Introduction

This manual describes the following features and procedures of the Events system:

 

 

How to Create a New Event

From the Event Admin Menu, click “New Event” and this will take you to a form. Make sure you fill in the required fields (Event Name, City, Start Date, End Date, Event Type). ALL other fields in the form are optional. If you leave them blank they will NOT show on the event details. If the Event Organizer you want is NOT in the pull down list then you must click New Organizer to create it and then create the new event. If you want the internet user to see ONLY the Organizer Name then select "No Organizer" and enter the Organizer name in the "Sponsors" box. To cancel entering the event, use the “Back” button of your browser or choose another option from the Event Admin Menu. A Note about the "Website" and "Email" fields: They can hold multiple website/email addresses but they MUST be separated by a semi-colon (";") when you fill out the form.  [Top]

 

How to Create a New Organizer

From the Event Admin Menu, click “New Organizer” and this will take you to a form. Make sure you fill in the required fields (Organizer Name, Local Phone). ALL other fields in the form are optional . If you leave them blank they will NOT show on the organizer details. To cancel the organizer, use the “Back” button of your browser or choose another option from the Event Admin Menu. A Note about the "Website" and "Email" fields: They can hold multiple website/email addresses but they MUST be separated by a semi-colon (";") when you fill out the form.   [Top]

 

How to Create a New Speaker

From the Event Admin Menu, click “New Speaker” and this will take you to a form. Make sure you fill in the required fields (First Name, Last Name). ALL other fields in the form are optional. If you leave them blank they will NOT show on the speaker details. To cancel creating the speaker, use the “Back” button of your browser or choose another option from the Event Admin Menu. [Top]

 

How to View, Update and Delete Event information

From the Event Admin Menu, click “Event List” and this will take you to a table that lists ALL the events in the database for your publication.

View - The events are sorted by their Start Dates. You may filter and re-sort the listings by using the drop down list boxes to create your own sort criteria and then clicking the "Go!" button.

Update - To update the details of an event just click on the event name (which is hyper-linked). This will then take you to a form that looks like the “New Event” form but all the existing information in the event will be displayed. Make your changes and then “Submit” the form. If you want to cancel the update just use the “Back” button of your browser or choose another option from the Event Admin Menu.

Delete – Under the “Del” column you can “check” the boxes of those events you wish to permanently delete from the database. Then click the “Del” button.  [Top]

 

How to View, Update and Delete Organizer Information

From the Event Admin Menu, click “Organizer List” and this will take you to a table that lists ALL the organizers in the database for your publication.

View - The organizers are sorted by name. You may re-sort the listings by clicking those headings that are hyper-linked e.g. to sort by city just click the heading “City” and the table will be re-sorted in alphabetical order.

Update - To update the details of an organizer just click on the organizer name (which is hyper-linked). This will then take you to a form that looks like the “New Organizer” form but all the existing information for the organizer will be displayed. Make your changes and then “Submit” the form. If you want to cancel the update just use the “Back” button of your browser or choose another option from the Event Admin Menu.

Delete – Under the “Del” column you can “check” the boxes of those organizers you wish to permanently delete from the database. Then click the “Del” button. You CANNOT delete an Organizer that has any events associated with it unless those events are deleted first.  [Top]

 

How to Update and Delete Speaker Information

From the Event Admin Menu, click “Speaker List” and this will take you to a table that lists ALL the speakers in the database for your publication.

View - The speakers are sorted by last name.

Update - To update the details of a speaker just click the corresponding “Edit” hyper-link next to the speaker you want. This will then take you to a form that looks like the “New Speaker” form but all the existing information for the speaker will be displayed. Make your changes and then “Submit” the form. If you want to cancel the update just use the “Back” button of your browser or choose another option from the Event Admin Menu.

Delete – Under the “Delete” column you can “check” the boxes of those speakers you wish to permanently delete from the database. Then click the “Delete” button. [Top]

 

How to use the Filter Events options

Date Filter  - Choose the date ranges within which you want events to show in the Event List.

Sort Field and Sort Order  - Choose the field you would like to sort by and the order in which you want the list.

Click on the "Go!" button.   [Top]

 

How to get Event information in Plain Text for your Print Version

Single Event - From the Event Admin Menu, click “Event List” and this will take you to a table that lists ALL the events in the database for your publication. Click the “Text” link corresponding to the event you want and a pop-up window will appear with your event details in plain text. You can now highlight the text and copy it to your own text editor.

Email a List to the Administrator - You can use the Filter options at the top of the Events List to create a customized list of events and then email it to you, the administrator. Simply check the "Email List to:" box and enter your email address, then click "Go!" and you will receive a list of events based on your filter options.  [Top]

 

How to Add or Remove Speakers from an Event

From the Event Admin Menu, click “Event List” and this will take you to a table that lists ALL the events in the database for your publication. Click the “Speakers” link corresponding to the event you want and a pop-up window will appear with your list of speakers. Previously added speakers will show up as “checked”. Simply check or uncheck the names you want and then click the Submit button. If you click Reset the form will return to the names before you started making changes. Clicking Remove All will remove all the speakers from the event. If you click Close Window before you click Submit your changes will NOT get saved. [Top]

 

The layout of individual Event Details

The event details displayed to the public is based on a pre-determined sequence very similar to the “New Event” and “New Organizer” forms. However, you can have most fields appear in a different sequence. Simply contact us after reviewing the following if you wish to change the sequence:

-          The Event Name, Dates, City, Province and Country sequence is NOT changeable.

-          The rest of the fields have a default sequence list stored in the database.

-          For the event (postal_code, location, contact_name, local_phone, tollfree_phone, fax, email, website, additional_info, topics, main_body, summary).

-          For the organizer (name, address, city, province, postal_code, country, local_phone, tollfree_phone, fax, email, website).

Any fields that are empty will NOT be shown on the web.  [Top]

 

The Structure of the Events Search Engine

The search query searches for occurrences of your word(s) within the following fields:

-          Event Name

-          Sponsors

-          Additional Info

-          Topics

-          Main Body

-          Summary

The query also combines the search with Event Start Dates that are between the dates given. It is best to select “ALL TYPES” when choosing an Event Type. To get more information on how to narrow or expand your search simply click the “Search Tips” hyper-link in the search box. Once events are found, they are displayed 10 at a time with names, dates and city hyper-linked to their respective details.  [Top]

 

The maximum number of characters for an Event field

Spaces count also!

Field Name

Field Size

EVENT NAME

400

LOCATION

400

CITY

200

PROVINCE

100

COUNTRY

100

POSTAL CODE

25

ADDITIONAL INFO

1000

EMAIL

200

MAIN BODY

1000

SUMMARY

1000

TOPICS

1000

FAX

50

CONTACT NAME

100

LOCAL PHONE

50

TOLL FREE PHONE

50

WEBSITE

500

SPONSORS

1000

FEES

1000

SCHEDULE

1000

  [Top]

 

The maximum number of characters for an Organizer field

Spaces count also!

Field Name

Field Size

ORGANIZER NAME

200

ADDRESS

200

CITY

200

PROVINCE

100

POSTAL CODE

50

COUNTRY

100

LOCAL PHONE

50

TOLL FREE PHONE

50

FAX

50

EMAIL

200

WEBSITE

500

ESOURCE ID

50

  [Top]

 

The maximum number of characters for a Speaker field

Spaces count also!

Field Name

Field Size

FIRST NAME

100

LAST NAME

100

SPEAKER TITLE

50

SPEAKERCOMPANY

200

 

 [Top]

 

Changing the sequence of appearance for the Event Details fields

All fields (except Event Name, Dates, City) can be re-arranged in any sequence that suits your website. This can only be done by the Web Master/Database administrator. Please email nramrattan@businessinformationgroup.ca with your request.   [Top]

 

 

Neil Ramrattan 05 /06/03