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Instructions for Submitting an Event

Lecture theatre seats

Before you start

You must be on campus or connected to the Otago VPN in order to submit an event.

You must have pop-up windows enabled in your web browser. If you are unsure what this means, or don’t know how to activate pop-up windows in your particular browser, please contact the Helpdesk on extension 8888.

Step 1: Log in

Log in to submit an event using your University username and password (see 'Continue to submit' button at the bottom of this page).

Step 2: Event metadata

Complete the required metadata fields for your event: Title, Event Category, Event Type, Audience and the start date.

You may also select other metadata fields. Then click the Check In button.

Step 3: Event content

From the floating Main Content toolbar, select the left button (Edit Region Content), or press the right button and then select Edit.

If you cannot see this, press CTRL+SHIFT+F5 to go into editing mode.

On this page enter all the appropriate information for your event.

The teaser is a short line of information that is displayed under the title of your event in the list of events.

The meta description is mandatory. This should describe your event in approximately 140-160 characters. You need to include this information before you will be allowed to save your event. If you do not include this field and try to save you will receive an error message.

The other fields: location, cost etc, are self-explanatory.

Please note: If your event is Open to the Public, go to the top of the page and click on the metadata tab, go to the 'EventonFrontPage' section and choose 'Yes'.

Preview or Save and Close

Click the Preview button beside the Metadata tab if you want to view changes and try links.Preview 

Click Save and Close when finished.

CMSTRN - Editor Window - Update icon

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Step 4: Workflow

Once checked in and saved, your event will then go into workflow to be checked and approved. Upon the successful completion of workflow your event will then appear in the events calendar.

Step 5: Print these instructions?

You may like to print these instructions as a reference document prior to submitting an event. Feedback on these instructions would be gladly welcomed to


Title: This is the title of the event
eg "Putting the rigor into mortis: new horizons in anatomy" Professor Mark Richards Inaugural Professorial Lecture

Event Category: What kind of category does this event fit into from the following? Note you can only select one category from the following: Academic Dates, Alumni Events, Business, Exhibitions, Health Sciences, Humanities, Music & Performance, Public Holidays, Sciences.

Event Type: What type of event is it? There are many options and you can select more than one event type for an event.

Audience: Who is the primary audience for this event. Do not make a departmental seminar a public event and be upset when members of the public arrive in your department for the seminar.

Campus: Which campus is this event being held on?

Department: Which department is the primary department hosting this event?

Section/Programme: This is where you can type in the name of the section or programme hosting this event.

Research Centre: This is where you can type in the name of the research centre hosting this event.

Start Date: The date and time the event starts.

End Date: The date and time the event ends.

Teaser: The teaser is shown in lists of events, but not on the individual page detailing the event. A one sentence summary of the event is best.

Description: This can be a longer description of the event including perhaps a synopsis of the event.

Location: The location in which the event is being held.

Cost: Is there a cost associated with attending this event? If so, how much?

Contact: Primary contact person for this event.

Contact Email: A contact email.

Contact Phone: A contact phone number.

Alternate URL: Perhaps the department's website address or conference's website address.

Sample Event

Event metadata

Title Putting the rigor into mortis: new horizons in anatomy
Event Category Health Sciences
Event Type Public Lecture, Inaugural Professorial Lecture
Audience Public, All University
Campus Dunedin
Department Anatomy and Structural Biology
Section/Programme Not applicable.
Research Centre Not applicable.
Start Date 18 February 2010
Start Time 5:15pm
End Date 18 February 2010
End Time 6:30pm

Event Content

Teaser Professor Mark Stringer, Inaugural Professorial Lecture
Description The Inaugural Professorial lecture from Professor Mark Stringer, Department of Anatomy and Structural Biology.
Location Barnett Lecture Theatre, Dunedin Public Hospital, Great King Street, Dunedin
Cost Free
Contact Somebody Else
Contact Email
Contact Phone 64 3 479 1100
Alternate URL

Continue to submit an event