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 request to the Marketing team. Learn how to create an Event Listing from start to finish.
What you need to get started
| Event detail |
Recommendations |
| Title |
Keep it short and easily skimmable. This helps reduce the cognitive load on our website visitors as they skim through long lists of events. |
| Description |
Be as specific as possible! Paint a picture for your audience. What can they expect to happen at this event? Why would they want to attend in the first place? How will they benefit from attending this event? |
| Date(s) & time(s) |
You'll need a start date and time, as well as an end date and time. |
| Location |
On-campus events: Include the building room number in the description; available selectable locations aren't granular to the room unless it's a space like Talbot Hall.
Off-campus events: Verify whether a USM department is the primary host (or co-host); if not, don't add the event to WordPress. If our audience has questions about events, we want to provide a University contact, not an unpredictable third party. |
| Contact |
Use a general department phone number and/or email address rather than a specific individual when possible. We have no way of knowing if an individual leaves the University or not, and our selectable list of contacts will be longer than necessary.
If multiple departments are co-hosting, choose the primary point of contact. |
| Image(s) |
Text in images is not accessible. Screen readers cannot "see" text within an image file. Instead, add that information as text in the event description field.
If you don't have an image, select the default image as the Featured Image |
| Call to action (CTA) URL |
An event registration page (Eventbrite or Google Forms) or a webpage for additional information.
There are two buttons for calls to action. You can make them both the same or use one to link to related details (e.g., a season schedule). |
WARNING: Per UMaine System IT, we cannot publish Zoom meeting/webinar links on the public website for security reasons.
How-to
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 (or skip) the Series section
- Skip the Events Status section
- Add the featured image
- Save and preview your Event Listing
- Publish your Event Listing
INFO: Click on an image thumbnail to see the full-sized version.
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".
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.
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.
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 the file name (and the file size is 1020x500 pixels), which means 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, change the image size drop-down field to "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; if it's blank, add text now. 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.
Step 5: Add the event description
WARNING: If you copy and paste a pre-written description from Word, Google Docs, or another application, click the "Paste as text" icon in the formatting toolbar (a clipboard with a "T" on it) to 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 picture for your audience.
- What can they expect to happen at this event?
- Why would they want to attend in the first place?
- How will they benefit from attending this event?
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.
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.
Step 6: Add the time and date
Step 7: Select the event Location
Scroll down to the "Location" section.
Click the "Create or Find Location" drop-down field and start typing out the name of the building or business 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.
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.
Step 9: Skip the Event Website section
Leave the Event Website URL field BLANK.
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.
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 blank. 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 starts.
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 CTA button that appears at the end of 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
In the "Content Button URL" field, enter the 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. Click on the image thumbnail to see the full-sized version.
The button label choices are the same as the ones for the "Content Button Label" field above.
INFO: We recommend using the same button label and URL to maximize the visibility of your CTA and provide the best experience for those visiting this Event Listing on our website.
Step 13: Office of Admissions events only
WARNING: If you ARE NOT 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, contact Nicole Young.
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 $10 charge for all racers, so the number "10" appears in the "Cost" field. Click on the image thumbnail to see the full-sized version.
- If your event has a single cost to attend, enter that number into the "Cost" field.
- If your event has several pricing tiers, add the full range in the "Cost" field (e.g., 10-20).
WARNING: Don't include the dollar sign ($) in the "Cost" field. It will be added automatically to the final Event Listing.
Step 15: Select your department Tag(s)
Scroll back to the top of the page 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 the Marketing team's use 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 (the display on the Event Listing will show "&" not "&"). Click on the image thumbnail to see the full-sized version.
Repeat these actions for each department associated with your event. This event will then appear in the list of events associated with each Tagged department. That list of events may appear as an Event Carousel on some department subsites.
WARNING: In this subsite, the Tag section is ONLY for department names; this isn't the place for generic tags like "orchestra", "lecture series", "student panel", etc. DO NOT create new Tags.
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 schedule
- Athletics
- Southern Maine Huskies games and matches
- Department of Athletics events
- Camps
- e.g., summer camps, science camps, school break camps
- Competitions
- non-athletics competitions
- Conference or workshop
- e.g., Book Arts workshops, multi-day conferences
- Diversity and inclusion
- e.g., intercultural events, visiting author/speaker
- Exhibit
- e.g., art gallery exhibit
- Festivals
- e.g., Husky Fest, film festival, etc.
- 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., Zombie Run, club sports, group hike
- Student activities
- e.g., Pingo, Husky Fest, Job-a-Palooza
- Visual and performing arts
- e.g., dance, theatre, or music performances, or art exhibits
WARNING: Don't create a new Category. If you think we're missing something,
submit a Marketing request, and we'll consider it. (For example, "Camps" was a request.)
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.
Step 18: Update (or skip) the Series section
Look for the "Series" section in the sidebar on the right side of your screen.
Learn more about the event Series feature.
In the pictured example, this event is part of the "Homecoming and Family Weekend" Series. Click on the image thumbnail to see the full-sized version.
Step 19: Skip the Events Status section
The status is set to "Scheduled" by default. You don't need to make any changes when creating a new event.
Step 20: Add the featured image
INFO: If you don't have a featured image, choose the default image, which features 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 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.
Make sure that a brief description of the image appears in the "Alt Text" field; if it's blank, add text now.
In the pictured example, the selected thumbnail has "eventFeatImage" in the file name (and the file size is 840x561 pixels), which means this is the featured image we created for this event. Click on the image thumbnail to see the full-sized version.
When you find the correct image, click the "Set featured image" button.
Step 21: Save and preview your Event Listing
Scroll back to the top of the page 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
- Click the Content and Detail buttons to make sure they work
- Verify the date & time
- Verify that the correct Event Contact is selected
- Verify that the correct Location is selected
- Verify the cost
In the pictured example, each section of the Event Listing is marked with the corresponding step from this article. Click on the image thumbnail to see the full-sized version.
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. Click on the 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. Click on the image thumbnail to see the full-sized version.
Step 23: Celebrate!
You've made it through this long process, and your event is now out there, attracting attendees.