A specific group of people across the LBJ School has been identified as approved room reservers/event creators.
- All students wishing to reserve a room will work with OSAA to address their needs.
- Faculty and TAs, RAs, etc., wishing to reserve rooms will work with the faculty member’s faculty assistant.
Room Reservers will create a new event. Within the event is a place to reserve a room. Unless the room to be reserved is purely administrative, such as a private meeting, it is important to create the event first and submit the room reservation so that the two can be tied together and the event can be properly promoted through the website. Once the event and room reservation are created:
- The room reservation will be submitted to an events administrator for approval.
- The event will be submitted to the web content manager for approval and publishing.
- To submit the event for approval, click the "Revision information" tab and, in the "Moderation state" drop-down, select "Needs review."
- If the event information is still incomplete, leave in "Draft" state. You can come back and edit the event later and submit for publishing ("Needs review") when the information is complete. This does not affect the submission of the room reservation. Room reservations will still be submitted and approved if the event is still in "Draft" state.
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Event Title | Descriptive title of the event
<Event Host>: <Name of Event> e.g., Strauss: Global Public Policy and Development | Section | Field should default to your editorial group | Description | Description of the event. This description will appear on the events page and other pages that the event is featured. | Event URL | Use if there is another page or site relevant to the event or the event’s registration | Event Date/Time | For events with multiple days, each day must be added separately. Check the Repeat box. From there, you can offer more details about the repeat. You can also include dates not covered in the repeating sequence or exclude dates that will fall into the repeating sequence. (For instance, if you’re scheduling a class, a holiday may be an excluded date) | Contact Name | This should refer to the person in charge of the event, not necessarily the person entering the event or requesting the room. | Contact Email | “ | Contact Phone | “ | Sponsoring Department or Organization | This field helps add information to the event. For instance, if the event is sponsored by a research center, enter the name of the center in the title and the URL of the center’s website, if applicable. | Event Category | Select the most applicable choice on the drop-down menu | Show on these pages | Select the pages on which this event should appear. For example, a seminar in the writing lab should appear on current students, career management, and writing lab. Events selected to appear on the LBJ Events page should be open to several pertinent audiences and/or display the breadth of activity in the School.
These selections will be reviewed by the web content manager. | Non-LBJ Location | Only use if the location is external to the LBJ School and you do not need a room reservation. | Calendar/Room Reservation | Create a room reservation — see Request Room Reservation template | Location | n/a | Publishing options | If the event information is complete and ready to be promoted, select “Needs review” under the “Moderation state” drop-down. An event in “Needs review” state will go to the web content manager’s workbench for review and approval.
If the event is still in placeholder mode, leave as “Draft” (default state); you can come back and edit later, then change to “Needs review” to submit to web content manager. |
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| title | Room Reservation Template |
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Event Title | Should match the event title | Section | Field should default to your editorial group | Event Category | Select the most applicable choice on the drop-down menu | Expected Attendance | Enter number of expected attendees. This number will have implications for which room(s) can support your event. | Reservation | For events with multiple days, each day must be added separately. Check the Repeat box. From there, you can offer more details about the repeat. You can also include dates not covered in the repeating sequence or exclude dates that will fall into the repeating sequence. (For instance, if you’re scheduling a class, a holiday may be an excluded date)
Press Check Room Availability so the room drop-down menus only show available rooms. | Rooms | Select the room(s) in which you would like to schedule your event. These are NOT to indicate secondary choices. You will only be able to see available rooms, so choose only the room(s) you want to book. |
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An events administrator will review the room reservation request and either approve or deny. Room reservers will receive an email when their request has been approved.
Adding Dates and Times
Please do not use the repeating date function. This is reserved for courses only.
- In the top Date field, enter the date of the event, then enter the start time in the Time field to its right.
- In the second Date field, enter the same date, then enter the end time in the Time field to its right.
Adding Images to Events
Follow the instructions for adding images in Working w/ Files (PDFs, Images).
Event Selection Criteria
For distribution across the website, events will be selected based on the following criteria:
- Open to the public or via RSVP/registration; or indicative of the breadth of LBJ School activities that could be of interest to prospective students.
- Relevant to the page on which they appear
- e.g., an alumni event would appear on the alumni page
- e.g., a talk from a faculty member would appear on the current students page, possibly on the alumni page
- e.g., homepage events should be relevant to most of, if not the entire, LBJ community and the public; they should also support brand and messaging. Events on the homepage will be curated by the web content manager.
Events that do not appear in the events section on a particular webpage will still appear on the Calendar page (http://lbj.utexas.edu/calendar).