Hosting Virtual Events

Thank you for your part in hosting events and keeping our community alive and connected. Here are some best practices for hosting your virtual events and getting help from the university in connecting our audiences to your event. We will continue to use 25Live to list and market our virtual events.

• How do I make a virtual event in 25Live?
  A virtual event is just like any other reservation in 25Live, except the Event Location you select will be one of our new Virtual Locations.  Be sure to use the Campus Self Serve event type and enter a comprehensive Event Description that includes your Zoom or other virtual links.

   

  Example: Instead of a meeting at the USU Ballroom, the location will be Zoom Meeting or Instagram.

   

  For more detailed instructions please view the How should I enter my event?  section below.
• Where do I put the Zoom or virtual platform link?
  For virtual events, please include your Zoom meeting or other virtual platform links at the top of the Event Description field as a clickable phrase (not the full URL).
  

   

  The Event Description is visible to the public and should include pertinent event information for your potential attendees. This may include items such as links to purchase tickets or virtual locations, parking information, specific contact information and purpose of the event.  Be sure to hook up the hyperlink as a phrase.
  

   

  *The date, time and location will automatically feed from the information entered on the reservation.  They do not need to be included again unless they are different than what is entered on the reservation.
• What qualifies as a virtual event?
  A virtual event should be a synchronous opportunity to participate in something. This could be a live stream demonstration/performance, a call in meeting or zoom discussion. Posting to your social media feed and wanting people to comment or like your post is not an event.
• How do I make my virtual event accessible?
  • Visit IITS's Accessible Virtual Events webpage for guidelines to creating a successful online event.

  • Visit the 25Live Calendar Accessibility Requirements for accessible Event Descriptions.
• How do I make a hyperlink (clickable phrase)?

  From the Event Description section of the Event Form
  
  1. Type out your clickable phrase where you want it. This should be a phrase that is stand alone and is NOT generic like "Click Here".  Unique and descriptive phrases work best. Tell the view where the link takes you. "RSVP - XYZ Event Name" or "XYZ Event Website"
  
  2. Highlight the link phrase.
  
  3. Click on the hyperlink chain icon in the Event Description toolbar. If you do not see a link icon, check the(...) overflow menu.
  
  4. Fill in the fields on the Insert/Edit Link popup as noted below and Save.
           A. URL – Type/Paste the URL (from browser address bar)Use the formats below to create email or phone number hyperlinks.
  
           B. Text  to  display  –  Type  the  text/phrase  that  will  be clickable.  This  should  be  a  descriptive phrase  that  is  stand-alone.  IF you choose to use a generic phrase like “Click Here”, a descriptive Title must be included (see the next step).
  
           C. Title – Type the hover flag information here.  This is an additional link name that a screen reader will prioritize reading instead of the Text to Display. e.g. "Learn More about [event name]”
  
           D. Open Link In... – Select if you want the link to open in the Current Window or a New Window.

  
  EDITING HYPERLINKS – Click on the link that you want to edit and then click the link icon.  The same Insert/Edit Link window will pop up with the existing link’s information.

• How should I enter my event?
  • Event Name: This should be what you want to call the event for your reference
  • Event Title: This displays on the calendars as the name of the event (do not put links or other information here)
  • Event Type: All Virtual Events should use the “Campus Self Service” event type.
    
  • Event Description: Use this space to post virtual platform links, meeting ID's, log in information, hyperlinks to other websites, and a description of the event. Please make sure any links are correct and work.
  • All Day Events should have the event time as “1:00am – 11:30pm” on that day if you don’t have a specific time
• How should I title my event?

  Keep it simple and straightforward.  40 characters is the recommended maximum.  Longer titles may need to be shortened for consideration on main university channels.

  The event title should relay to the public viewers who the appropriate audience is and what the content of the event is.  For example, to denote that the event is designed for a specific audience you should begin the title with your audience designation.

  Examples:

  • Students-Check In and Chill
  • Faculty-Moving to Virtual Instruction
  • Alumni-Book Club
  • Fac/Staff-Trivia Break

  Do Not place virtual platform links in the Title.  These links will be entered in the Event Description field.

• What Location do I select for a virtual event?

  We have five virtual event locations to choose from.  Zoom is our preferred platform as it has the best administrator controls for managing your event.  The links to your Zoom Meeting or virtual platform should be entered at the top of the Event Description field as a clickable phrase (not the full URL)
  

  In 25Live, a Location search for the keyword "virtual" will yield all five virtual location options.

  • Zoom Meeting
  • Microsoft Teams
  • Instagram
  • Youtube Live
  • Virtual Location (This is a catch-all for any event platform that is not be listed above)

  *If you do not see all of these location options, try switching the toggle for "Hide Conflicts" to OFF.  This button is located at the top of the Locations Selection section.

• What is the difference between the Event Name vs. Event Title?

  In 25Live, the first two fields in the event form are the Event Name followed by the Event Title.  For all of our campus calendars, the Event Title field is displayed as the name of your event (not the Event Name).

• What should I include in the Event Description?
  For virtual events, please include the your Zoom meeting or other virtual platforms at the top of the Event Description field.
  

   

  The Event Description is visible to the public and should include pertinent event information for your potential attendees. This may include items such as links to purchase tickets or virtual locations, parking information, specific contact information and purpose of the event.

   

  The date, time and location will automatically feed from the information entered on the reservation.  They do not need to be included again unless they are different than what is entered on the reservation.

   

   For more information about accessible event descriptions visit the 25Live Calendar Accessibility Requirements page.
• How do I get my event posted to the homepage/featured events calendar?
  • Click the “Featured Event Calendar Consideration” box under the “Publish to Calendar” section.
  • Once confirmed, your listing should populate to the CSUSM.edu homepage and Featured Events Calendar within a couple of hours.
  • You are responsible for making sure the listing stays up to date with the correct information and links.
  • More Calendar Publishing Information
    • Publishing to Campus Calendars and Campus Announcements Guide