How to create an event (organiser)

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As a registered student, alumni or organisation you can create your own event and share it with your community and other communities. And if you want, you can even do the event registration via the website!

Step 1: go to your community calendar

Click on the left side menu to go to your communities


tip: if you don't see the expanded view like the picture above, you can click on the < sign to expand the menu.

Now click on "Calendar" in the menu and click on "Add an event". 



Step 2: fill in the event information

Here you enter the details of your events such as event title, description, data, event category and address. Important is that you always add a cover picture because this picture will show in the overview of events. 

Special settings you can use are:

-  Publish in specific communities: this allows you to post the event in other communities. The community manager of the other community needs to validate your event before it is posted. 

- Post this event to the global calendar of events: this allows you to post the event in the global event calendar. But an admin needs to validate your event before it is posted in the global calendar AND your community. 

- The event takes place online: select this option if your event takes place online. You can fill in the website link of your event and an access code if that is necessary to enter the event. But note this information is only shown to registered members! If you want everybody to see the event link clearly, include we event link in the body of your text in the event. 

- The event takes place on site: if you select this, more fields appear where you can fill in the exact location of your event. 

Step 3: lay-out

Make sure the lay-out of your text is neat. We have created some guidelines to make sure all events have the same lay-out.

These are the main lay-out options you will use:



Introduction

Bold

Standard text

Normal (this is default)

Heading 1

Heading 1



 

Call to action (register now or event link)

 

Event link



When you have applied the guidelines, your event should look similar to this:

Step 4: add a picture or document

Add pictures or documents through the tabs "photo gallery" or "document gallery"Once you have added the pictures and documents, they will appear on the right side of the screen of the event. It will look like this:


 If you want to insert a picture or document in the text, you should do it with the text editor.

Step 5: set the registration settings

Go to the tab "registration settings" 

step 4a:When you only want to create the event on the Holland Alumni network, but not do the registration through us, untick the box "open for registration"

step 4b: If the event registration is done through HAn, you have some ticket options. 

  • Amount of tickets sold
  • Maximum amount of tickets sold per booking
  • Time limited tickets
  • Tickets only sold to a specific user (alumni, student, organization)
  • Ticket price

You can change these options per type of ticket. You can give the ticket a name and add a description. There is also on option non-members may use this ticket.


If you tick this box, non-members of HAn can join the event. Choose what kind of personal information you want to receive from these participants.


Step 6: save and publish

When you are done editing your event, click on "save as draft" and change it into "submit for validation" and click on "OK". You will receive a notification on screen that the event needs to be validated by an administrator. You receive a mail in your inbox when the event has been validated or removed. 

note: as group manager of a community your event does not have to be validated when you create an event in that community. 


Last updated: 3 September 2020



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