• IU 29 / STC

    Events Registration System

     

    To enter an irregular schedule follow the steps below:

    • Click on the New Schedule Tab.
    • Click on the Irregular Schedule icon.
    • The Status will default to Submitted for any new schedule you enter. If you are an administrator, you can change this to an Approved status by selecting Approved from the drop-down box.  Once the request is in the Approved status, options for Notify Booked By and Notify Contact Person boxes will appear.  Placing checkmarks in these boxes will prompt email notifications regarding the schedule.
    • Enter the Event Title.
    • Enter an Event Description.
    • Select the Location you would like to reserve for your event.
    • An Additional Information section will appear only if there is additional information we need to know about the event you are scheduling.
    • Since this system will be used by both internal and external organizations, an organization section is provided.  For internal staff the following fields need to be completed:
      • Select your department from the Organization drop-down box.
      • If this is the first time you are using the system you will need to enter your contact information.  Once your contact information is there, you can select it from the drop-down box.
      • Check the box to use the Organization Billing Address.
      • Make sure that the Invoice Type is set to No charge.
    • The Insurance Information section can be skipped since that will be used only for external organizations.
    • Select the Room(s), Date, and Start and End Time for each event date.  You can enter three dates per page.  To add move events, click Save in the Events section.  The screen will refresh and provide additional fields for entering in more dates.
    • DO NOT change the Duration or Spans over fields.  These will automatically calculate for you.
    • You can click on the Check Availability button to make sure that you are not double booking the room.  This will open in a new tab.  When finished, close the tab to return to your schedule.
    • The Setup Requirement section will allow you to select what type of services you need from both the Maintenance and Technology staff.  Once you check one of the services you will need to enter specifics in the box provided.  Selecting something from this section will prompt emails to the appropriate department regarding your request.
    • At the bottom of the form are additional fields that need to be completed.  The information that is needed here includes:
      • Number Attending
        • Number of Adults
        • Number of Children
      • Number of Extra Chairs needed
      • Other Needs
      • The Booked By section will automatically be filled in with your information.
    • File Attachments can be added to your request by clicking the Add New File link in the File Attachments section.  There is no limit to the number of files you can attach, however the total size of all uploaded documents must be less than 5MB.
    • Click Save to submit your schedule for activating.