Event Management System (EMS)

How to submit your event details

Office of External Affairs and Communications
Contact details and deadlines
Contact us:
Lucinda Spokes / Shelley Bolderson
Science Festival Coordinator
Phone: 01223 766762
Email: csf@admin.cam.ac.uk
lucinda.spokes@admin.cam.ac.uk
Website: www.cam.ac.uk/cambridge-science-festival
Deadline for submitting event information is: Friday 15 November 2013
Please dont hesitate to contact us if you have any queries or need
more information.
Thank you for being part of the Science Festival.
Logging on to the system
Go to: https://webservices.admin.cam.ac.uk/events/admin
1. University contributors: log using your Raven details.
2. External contributors: login using your username and password.
3. If you are a new external contributor contact us and we will authorise you to propose events into the
system. Once you have been confirmed as an event proposer, login as above.
Set the working programme and propose an event
1. Set the working programme to
Science Festival 2014.
2. Click on propose an event.
The University house style is to use lowercase lettering except at the beginning of sentences and
for names. More details at: http://www.admin.cam.ac.uk/offices/communications/resources.html
Event details - description
1. Disabled facilities: please complete for
your venue.
2. Age categories: All ages
8+
12+
15+
Adults
3. The short description information is
used for the printed programme: 30
words max. If you want the name of
your speaker in the programme please
include this here.
4. The long description is used for the
website. You can repeat information
from the short description here and
there is no maximum word count.
5. Cost of event, please enter free here.
6. Include your event capacity here. This
information is not visible on the website
but used for booking.
Event details time and date
1. Enter the date and time of your event.
2. To add additional session times and/or dates, click on add and enter the details of the next session.
Event details - venue
1. Click on Browse existing
venues to see if the venue is
already on the system.
2. If not, please add the name
and address of your venue,
ensuring you add the correct
postcode as we use this for
our mapping.
Event details - enquiries and booking
1. Booking options: unavailable
required
2. If you would like to take your own
bookings, please enter your
public contact details here.
Please include a contact phone
number for visitors who do not
have access to the internet.
3. We are happy to take bookings
on your behalf, please contact us
as early as possible to arrange
this. We use the eventbrite
system and we will provide details
on how your event is booking.
4. Your do not need to complete the
booking reference number. This
will be filled in by the Festival
Team.
Event details organisers contact details
1. Please include your full contact
details here. These will not appear
on the website, but allow us to
contact you if we have queries or
new information.
2. Click use my details if you are the
event coordinator.
3. Include your address in the other
details box and any other contact
information you have.
4. Ignore the other details tab.
5. Click confirm when you have
double checked all your event
details.
Event details - manage images
1. Once you have confirmed you event details you will
see it in the 2014 Science Festival programme listing.
2. Click on the manage images button within the set of
actions buttons
3. Add a image to illustrate your event. This will be used
on the website and may be included in the printed
programme.
4. Images must be a high resolution jpegs:
size 944 x 541 pixels.
5. Include an image description for screen readers,
e.g. Hands-on activities in the Biology Zone.
6. Do not breach copyright restrictions. Use your own
photographs or those that are copyright free. Please
get in touch with us if you have any queries regarding
photograph use.
7. Include the photographers name if appropriate.
After the deadline 15 November 2013
Do not edit your event in the Event Management System after 15 November 2013
All revisions or new events must be sent by email after the deadline to:
lucinda.spokes@admin.cam.ac.uk
Your event will be accepted into the programme or we will email you to explain
why it is not suitable
Co-ordinators who submit events on or before 15 November 2013 can proof and
review copy for the printed programme to check content is correct pre-design.
(Please note, after this stage descriptions may still be edited to fit the limited space
in the printed programme).
The website will go live at start of February. All changes to events or new events
must be sent by email. Changes will be displayed on the website and included in
emails to our mailing list.