The Calendar of Events is a shared subsite within the University of Southern Maine's public website . WordPress users from all USM departments may request access by submitting a Website Service Request . Learn how to create an Event Listing from start to finish.
How-to
Before you get started, there's a lot of information you need to gather before you can add it to WordPress. Along with the date, time, and location, you need to prepare a Featured image and know who an attendee should contact with questions.
Find out what you need to create an event
INFO: Get a quick overview of the Calendar of Events in WordPress and some benefits of using the public calendar to post your events.
Launch the presentation .
What do you need help with?
Click on the image thumbnails to see a full-sized version of a completed Event Listing in list view or in detail view, marked with the corresponding steps in this how-to article.
- Log in to WordPress
- Add a new event
- Add the event title
- Add an image to the description (optional)
- Add the event description
- Add the time and date
- Select the event Location
- Select the Event Contact
- Skip the Event Website section
- Select your audience
- Select the campus location
- Add call to action button(s)
- Office of Admissions events only
- Add the event cost
- Select your department Tag(s)
- Categorize your event
- Skip the Event Options section
- Update the Series section
- Recurring events
- Events part of a themed set or group
- Create a new Series
- Add event to an existing Series
- Skip the Events Status section
- Add the featured image
- Save and preview your Event Listing
- Publish your Event Listing
- Celebrate
Detailed information
INFO: Click on an image thumbnail to view the image at full-size.
Step 1: Log in to WordPress
Begin by logging into WordPress with your maine.edu credentials. Use the "MySites" menu in the upper left corner of your screen to navigate to the Calendar of Events "Dashboard".
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Step 2: Add a new event
From the Calendar of Events Dashboard, hover your mouse over the "Events" menu item in the left-hand sidebar to open the submenu. Then, click the "Add New Event" submenu item.
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Step 3: Add the event title
Type your event title into the "Add title" field. Try to keep your event titles short!
In the pictured example, the event title is "Zombie Run: Two Miles of Terror." Click on the image thumbnail to see the full-sized version.
INFO: It's a good idea to periodically click the "Save Draft" button in the upper right of your screen to prevent losing your work.
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Step 4: Add an image to the description (optional)
To add an image to your event details, click the "Add Media" button below the event title field.
When the Media Library opens, click the thumbnail for an image you previously uploaded to open the Attachment Details pane. Verify the file name and/or file size to ensure you have selected your intended image.
In the pictured example, the selected thumbnail has "eventWide" in its filename (1020x500 pixels), indicating this is the full-width event image we created for the event details section. Click on the image thumbnail to see the full-sized version.
When you find the correct image, click the "Insert into post" button.
Back to the event details screen, click the image you just embedded to display a small menu of icons, and click the pencil icon to edit the image properties.
Under the "Display Settings" heading, in the image size drop-down field, select "Full Size" so that your image displays at the size you intended.
In the pictured example, the Zombie Run image will span the full width of the final Event Listing. Click on the image thumbnail to see the full-sized version.
Verify that there is a brief description of the image in the "Alternative Text" field (125 characters or fewer); if the field is blank, don't add the image yet. Navigate to the Media Library , locate your image, add your alt text, and then return to your event to add your Featured Image.
If you want to display a visible caption below the image, add it to the "Caption" field.
Click the "Update" button when you're done.
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Step 5: Add the event description
PRO TIP: If you copy and paste a pre-written description from Word, Google Docs, or another application, click the "Paste as text" icon (a clipboard with a "T" on it) in the formatting toolbar first, and then paste your text to remove any styles that will affect the display of your Event Listing.
Take the time to describe your event. Be as specific as possible! Paint a clear picture for your audience.
- Why should they want to go?
- What can they expect to happen?
- How will they benefit from attending?
- Where do they need to show up — a classroom, a lab, a lecture hall, etc.?
- Include the room number here, if there is one
INFO: If your on-campus event is in a specific room (e.g., Bailey Hall, room 10), add that information here.
Rooms aren't included in the selectable Event Locations in step #7 .
Use the formatting tools located above the event description rich text field to include headings and lists to break up walls of text into smaller, more skimmable chunks.
WARNING: If you include hyperlinks in your description, they must meet
digital accessibility requirements . Full URLs must be hidden behind descriptive text that explains what to expect when that link is clicked (e.g., "Learn about parking at USM", or "Get the full season schedule").
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Step 6: Add the time and date
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Step 7: Select the event Location
Scroll down to the "Location" section.
Click the "Create or Find Location" drop-down field and start typing the name of the building or location where your event will take place in the search field.
The list of displayed locations will narrow as you type. It may take a moment to catch up with you if you type too quickly.
In the pictured example, the word "farm" was typed into the search field, and the Shaw Cherry Hill Farm location is highlighted. Click on the image thumbnail to see the full-sized version.
Room numbers aren't included for campus buildings, so be sure to add that information in the event description (step #5 ).
For an online event, leave this field blank, or select an appropriate Zoom option:
- "Zoom meeting"
- "Zoom webinar"
If you select the wrong location, click the small "x" on the right side of the drop-down field. Click on the image thumbnail to see the full-sized version.
Step 8: Select the Event Contact
Scroll down to the "Event Contact" section.
Click the "Create or Find Event Contact" drop-down field and start typing out the name of the department or person that attendees can contact with questions about the event.
The list of displayed contacts will narrow as you type. It may take a moment to catch up with you if you type too quickly.
In the pictured example, the letters "a, t, h" were typed into the search field, and the Department of Athletics contact is highlighted. Click on the image thumbnail to see the full-sized version.
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Step 9: Skip the Event Website section
Leave the Event Website URL field BLANK.
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Step 10: Select your audience
Scroll down to the "Additional Event Fields" section.
Check the box next to each Audience that you would like to attend your event. In this context, "Community" refers to anyone (outside of the University) in the Southern Maine area and beyond.
In the pictured example, the Zombie Run is a public event, and all the Audience boxes are checked. Click on the image thumbnail to see the full-sized version.
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Step 11: Select the campus location
Select the Campus where your event will be held. If your event is online, select "None" and then check the "Online" box next to the "Online Event" heading.
In the pictured example, the Zombie Run is off-campus, so "None" is selected and "Online" is not selected.
Click on the image thumbnail to see the full-sized version.
INFO: If your event spans more than one campus, select the campus where the event begins.
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Step 12: Add call-to-action button(s)
Scroll down to the button fields. Both buttons are optional; we recommend you use at least one of them.
To add the call-to-action (CTA) button that appears in your event description, click the "Content Button Label" drop-down field and select the option that best applies to your event.
In the pictured example, "Register Now" is highlighted. Click on the image thumbnail to see the full-sized version.
Button label choices
- Buy tickets
- Learn more
- Register now
- Review schedule
- RSVP now
- Sign up now
- Browse season schedule
- Review schedule & register
INFO: These button labels meet digital accessibility requirements. The Event Listing itself provides context so website visitors know what to expect when they click these buttons.
In the "Content Button URL" field, enter the full URL (starting with https:// ) that corresponds to the button label you just selected. This is where your attendees can register, purchase tickets, review the full schedule of events, etc.
To add the CTA button that appears above the "Add to Calendar" button (below the Google map embed) on the final Event Listing, click the "Detail Button Label" drop-down field and select the option that best applies to your event. The button label choices are the same as the "Content Button Label" field above.
In the "Detail Button URL" field, enter the full URL (starting with https:// ) that corresponds to the button label you just selected.
Click on the image thumbnail to see the full-sized version.
PRO TIP: Use the same label and URL for both buttons to maximize the visibility of your CTA and provide the best experience for our website visitors.
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Step 13: Office of Admissions events only
WARNING: If you aren't creating an Event Listing
for the Office of Admissions,
skip to step 14 .
For recruitment events hosted by the Office of Admissions, check the box for the option that best applies to your event. Website visitors to the Calendar of Events subsite can filter our full list of Event Listings by these specific options, in addition to audience and campus.
Admissions recruitment event options
- Admitted students
- Adult and transfer students
- College fair
- Graduate fair
- High school visit
- Information session
- Lab tour
- Open house
- Parents and families
- Special event
- Transfer fair
For questions about Admissions events, email admitusm@maine.edu .
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Step 14: Add the event cost
Scroll down to the "Event Cost" section.
If your event is free to attend, enter "0" into the "Cost" field (that's a single zero, without quotes) so the word "Free" will appear in the Event Listing.
In the pictured example, the Zombie Run is a $10 charge for all racers, so the number "10" appears in the "Cost" field. Click on the image thumbnail to see the full-sized version.
- If your event has a single cost to attend, enter that number into the "Cost" field.
- If your event has several pricing tiers, add the full range in the "Cost" field (e.g., 10-20).
INFO: Don't include the dollar sign ($) in the "Cost" field. It will be added automatically when you publish your event.
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Step 15: Select your department Tag(s)
Scroll back to the top of the Event Listing edit screen and look for the "Tags" section in the sidebar on the right side of your screen.
WARNING: Don't select the "Featured" Tag. This is for use by the Marketing team only.
Click on the empty text field and start typing out the name of your department or office.
The list of displayed Tags will narrow as you type. It may take a moment to catch up with you if you type too quickly.
After you select the Tag for your department, click the "Add" button.
In the pictured example, the word "student" was typed into the search field, and "Student Engagement & Belonging" is highlighted (note: the final Event Listing will show "&" not "&" on the front end). Click on the image thumbnail to see the full-sized version.
Repeat these actions for each department/office associated with your event. After you publish your event, it will appear in the list of events associated with each Tagged department. That list of events may also be displayed with the Event Carousel pattern on some subsites.
If you want to add an Event Carousel pattern to your subsite, submit a Website Service Request .
WARNING: Don't create new Tags. Unlike the News subsite, the Tags in the Calendar of Events subsite are only for department/office names; don't add generic terms like "orchestra", "lecture series", "student panel", etc.
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Step 16: Categorize your event
Look for the "Event Categories" section in the sidebar on the right side of your screen.
Select at least one Category that applies to your event. You can select more than one, but don't overdo it.
In the pictured example, the "Athletics" and "Competitions" Categories are selected. Click on the image thumbnail to see the full-sized version.
Event Categories
- Academic Calendar
- Office of Registration & Scheduling Services
- e.g., first day of classes, school breaks, finals week
- Athletics
- Southern Maine Huskies games and matches
- Department of Athletics events
- Camps
- e.g., summer camps, science camps, school break camps
- Community and culture
- e.g., intercultural events, community-building, Campus Together events
- Competitions
- e.g., Model UN, science fairs, non-athletics events
- Conference or workshop
- e.g., Book Arts workshops, multi-day conferences
- Exhibit
- e.g., art gallery exhibit
- Festivals
- e.g., film festival, Husky Fest
- Health and wellness
- e.g., flu shots, Husky Ruck, guided meditations
- Lecture or panel discussion
- e.g., visiting author/speaker, faculty/student panel events
- Planetarium
- Southworth Planetarium shows
- Professional development
- e.g., Career Hub LinkedIn workshop
- Recreation and fitness
- e.g., color run, club sports, group hike
- Student activities
- e.g., Pingo, Husky Fest, Job-a-Palooza, club sports
- Visual and performing arts
- e.g., dance, theatre, or music performances, art exhibits
WARNING: Don't create a new Category. If you think we're missing something,
submit a Website Service Request , and we'll consider it. (For example, "Camps" was a request.)
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Step 17: Skip the Event Options section
Don't check any boxes in the Event Options section.
The Marketing team may choose to feature your event; however, please don't select this option yourself.
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Step 18: Update (or skip) the Series section
If your event is part of a group or themed set of events, it will be assigned to a Series differently, depending on the event type and whether a Series already exists.
Recurring events
If you are creating a recurring event, like a play with several performances, the Series will be created automatically when you publish your Event Listing.
Themed sets or groups of events
If your event is part of a group of events, there may or may not be an existing Series.
Examples of themed sets or groups of events:
- Homecoming and Family Weekend — A wide range of events from athletics games in Gorham to activities on the Portland campus that take place within one weekend
- USM Forum on American Democracy — A group of panel discussion and keynote speaker events spread throughout an academic year
- Campus Together — A group of events that fit an overall theme of community building from Husky pride and campus traditions to shared learning opportunities on each of our campuses
Start by locating the "Series" section in the sidebar on the right side of your screen.
In the pictured example, the event is part of the "Homecoming and Family Weekend" Series. Click on the image thumbnail to see the full-sized version.
To create a new Series
Click on the "Series" field and type a name for your group of events (with proper capitalization).
When you publish your event, the Series will be created automatically.
To add your event to an existing Series
Click on the "Series" field to locate the name of the existing Series. You can either scroll through the list that appears or start typing in the field — the list of displayed Series will narrow as you type. It may take a moment to catch up with you if you type too quickly.
Select the existing Series name.
When you publish your event, it will be added to the Series you selected.
Learn how to update a Series overview page
Learn more about Series functionality via help docs for The Events Calendar plugin.
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Step 19: Events Status section
The status is set to "Scheduled" by default. You don't need to make any changes when creating a new event.
Click on an image thumbnail to see the full-sized version.
If your event is canceled or postponed, you can return to this section and select one of those options in the Event Status field. This will add a visible "canceled" or "postponed" label to your event. Both options allow you to include a reason, but it's not required.
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Step 20: Add the Featured image
INFO: If you don't have a Featured image, choose the default image: the column from the University logo on a grey background.
Look for the "Featured image" section in the sidebar on the right side of your screen.
Click the "Set featured image" link.
When the Media Library screen opens, click on the thumbnail of an image you previously uploaded to reveal the "Attachment Details" pane. Verify the file name and/or file size to ensure you have selected your intended image.
Verify that there is a brief description of the image in the "Alt Text" field (125 characters or fewer); if the field is blank, don't add the image yet. Navigate to the Media Library , locate your image, add your alt text, and then return to your event to add your Featured image.
In the pictured example, the selected thumbnail has "eventFeatImage" in its filename (and the image size is 840x561 pixels), which means this is the Featured image we previously uploaded for this event. Click on the image thumbnail to see the full-sized version.
When you find the image you need in the Media Library, click the "Set featured image" button.
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Step 21: Save and preview your Event Listing
Scroll back to the top of the Event Listing edit screen and click the "Save Draft" button.
Click the "Preview" button to see how your Event Listing will look for our website visitors.
- Proofread your description to check for typos and make sure it's clear and easy to understand
- Check the display of any included images
- Click any included hyperlinks to make sure they work
- Check that all hyperlinks have descriptive text
- Click the Content and Detail buttons to make sure they work
- Verify the date & time of the event
- Verify that the correct Event Contact is selected
- Verify that the correct Location is selected
- Verify the cost(s) for the event
In the pictured example, each section of the Event Listing is marked with the corresponding step from this knowledgebase training article. Click on the image thumbnail to see the full-sized version.
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Step 22: Publish your Event Listing
When your Event Listing is ready for the public, click the "Publish" button at the top of the page. Your event will now appear in various event lists throughout the Calendar of Events subsite and in Event Carousel patterns on some department/office subsites.
Click on an image thumbnail to see the full-sized version.
Once the publish confirmation message appears at the top of your screen, click on the Permalink URL to view your final Event Listing. We recommend right-clicking (or cmd+clicking on a Mac) to open the link in a new tab/window.
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Step 23: Celebrate!
You've made it through this long process, and your event is now out there, attracting attendees!
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