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How to get your events listed on Extension Calendars

This article gives detailed instructions for how to add any UGA Extension event to the Extension calendar. Since the calendar entry page is mostly self-explanatory, feel free to jump right in if you want.

If you want more detailed information, read on!

Where, exactly, is the Extension calendar?

If you use the calendar event entry form to add your event, there are two places where your event is eligible to be displayed and promoted: the Extension master calendar and on county websites.

The Extension Master Calendar

A County Calendar

The options described later will determine exactly where and how your event will be displayed. Obviously, an event meant for a closed county audience is not appropriate for our master calendar, and we’ll tell you how to do that.

NOTE: It’s a common misconception that 4-H events can’t be put on the Extension calendar. While 4-H does tend to use its own calendars, 4-H events can most definitely be added to both the Extension master calendar and more importantly to county level calendars. Pay attention to the “Hide from master calendar” option below for guidance on how to enter events for a closed group, like a 4-H BB Team.

How can I set up my county website to display events?

Events you enter on the Extension Calendar can be pulled automatically onto your county website. They can also, when applicable, show up on the websites of your county neighbors.

It is up to you whether you want to display only events from your county or if you want to show events from surrounding counties. Much of that question depends on how much programming is being created by your county. If you create lots of programming, perhaps you would want to only show your users your own events. If you have less programming, you might encourage them to take advantage of opportunities in the next county over.

To display events on your county’s calendar, use the Events List component in AEM. Simply add the component to your county website, and then make sure to actually add some events as described in the rest of this post!

Events List Component Filter Options

The Filter options will allow you to filter out the things you don’t want to see. There are two ways to filter your events. The first is by topic. You could choose, for instance, to display only 4-H events by selecting 4-H from the list of topics. Normally, you’ll either leave the topic blank or select something fairly broad like “Agriculture” or “4-H.”

The second way to filter events is by scope — choosing whether to display events in and around your county, or to show events from your county only. By default, events from surrounding counties are displayed. There are also check boxes that allow you to show or hide statewide and nationwide events.

But configuring your Event List component won’t work properly if events weren’t entered correctly on the Extension Calendar in the first place! How an event was entered on the Extension Calendar greatly affects which events are displayed on your calendar – as well as which of our events are displayed on other county office calendars!

Let us know if you have trouble at caesweb@uga.edu.

OK, so how do I enter events?

Step 1

Log in to the calendar event entry form using your UGA MyID. Then, from the entry form’s home page, click the “Add Event” button.

NOTE: If you see a login failure message that says, “You are not on the list of approved users,” contact your district office. Tell them that your MyID hasn’t been entered into the CAES Personnel Database.

Step 2

Choose one of the three location types and click “Continue.” (You can go back and change your selection if you select the wrong one.)

Location Type Selection
Location Type Selection

Step 3

Choose one of three date types for the event and click “Continue.”

  • The “On consecutive days, like a camp or conference?” option is geared toward events where guests spend the night.
  • The “On consecutive days, like an expo?” option is geared toward events that span several days, but the attendees go home each night.
Event Date Type Selection
Event Date Type Selection

Step 4

Now you’re ready to enter the event’s basic details. An asterisk denotes mandatory information.

  • Title – This will be displayed as the event title on the calendar, so make sure it communicates!
  • Description – What would a person want to know about your event? If you have a flyer, you can often copy and paste the description from that.
  • Part of a series? — This option is relatively uncommon. If your event is part of a series, select the appropriate series from the list. If your series is not in the list, let us know at caesweb@uga.edu.
  • Event Topic — Topics do two things. First, if you have filtered events by topic in your county site’s AEM component, then which topics you select here will impact what shows up on the county site. Second, the topics you enter will determine on which Extension website topic pages your event might show up (if applicable).
  • Additional Description Info – Expand this section if you would like to add an event web site or an attached flyer.
Additional Descriptive Info Input
Additional Descriptive Information Section

Step 5

Enter event date information. This will vary somewhat based on your selection from step 3.

  • If you chose “On A Single Day,” you will enter the event’s date, the start time, and the end time.
Single Day Date Entry
  • If you chose “On consecutive days, like a camp or conference?” you’ll enter the event’s start date and time and the event’s end date and time.
Consecutive Days (Like a Camp or Conference)
  • If you chose the “On consecutive days, like an expo?” option, for each day of the event you’ll enter the date, a start time, and an end time.
Consecutive Days (Like an Expo)
  • The “Display event starting on” option applies to all three event types. It’s important! This field specifies the date that the event will be visible to guests who view your calendar.
  • Additional Date Info – This option is not common. Expand this section to enter a flyer or other document with more detailed date information.
Additional Date Info Input
Additional Date Info

Step 6

Enter the event location information. This will vary somewhat based on your choice from step 2.

Important Note: You will be asked to enter a zip code, even for online events. In conjunction with Event Scope, this zip code will determine how far and wide to broadcast news of this event. Think of it this way: if we were posting flyers of your event, where would it be most important to start posting them?

  • If you chose “A Single Location”, you will be asked to define the address (and address line 2 if necessary); the city, state, and zip code for the event; and other details like a building or room number.
A Single Location
  • If you chose “At an Online Location”, you will be asked to enter in the web address for the event, the name of that website, and the host zip code.
An Online Location
  • If you chose “At a single address and online”. You will be asked to enter the address (and address 2 if necessary); the city, state, and zip code for the event; a web address; and name for that web address.
At A Single Address and Online
  • County Office (Host) – Selecting your county office is often done automatically for you. If it’s not, be sure to select one if your event is a part of your county’s programming. The reason? If you have chosen to filter events in AEM so that only your county’s events display, this is the field that is used to determine which events are in your county. If you don’t enter a county office, the event won’t show up in your Event List component.
  • Additional Location Info – This option is not common. Expand this section to upload an attachment with additional information pertaining to the event’s location.
Additional Location Info Input
Additional Location Info

Step 7

In this step you’ll enter registration and attendance information, and you’ll define which calendars your event will appear on.

  • Event Scope – How far would a user realistically travel to attend your event? Please be modest when entering scope! Your county neighbors will thank you. Here are some guidelines:
    • County – 20 mile radius – Are people in your county the primary (or only) audience?
    • Multi-County – 35 mile radius – Would you love it if people from neighboring counties came?
    • Regional – 90 mile radius – Would someone cross half the state to attend?
    • Statewide – If you have an event in NE Georgia, would a person travel from Tifton to come?
  • Open/Closed to Other Counties – Is this event open to attendees from any county, or is it meant for one county only? Clicking “open to other counties” will allow your event to appear on other county websites’ calendars. Clicking “Attendees from one county only,” will ensure that your event will not under any circumstances show up on neighboring county websites.
  • Hide from all county calendars – This option is mostly meant for rare events on the master calendar that aren’t promoted at the county level.
  • Hide from UGA Extension master calendar – Your event might not be appropriate for the Extension Master Calendar. Choose the “Hide from Master Calendar” option to ensure that your event will not display there. Doing so will ensure that your event will only be displayed on county websites. And depending on your selections above, it is likely your event would display only on your own county website.
Registration and Attendance Fields
  • To add more detailed registration information like an online signup form, parking info, etc., expand the “Additional Registration & Attendance Info” section.
Additional Registration Info

Step 8

Finally, add the contact info for the event and choose an approving administrator.

  • Contact person, email, and phone – Who should attendees contact for more information?
  • OR, describe how to get in touch – If there is no single person to contact, you can also describe how the participant can get more information. For example: “Contact your County Office.”
  • Approving Administrator – Select your PDC or other administrator who should approve the event.

A Note on Event Approval: If you choose to hide an event from the master calendar and also limit its scope to county only, it will not have to go through the approval process. Normally, events are approved by PDCs to ensure that they are fit for displaying to a broad audience. But if you enter your event as something only appropriate for your office and your office only, then no approval is needed.

Step 9

Review your information and click the “Submit Event” button at the bottom of the screen. An email will be sent to your approver (if applicable) requesting their confirmation of your event.

Your event will then be published on the calendars based on the information you chose in step 7.

Conclusion

Taking care to enter events correctly on the Extension Master Calendar will ensure that everyone benefits. An event entered once on the Extension Calendar will potentially show up in many places, increasing your exposure without much (or any) additional effort on your part! Sweet!

As always, contact caesweb@uga.edu if you need any help!