Creating Events

Target audience: People who use myInvolvement for event publicity, registration, or tracking

Overview: How to create events in myInvolvement, with special instructions for McGill staff and students

Note: You will need managing access to your unit’s organization page in order to create events.
Contact myinvolvement@mcgill.ca if administrative permissions needs to be updated.

Sign in to myInvolvement (https://involvement.mcgill.ca).
On the left-hand side of the screen, find the organization for which you are creating the event, and click on the icon:
On the pop-up menu, click Events.
In the top-right of the screen, click Create Event.
Fill out the event form. Here are some important things to keep in mind:

PAGE 1:

Theme

If your event is a workshop, select the “Learning” theme. If your event is a volunteer opportunity, select the “Service” theme. For all other themes, select an option that is applicable to the opportunity you are advertising.

Description

If you are using an external registration platform, make sure to include a link in the description. (Note: myInvolvement now has the option for an integrated event sign-up questionnaire feature if you need to collect information from students during the registration process.)

If you include a URL for a YouTube and/or Vimeo video, it will automatically embed the video in the event description.

Co-hosts

- - You may include additional co-hosts as you wish.
  - If you are a Student Services unit/initiative, always include “Student Services” as a co-host.
  - If your workshop is part of SKILLS21, please add that as a co-host.

Location

ONLINE/REMOTE EVENTS:

If your event is online, please select “ONLINE LOCATION.” All events with an online location will be included on the McGill Remote Student Life website calendar.

IN PERSON EVENTS:

For events in a McGill building, you can start typing the building name into the “Location Name” field and the building should appear. Click on that, and write the room number in the first address field.

Add Another Date

You can create identical pages for multiple events at the same time. Click “Add another date” to add new dates and locations. After the event form is approved, the events will be created as their own unique pages that can be edited. This just speeds-up the creation process.

Show to

- - “The Public” (most common choice!) means anyone can see the event, even if they don’t sign in; however, they will have to sign in to register.
  - “Students and staff at myInvolvement” means the event will only be visible once users have signed-in to myInvolvement.
  - “Organization members only” means users must be members of your organization in myInvolvement in order to see the event.
  - “Invited users only” means that, after you create the event, you will need to paste in a list of email addresses to invite to the event in order for them to see the page. The system will send out an invitation email with a link.

Note: Do NOT select the option "Allow attendance at this event to be shown on the Co-Curricular Record." If you select this, it will add the same event information twice on the student CCR.

Event Categories

- - You can/should add multiple event categories.
  - Select Graduates/Undergraduates as appropriate.
  - Please select at least one additional category based on the McGill Individual Development Framework (IDF).
  - Remote events will get the “Remote” category on the McGill website if you entered an online location.

Groups that can attend

In addition to adding categories for grad/undergrad, you must select from this wider list of possible people categories.

Additional custom tags

Enter any custom tags here that you would like to appear on your event’s WMS Channels Event page. Note: several tags and categories are automatically assigned for you:

- - - Your organization name and any other co-hosting organizations.
    - Mac Campus (if you added the Mac category in myInvolvement)
    - Any IDF categories you selected.

Activity Types

- - Please select one of the options for an activity type, or select "Other" and type in a response
  - Definitions and examples for each activity type are offered in the chart below.
  - Please note that "Group Therapy" is reserved for the Student Wellness Hub

Activity Types and Definitions with examples:

Advisory Board Representative	Students participating on committees and other governing bodies Example: Advisory Meetings
Community Building	Programming for students to come together with the goal of increasing social connections and community (activity structured/semi-structured) Example: Community Gardening Day
Conference	Formal meeting whereby students gather to attend sessions and discuss a topic area Example: Poster Presentation Conference, Conference on a Specific Topic
Experiential Learning	Active process of learning by doing, in a mindful and intentional manner and reflecting on the experience Example: CAPS Micro-Exp Program
Group	Gathering of students to engage in an activity (led by a staff or student leader) Example: Excursion with the purpose of learning
Information Session	Presenting information to students (in-person or online) Example: Scholarship sessions, Program or topic information sessions
Mentoring	Student opportunity to engage with returning students and/or alumni to support career development, network-building, and knowledge-sharing Example: Speed Mentoring, Organization-specific mentoring events
Networking	Student opportunity to interact with professionals and other students to exchange information and develop connections Example: Student and Alumni Mixers, Coffee with Professionals/Student Leaders
Peer program	Programming designed to promote students helping students Example: Peer Writing Sessions
Social	Programming whereby students come together the goal of increasing social connections Example: Festival Excursion, Social Hike/Walk, Orientation Social
Student Training	Students receive training to learn skills to engage as a volunteer peer supporter or leader Example: Server Training, Zero-Waste Action Training, Peer Support Training
Support Group	Gathering of students to discuss their lived experiences with others guided/facilitated by a Student Services professional Example: PhD or Master Support Group, International Support Group, Student-Parent Support Group
Tabling	Engaging with students at a planned event for the purpose of promotion of a group, organization, or event Example: Activities Fair, Orientation Event Tabling, Society Fair
Volunteer	Students freely giving time for community service Example: Event volunteering, Meal packing and sorting, Volunteer meal preparation
Workshop	Interactive meeting to learn and engage with a topic Example: Learning Skills for Procrastination, Financial Skills 101, How to Ace the Interview

Wellness Wheel Category for Student Services Units

- - For Student Services Units: select the Wellness Wheel Category that is most applicable
  - Non-student services units should just select "Non-Student Services Unit"

In-Person or Hybrid at Mac Campus

Select if the activity is occuring in-person at MacDonald Campus, or hybrid at MacDonald Campus. If the activity is entirely virtual, you should select "No".

Activity Modality

- - “Online - Asychronous” means the activity is accessible to users at different times, most likely as a recording, or other uploaded media.
  - “Online - Synchronous” means the activity is accessible virtually in "real time"
  - “In-person” means this activity is entirely in-person.
  - “Hybrid” means that this activity is occurring in both an in-person and online format

PAGE 2: RSVP Settings

Who can RSVP?

If you are using an external registration platform, set this to “No one” so that the myInvolvement Yes/No RSVP feature will be turned off. (Don’t forget to add your registration link in the description.)

RSVP Questions

If you are using myInvolvement for registration, you can add questions here that students must complete in order to register

PAGE 3: Post Event Feedback

The new Post-Event Feedback page in myInvolvement is in pilot mode and we do not advise using it at this time.

PAGE 4: Event Cover Photo

You will be able to crop an image after uploading it; however, you will be forced to crop it to certain proportions, so you may need extra margins in your original image, depending on the image size.

Image Guidelines

- - Dimensions: Image should be 1300px by 780px or larger and horizontal in orientation. All images will be cropped to a 1.67:1 aspect ratio.
  - File Type: JPG, JPEG, GIF, PNG and PDF.
  - File Size: Use a photo that's no larger than 10MB.
  - General: Avoid images that have text or logos. PDF files will not have a preview and cannot be cropped.

8. Submit the event.

9. The myInvolvement team will review and approve the event within two business days. (Often much sooner.)