Add an Event

This page is to be utilized by faculty, staff, and students of IM体育平台. Event information shared here will be posted on the Campus Calendar, the official scheduling tool of the university. Depending on the information you share, your event may also show on several of the other widely used communication channels around campus that are detailed below.

If you are not a student or employee of Concordia and are interested in utilizing campus facilities, click here.

Step #1: Check calendar & reserve a meeting space

To start, check the campus calendar to see if your event conflicts with any other university-affiliated events.

In-person events: If your event is occurring on campus and/or you will need Maintenance, Sodexo, or AV services, reserve your room in EMS. Display/promotion tables outside of the cafeteria or at the base of the library stairs should also be reserve through EMS.

Virtual events: Login to Zoom and click the “Meetings” tab on the top of your Zoom screen. Click on “Show Meeting Invitation” (Hyperlinked below the “Copy Invitation” button). Next, copy the link provided below “Join Zoom Meeting” (It will begin with an "https://").

Provide this link when prompted in Step #3 on this website. Save the link for yourself as well. You’ll want to click on it and join the meeting yourself shortly before your guests begin arriving.

For student groups: In addition to the above, students should be aware that any fundraisers, collections, or drives require the completion of a Fundraising Application that is to be submitted to the Student Success Office for approval. Student groups should check with their faculty advisor if they need assistance with this step.

Step #2: Create registration form (if applicable)

If your event requires a reservation or payment, it’s a good idea to start thinking about your options up front. Concordia officially supports the following:

MachForms: Good for simple RSVPs
Qualtrics: Great for very complex questionnaires
Regics: For more advanced questionnaires and payments
Vendini: A simplified payment gateway

Ask your department supervisor who to contact for registration form setup.

Step #3: Provide (or revise) event information

Step #4: Promote your event

Congratulations! Just by filling out the form in Step #3, your event is being shared on at least five of the most frequently used communication channels within the university.

If you want to take it a step further, consider some of these other routes:

Marketing materials—posters, postcards, etc. can be requested from the Marketing team here.
- Please factor in enough time for design and print requests:
  - Preferred lead time for poster design is 2 weeks (if that timeframe doesn’t work, please feel free to access our templates and create your own posters here).
  - Preferred lead time for the Print Center is 3 days (sometimes less).
Send an Outlook invite to key people within the university. It only takes a second, and a personal invite is just the motivator some people need!
- Tip: By filling out the event form, you now have a custom event page url. Don’t waste time by re-explaining the event details. Just provide a link to your event page in the invite along with a personalized message to the recipient.
Identify “event ambassadors” (students, professors, classes, clubs, or other groups who have a natural connection to or enthusiasm for your event) who can personally invite 4-6 of their friends.
Word of mouth—Don’t underestimate the power of an in-person, enthusiastic invite. Your passion for your own event is infectious, and it’s crucial to the success of the entire effort.
Leverage the readership of one of the many newsletters that are sent out from the university. Do yourself (and others) a favor by including an upcoming events section in your own newsletter that links back to the university’s Events Page.

Update an existing event

Create a new event

Thank you for taking the time to complete these steps! In 3-5 business days, your event will show on the university’s campus calendar and, depending on the boxes you checked, will also show on:

A corresponding IM体育平台 web page (Let us know if you don’t see it on the page you want after five days)
The university’s upcoming events page (reserved for events that are open to the public)
The Falcon Flyer (An email sent weekly to faculty, staff, and students)
Campus monitors / Info Channel (Let us know if you don’t see it on campus monitors after five days)
The Portal (Let us know if you want it to show up on the Portal sooner than a week out)
The IM体育平台 App (All incoming students are asked to download this App when they begin at IM体育平台…it’s one of the best ways to reach students.)
The IM体育平台 news page and/or community calendars or local news calendars (These channels are reserved mainly for events that are open to the public)

Questions?

Susan Suleski
262-243-4549
susan.suleski@cuw.edu