How to Submit an Event Request Through the University Events Calendar

This guide informs the user on how to to submit an event request through events.stevens.edu.

Site Navigation

Step 1: Navigate to the University Events Calendar at events.stevens.edu.

Step 2: Open the Request an Event dropdown menu to select the desired event type. Select DeBaun Performing Arts if your event will take place in DeBaun Auditorium. Select General Event for all other requests.

The Request an Event dropdown menu, open to show the options a user can choose from: General Event or DeBaun Performing Arts.

Requester and Event Information

Step 3: Fill out the information on the Request a New Event screen. Many of the fields are required and are marked with a red asterisk (*).

The Requester Info and Event Information sections of the Request an Event screen. There are text fields for the user's email address and the event name. There are dropdown menus for Hosting Organization and Co-Hosting Organization.

The question “Should this event display on the internal campus events calendar?” defaults to No. Select Yes if you want the event to be displayed for any user on the internal events calendar. This allows any Stevens user to see the event listing.

The Event Description text field with instructions on how to properly fill out the section. Below this is the Yes/No question asking if this event should display on the internal campus events calendar. The default answer is No.

For Event images, the dimensions of the uploaded image must be 300px by 300px. Directions for a free resizing tool are provided next to the Event Image section.

The Event Image field with a yellow Add Image button in the middle of the field. To the right there is a description letting the user know the parameters of the image they can upload and providing a free resizing tool to make sure their image is the correct size.

To select multiple audiences in the Event Audience section, use Command + click on each item for Mac users and Ctrl + click on each item for PC users.

The Event Audience dropdown menu and the Estimated Audience text field.

Please Note: IT and catering services are handled separately. Please submit an IT support ticket through the Stevens Support Portal, or a catering order through Stevens Dining Catering, if needed. (Reservation numbers are no longer needed for catering services.)

The Billing Account Number, Notes and Additional Details, and a Files section with a yellow Add files button. There is also a note at the bottom of the screen giving directions on how to utilize IT or catering services, if necessary.

Meetings and Locations

Step 4: Select + Add Meeting to fill out the Meetings & Locations section. Enter Start Date, Start Time, End Date and End Time.

The Meetings and Locations section with fields for Start/End Date and Start/End Time. All four fields are required.

Select Select Room to see the list of room options.

The empty Room field with the yellow Select Room button highlighted.

In the Select Room pop-up window, there are numerous ways to select a space. Select Search for Available Rooms to see the full list of spaces available, enter a room name in the Search for a room field, or select a Feature to search for rooms including that feature.

Selecting Search for Available Rooms is the best option as the naming convention of the room may not match your search text.

Each available location shows its Room type, Capacity, Buildings, and Features.

The Select Room pop-up window showing the search field for specific room names, the features a user can choose from to filter their search, and a yellow Search for Available Rooms button. The Available Rooms List is populated below this button, showing the room name, type, capacity, building, and features in separate columns.

Please note: For events in the Tech Flex Space in the University Center Complex (UCC), there are multiple entries to choose from. You can select UCC Tech Flex Space A (the back section of the space), UCC Tech Flex Space B (the middle section of the space), or UCC Tech Flex Space C (the front section of the space).

If you would like to request the entire auditorium, first create the meeting to select Space A, then duplicate the meeting twice to select Spaces B and C.

To make an event repeatable, click on the Repeat field.

The Room search field and the highlighted Repeat field.

In the Recurrence popup window, select from the predefined options or create a custom recurrence through the “Repeat every” dropdown menus. To set an end date for these recurring meetings, either select a specific end date or number of occurrences. Select Done.

The Recurrence pop-up window showing predefined recurrence options at the top of the window (None, Daily, Weekly, Workdays). Below is a dropdown menu for selecting a recurrence rate (Repeat Every), with an option to end the recurrence on a certain date or after a specific number of occurrences. There are two buttons at the bottom: a yellow Cancel button and a yellow Done button.

Select +Add Meeting if you need an additional space for the same event.

The yellow + Add Meeting button.

Add Resources

To request resources for the event location, select Add Resource.

The Resources section with a highlighted yellow Add Resource button.

In the Select Resource pop-up window, either select Search for Available Resources, or enter a resource name in the Search for a resource field.

The Select Resource pop-up window with a text field to Search for a specific resource by name. Below this is a yellow Search for Available Resources button.

Selecting Search for Available Resources is the best option as the naming convention of the resource may not match your search text.

Each available resource shows its Type, Category, Cost, and Quantity Available.

When you select the Search for Available Resources button, the available resources list is populated with the resources and their types, category, cost, and quantity available.

When you select a specific resource, you can set the quantity needed in the Quantity text field. To remove a selected resource, click the Remove button.

When a specific resource is selected, the Set Quantity field appears next to the resource name. There is a red Remove button next to this to allow the user to remove a selected resource if needed.

Add Contacts

Step 5: Select the +Add Contact to enter the contact information for the event coordinator.

The yellow + Add Contact button.

Fill in the contact information requested. Select +Add Contact to add another contact.

The Contacts section, open for the user to enter contact information for the event coordinator, including Name, Email, Phone, Address, and an option to send email notifications. There is a red Delete Contacts button; below this is an additional yellow + Add Contact button to add additional event coordinator contact information.

Submit the Request

Step 6: Once all the event information is entered, select Submit. The event coordinator will receive email updates throughout the approval process.

The yellow Submit button used to submit the event request.

Please direct questions or issues to the Office of University Events at universityevents@stevens.edu.