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Events Form

IMPORTANT: Events created with this form are pages in a web site in the Ensemble content management system and not a calendar application. You cannot create infinitely repeating events, as Ensemble cannot create infite pages. You are restricted from creating events beyond one year (365 calendar days) from today, whenever today is. These events can be recurring from that one year future date, but that is the extent to which events beyond one year from today will be created.

The content on the events.vt.edu site is governed by the Marketing and Communications department of the Advancement Division. All event pages created manually, or via this form will be vetted and curated by members of the Web Communications team.

The sections below correspond to sections of the form. If you need additional assistance or if something isn't working, please file a ticket using the same instructions for access requests below.

This is the contact information for the person submitting the event - usually a department communicator. This is not the same as the primary Event Contact below.

Required fields are underlined.

  • First name
  • Last name
  • VT email - This says VT email but will accept any email domain.
  • Phone Number
  • Department

  • Event Title - The title of the event. Avoid using special characters like apostrophes and commas. This will be used to generate the Event URL Title below.
  • Event Subtitle - Subtitle for the Event to add extra information (e.g. featuring guest speakers).
  • Event Presenter - The event presenter (e.g. presented by).
  • Event URL Title - The slug for the event's URL. You may customize this.
  • Featured Image - This is the primary image for the event. This is the image that will appear in lists. There is a 5Mb file size limit for images.
  • Featured Image Alternative Text - Alternative text should be included with all image uploads and should be short and descriptive. Avoid using images with text in them. If images must contain text, then the alternative text needs communicate the same information as the text content.

  • All Day Event - This one-time event lasts all day. Checking this option will automatically set the Start Time and End Time.
  • Multi-day/Recurring - Events that are held at an interval. Checking this option will enable the Repeats and Repeats Until fields. Note: You cannot have repeating events that span multiple days. 
  • Timezone - The timezone of the event location.
  • Event Start date - The first day of the event.
  • Event Start time - The starting time of the event (disabled for all-day events).
  • Event End time - The ending time of an event (disabled for all-day events).
  • Repeats - Daily, monthly, or yearly (recurring events only).
  • Repeat until - This is the last date in the set of recurring events (multi-day/recurring events only).

  • Hybrid - Events that are in-person and online.
  • In-person - Events that are in-person only.
  • Online - Events that are held online only.
  • Building name
  • Address
  • Campus and Extension Locations - Selecting an option here will auto-populate the city, state, and zip code.
  • City
  • State
  • Zip code
  • Physical address URL - This will usually be a link to a map for the event's physical location (e.g. Google Maps).
  • Online meeting link URL - Online location of the meeting (disabled for in-person events).

  • Free - the event is free for all attendees.
  • Free with registration - the event is free for attendees who have registered for the event.
  • Paid - the event costs money to attend.
  • From - the lower limit of the price range for a paid event.
  • To - the upper limit of the price range for a paid event. Note: for a single ticket price, leave this field blank.
  • Ticket Link text - The text for a link to purchase tickets for the event.
  • Ticket Link URL - A link to where tickets may be purchased.
  • Registration Link Text - The text for a  event registration link.
  • Registration Link URL - A URL link to the event registration.

Provide contact information of the primary contact for the event. This is required.

  • Contact First Name
  • Contact Last Name
  • Contact Email
  • Contact Phone

If the event has a contact for accessibility concerns, their information should placed here. This is required.

  • Same as event contact
  • Accessibility Contact First Name
  • Accessibility Contact Last Name
  • Accessibility Contact Email
  • Accessibility Contact Phone

  • Audience - The target audiences for the event.
  • Category - The category type of the event. Note: this will be the category tag at the top of the event page.

  • Event Description - Describe the event. This must be provided in plain text. Do not attempt to use html or any other formatting or it will not display properly. This field is not to be confused with the page description (in page properties).

  • Event Body Image (up to 4) - Addition images provided here will be displayed along with the event description. This is not to be confused with the Featured Image above.  There is a 5Mb file size limit for images.
  • Alternative Text - Alternative text should be included with all image uploads and should be short and descriptive. Avoid using images with text in them. If images must contain text, then the alternative text needs communicate the same information as the text content.

  • Accommodations - This event includes accommodations.
  • Alcoholic Beverages - This event includes alcoholic beverages.
  • Contest - This event includes a contest.
  • Free food - This event includes free food.
  • Free parking - This event includes free parking.
  • Giveaway - This event includes a giveaway.
  • Interactive activities - This event includes interactive activities.
  • Paid parking - This event includes parking for a fee.
  • Raffle - This event includes a raffle.
  • Valet parking - This event includes valet parking.

Need access to the form?

Please submit a support request via the General Support Request option.