Event

This guide is for Drupal 7 (UQ Standard) sites. If you're working on a site built in the new version of Drupal (like Study or Scholarships), see events on new Drupal.

What is an event?

Use the 'Event' content type to publicise details about upcoming events. It can be used for multi-day events with multiple sessions, or for one-off events with a single session.

Before adding this content type to your site, think about whether your event should instead be added to UQ's central events website UQ Events.

See an event page (staff login required)

Use the event content type for:

displaying details for upcoming events.

Events shouldn't be used for:

internal or team events
old events that have already passed – this makes your site look dated.

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How to create an event

Events have two parts: the event and its sessions. Every event must have at least one session.

Events can be created, edited and deleted by:

editors
site coordinators.

Create an event

Hover over the Drupal 'Content' menu, then go to 'Add content' > ‘Event’.
Enter a title and a description for the event.
From the side menu at the top of the page, select an 'Event type' from the drop-down menu.
Tick the boxes for 'Registration required' or 'Payment required' to specify registration or payment details for the entire event. Alternately, you can add unique registration or payment details to each session (see 'Create a session' below).
Click the 'Add event contact' button to include phone or email contact details for the event. You can add more than one contact per event.
Add a session by following the instructions under 'Create a session' below.

Create a session

Click the 'Add new session' button in the event.
Enter the session name, date and time. Click the ‘Add another item’ button to add more dates and times for the session.
Enter a summary of the session. This will appear on the event page.
Click the ‘Add new location’ button to include the room and address of the session.
Tick the box for 'Registration required' or 'Payment required' (if relevant). You can use the parent event's details or customise details for each session.
Upload a teaser image for the session by clicking the 'Browse' button. The image will display on the Events page.
Click the 'Create session' button to save the session.
Click the 'Publish' button to save and publish both the event and the session.

To create another session, repeat these instructions.

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Best practice

Include a brief summary for each session (less than 100 characters). This will appear on the event listing page.
Use brief and clear session titles (40 to 60 characters).
Don't put all your session details in the 'Event description' field – use the appropriate fields for each session.

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Related functionality

Event sessions are automatically listed on Event listing page. If you add more than one session to your Event, each session will appear under 'Upcoming sessions' when it is published.

Once the session is over, it will automatically move to a 'Past sessions' tab.

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Fields

Fill in all required fields and as many optional fields as possible to provide the best user experience.

Event fields

Field name	Required field?	Notes
Title	Yes	Name of the event or event series.
Event summary	No	Provides a short description of the event that displays in teaser listing views of events and when shared on social media.
Event description	No	Provides a description that displays on the event and its sessions so details don't need to be duplicated for each session.
Event type	No	Organises events using event type taxonomy terms.
Registration required	No	Allows you to add registration details that can apply to all sessions or be customised on each session. Ticking this box will also add a registration button to the parent event.
Registration URL > Title	No	Provides link text for the registration button on your event.
Registration URL > URL	No	URL to event registration form or process. If using an external link, use an absolute path.
Registration date	Yes if 'Registration required' box is ticked	Provides a start and end date for event registration. The registration button will only display for users during the entered date range.
Payment required	No	Allows event to display any payment requirements, which can apply to all sessions or be customised on each session.
Payment description	No	Provides a short description of any payment requirements.
Contacts > Display name	No	Allows you to add the name of the person looking after the event. Multiple contacts can be added to an event.
Contacts > Phone	No	Allows you to add the phone number for the person looking after the event.
Contacts > Email	No	Allows you to add the email address for the person looking after the event.
Teaser image	No	Small image that displays in teaser list views.
Hero image	No	Banner image that displays on the parent event.
Tags	No	Allows the event to be tagged against available taxonomy terms.
Sessions	Yes	All events must have at least one session.

Session fields

Field name	Required field?	Notes
Session Name	Yes	Title of the session. If the event has multiple sessions, unique session names should be used.
Session status	Yes	Defaults to 'Scheduled'. If the session is cancelled, you can change this field to 'Cancelled'. This will add a red 'Cancelled' message to the parent event page for the session.
Display session status message	No	If this field is ticked, it will allow you to display a message about the session status at the top of the page.
Session status message	No	Allows you to add a status message about session – displays in a red bar at the top of the session page.
Session date	Yes	Defaults to the current date and time if a date range is not set. The 'Repeat' tick box allows the same session to display multiple dates, which can be customised with a range of dates and occurrences (weekly, bi-weekly, etc).
Session summary	No	Provides a short description of the session. This displays on the event listing page.
Session description	No	Description of the session that lists anything that isn't already covered by the event description.
Location > Room	No	Allows you to add a specific room number to the location of your event.
Location > Address	No	Allows you to add the address where your event is taking place.
Registration required	No	Allows individual sessions to require registration. Registration is not managed through the Drupal system, another event management system must be used.
Use parent event registration	No	If the 'Registration required' box is ticked, this will default to ticked as well. The session will use the registration details of the parent event. Untick this box to use registration details specific to each session.
Registration URL > Title	No	Provides link text for the registration button on your session.
Registration URL > URL	No	URL to session registration form or process. If using an external link, use an absolute path.
Registration date	Yes, if 'Use parent event registration' box is ticked.	The registration button will only display for users during the selected date range.
Payment required	No	Allows sessions to specify unique payment requirements.
Use parent event payment	No	If the 'Payment required' box is ticked, this box will default to ticked, and the session will use the payment details of the parent event. Untick this box to customise payment details for individual sessions.
Payment description	No	Available if 'Use parent event payment' is unticked. Allows sessions to specify unique payment descriptions, rather than inheriting them from the event.
Teaser image	No	Displays on the event listing page.
Tags	No	Allows individual sessions to be tagged against available taxonomy terms.
Status	Yes	Defaults to 'Published'. Individual sessions within an event can be unpublished.

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