How to create an event at aalto.fi

How to build an event page

As an example, let’s take a look at how to build an event page for Aalto Festival.

1. Start by logging in to the system by clicking the login button in the top navigation.
2. Select Content => Add content => Event
3. Then, select the publicity for your event, if it's public or meant for the Aalto community, only.

Then, set up the basic data.

1. Define the main language for the event. You can create other language versions later.
2. Give the event a short and an attractive title, such as “Aalto Festival 2019”.
3. The summary field should define the best selling point of the event in a short and appealing way. For example, “The event showcases the many talents of Aalto. Collisions, experiments, calculations, disruptions, surprises and much more.” Summary will not appear on your page, but will show anywhere your event is lifted up.
4. Lead text: The lead text opens up the event a bit more, e.g. the purpose and program of the event, possible keynote speakers. This will appear right after the title. A couple of sentences is sufficient, and you can elaborate the text you have in the summary field. A good lead text will make the reader want to know more of the event. So for this event, it might go something like this: "Come see what we’ve been working on! Aalto Festival presents the results and findings of newly graduates, teachers and researchers of Aalto University through nearly 100 events".
5. Add the main image. It will be used on this page and in liftups.
   1. See image below for the different main image display options in events.
   2. File size of 1 MB is sufficient, as the image quality (in pixels) is what counts. Always use horizontal images as the main image.
   3. Add a caption to the main image if needed. Describe the image and give credits to the photographer (Image by Aalto University / photographer's name).

Add the metadata

Metadata helps you to get the best possible reach to your event.

Category:

• Categories enable end users to filter the events. Think of them as primary tags. For our example, we can use Campus as the category.

Primary tags:

• Primary tag is a top level tag, a keyword to describe the content.
• Choose the ones that best describe your event, the recommended number is 1-3.
• Primary tags are a relatively short list of key themes in Aalto. Governance of primary tags is done by Communications.

Secondary tags:

• Secondary tags are for more detailed tags, keywors to describe the event.
• Choose the ones that best describe your content. Choose 2-3 tags.
• We have more than 1000 secondary tags in Drupal.
• The library of secondary tags is governed by Communications for now. If you have suggestions for relevant secondary tags, contact [email protected]

Relates to:

• By using “Relates to” you will make sure your event appears in the right places across aalto.fi. This is the most important field to use when publishing events. Without selecting the correct hubs and/or research groups, your event will not get the best possible reach throughout the site.
• Select either a hub and/or a research group page, where you think the event should be shown. You can choose as many you like, but remember to think about the site visitors – who are they, are they interested in this event?

How to create an automatic news or events article liftup? Behind the link below you can find easy steps on how you can create an automatic news or events article liftup to your page in Aalto.fi.

Event information

1. Define the dates for the event and registration. For some broswers the time for the event might be AM/PM. In that case you need to put those in, i.e. the time might be e.g. 09:00:00:AM-05:00:00:PM. In case the event does not have registration, you can leave it empty.
2. If the event has a specific location, such as Dipoli, select it to the location field.
   1. If the location is not listed in the location field, you can add the map using the instructions behind the link below (just scroll the page to "Metadata"). Instructions on adding the location
3. Set up a street address using the same format as shown in the example below the field.
4. In the “Additional address details”, you can add other information, for example if the event is in a specific room or section of the building.
5. This event is free, so leave the “Entrance fee” field empty.
6. If the registration for the event is on an internal or external platform, you can add a link in the “Registration link” field.
7. Set the event language.

After adding the basic information, you can add components, such as text paragraphs or images.

Finally, click on save and see what your page looks like. You can edit the page by clicking on Edit. By selecting ‘Translate’ => ‘Add’, you can create other language versions.

To publish your event, click "Publish" on the far right-hand side.

Social media marketing

Additionally, to activate discussions on social media, assign a hashtag for the event and promote it to the participants.

Example of an event

Do's and Don’ts

1. Write clearly and tell what the event is about and to whom it is for.
2. Always present your event’s keynote speakers with a picture, if possible.
3. Use at least one high-resolution image for marketing your event.
4. Create an event only if it is organised by Aalto or it will be organised on the Campus.