

Complete the following fields:

Field	Guidance
Title	Use the same title as your event.
Description	Include any useful information, such as when registrations close.
Sign-up Open Date	Choose when students can begin registering.
Sign-up Close Date	Choose when registrations close.
Maximum Sign-ups	Set a limit that does not exceed your venue capacity.

TIP: Using a sign-up list helps you estimate attendance and manage venue capacity.

Step 4b: Linking a ticketed event

If your event requires students to purchase a ticket, use the Event Products tab instead of creating a free sign-up list.

Simply search for the existing SUMS Shop product you want to link to your event and select it from the drop-down list.

How to check event sign-ups

Step 1: Open the Event Signup Reports

Navigate to: Administration > Clubs, Societies & Projects > What's On > Event Signup Reports

Step 2: Search existing and past events

Browse the list of existing and past events. You will be able to see total sign-ups.

Click the Excel icon to download the sign-up report, which includes the following information:

Date of signup
Name
CID
Email address

Still have questions? Check out the rest of our Knowledge Base articles or submit a ticket to the Activities Team.