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Communications and Marketing

LiveWhale Event Creation Guide

LiveWhale makes it easy to create and manage Events that will automatically be shown on the College calendar. Additionally, Events can be tagged so that they show up in the Events Widget on your department’s pages. 

REQUEST
INFORMATION

What is tagging, and what is an event widget? 

Every departmental page has an Event Widget that will display relevant upcoming Events. Most Event Widgets are on the right hand side of the page under the header “Upcoming Events” (highlighted in red). 

In order for an event to show up in an Event Widget, it needs to be tagged with relevant keywords. Events can be Tagged when they are created, and this will be explained later on. On the right side of this page is a list of Tags for each department. 

Table of Contents

1. Creating an Event in LiveWhale

This will guide you through all of the steps necessary to create an Event using Livewhale. 

2. Planning the ideal time for an Event

This will show you how to look at the Livewhale Event calendar in a useful way so that you can plan your Event around other Events that are already scheduled. Of course, there will inevitably be conflicts, but it is in everyone’s best interest to maximize attendance wherever possible. 

3. Viewing events that are relevant to your Department

There will be a lot of Events in the Event planning group, and this can make it difficult to see which events are yours. This will show you how to curate the list of Events so that only your Events show up. 

Creating an Event in LiveWhale

1. First, sign in to LiveWhale using your College username and password. This can be done from the bottom of the homepage by clicking on the “LiveWhale Login” link (highlighted in red). 

 2. Next, click on the Dashboard button in the top right hand corner of the screen. After doing that, click on Homepage, and then select “Event Planning” from the drop-down list that appears. 

3. Next, click on the “Events” button in the middle of the screen.

 

4. Next, click on “Add New”.

5. On this Event creation page, you can fill out various fields about the Event. The only fields that are required for the Event to be created are the name of the Event and the date of the Event. If you would like the Event to appear in your department’s Event Widget, enter one or more of your department’s Tags in the Tags field (highlighted in red). 

Tagging Conventions

When Tagging an event, be sure to use the Tag that is listed on the right hand side of this page. You can always use more than one Tag per event for your own purposes, but in the interest of keeping everything consistent and organized, be sure to tag all of your department’s events with the tags listed in the sidebar. 

Naming Conventions

The title for the event will be displayed on the College Calendar and in Event Widgets. As such, it is important to have a short, yet descriptive title for each of your events. You can include more detailed information about the event in the Event Description. 

There are several other optional fields that can be filled out to give more information about the Event. These include the time and location of the Event, the cost of the Event, a description of the Event, and the contact information for the person or group that is organizing the Event. 

If your Event fits into one or more of the Categories (Open to the Public, Athletics, Lectures, Performances, etc.) listed above the Tags field, select the Categories that apply. 

Tags vs. Categories

Tags are used to associate an Event with the relevant departments, while Categories are much more broad. For example, there might be two different lectures that could be Tagged with Philosophy and Biology respectively, but both Events would fall into the Lectures Category. 

Can my Event be displayed on the monitors around campus?

Monitors around campus display various upcoming Events. It is of course impossible to display every Event on these monitors, but if you would like your Event to be considered, you can Tag it with monitorsuggest. It is highly recommended that you include a high-resolution image with your event if you do this. 

 

6. Live vs Hidden — This is extremely important! 

If your department is 100% certain about the details of the Event, you can post the Event as “live”. The event will then appear on the College calendar and in your Event Widget. If, however, the Event is still being planned and changes may occur, post the event as “hidden”. Once you have finalized the details of the Event, you can come back later and make it “live”.

Livewhale event creation live versus hidden status.

Once you are finished, scroll to the bottom of the page and click on “Save”. 

Planning the ideal time for an Event

1. Use steps 1-3 in Creating an Event in LiveWhale to navigate to the Events section of the Event Planning group.

2. Click on Month View (highlighted in red)

livewhale month view button

3. Use this view to easily see what others are planning and schedule your event so that, if at all possible, it doesn’t overlap with other major Events on campus. 

livewhale month view

 

 

Viewing Events that are relevant to your department

1. Use steps 1-3 in Creating an Event to navigate to the Event view in the Event Planning group.

2.  On the right hand side of the page, there is a field called “Filter Events” (highlighted in red). In this box, you can type in one of your departmental Tags and then click “Go”. This will then display only events that use that Tag. Livewhale event view filter

 

 Any questions? Email ischappe@lakeforest.edu in the Office of Communications and Marketing.