Create Event

This manual updated May 1, 2020

ESGR EventPLUS allows Event Coordinators to create events online. All events can be accessed in a single place, making searching and registering for events easier. Critical event details, such as event attendance and post event evaluation forms, can be recorded for the event to inform future planning. For instructions on how to approve an event, see Approve and Edit Events.

This page describes the following:

• The Properties Section

• The Breakouts and Sessions Setup Section

• The Event Projections Section

• The Review and Approval Section

• Event-Specific Notes

Properties

To define the properties of a new event:

1. In EventPLUS, hover over EVENTS on the menu bar, and click CREATE EVENT. The Create Event (Properties) page appears.

2. Complete the properties of the new event on the Create Event (Properties) page as follows:

Overview

Enter the appropriate information in the Overview section:

Scheduling

Select the event start date and time, including the time zone and end date and time.

In the REGISTRATION area, select the checkbox if you do not want to allow public users to register for your event. By default, the Register button will appear.

Use the calendar icon to select a date when registration will close to the public.

In the Registration Quota field, enter the maximum number of registrants you want to allow to attend the event. Event Owners and Co-Owners can increase the quota to ensure more registrants can attend.

In the Display From field, use the calendar icon to indicate when the event should be displayed on the ESGR EventPLUS site.

POC

Specify information for the event’s point of contact (POC). When first displayed, these fields default to show your contact details as the Event Owner.

If you want to change the default POC, type the email address of the desired point of contact in the POC Email field. The system locates the specified email address in the ESGR EventPLUS database, and populates the POC First Name and POC Last Name fields accordingly. Select the appropriate status and rank from the remaining drop-down lists provided.

Note: The email address you specify in the POC Email field is the address to which emails will be directed any time a registrant clicks the Send Message link from the Event Details page.

For events that require financial approval, additional mandatory fields are displayed to capture USPFO details. In these fields specify the contact information for the USPFO.

Notes:

• Once an event reaches the Finance Approved status, an email notification is sent to the USPFO containing a link to the Event Summary page for review, and to the Event Owner for their records.

• The Event Owner also receives this notification and can forward this notification to the second USPFO contact if there are more than one for an event.

Information for Attendees

Enter a description of the event in the Information for Attendees text box. Apply text formatting as required and/or apply a link to a specific web location by typing the URL, highlighting it and clicking the applicable Font icon.

ESGR EventPLUS applies standard HTML code to produce text formatting in your description. For example:

        [B]Bold Text[/B] for Bold Text.

        [I]Italicized Text[/I] for Italicized Text.

        [U] Underlined Text[/U] for Underlined Text.

        [A]http://www.deployment.com[/A] for a clickable hyperlink.

The system also checks for and, if necessary, inserts http:// in front of all hyperlinked text. This is required for ESGR EventPLUS to interpret the links correctly.

To view your description formatted as it will appear, click PREVIEW.

Note: Formatting may not be preserved if you copy and paste from another application.

Event Files

To attach a file describing the event, such as a PDF or Word document click the UPLOAD FILE button to open and upload the appropriate file. Once the file has been uploaded, it will appear in the Event Files section.

For each file that you upload, you can do the following:

• Set as Public or Private: Select the Public radio button if you want this file to be accessible to the public. Otherwise, select the Private radio button.

• Delete: Click the DELETE button on the far right hand side to delete the file.

• Add a Description: Enter a description for the uploaded file in the Add Description field.

Event Location

Enter the name and website of the event location in the Venue Name and Venue Website fields. This information will only appear to registrants in an email, once they have been approved to attend the event.

Begin typing the venue’s street address in the Address field. Select the appropriate address from the drop-down that appears. The remaining fields will populate the address information accordingly.

Notes:

• If you cannot find the address in the drop-down list, you can select the I don’t see my address in the list check box to manually enter the complete address.
• The zip code you enter must be valid in the state selected from the Event State drop-down at the top of the Event Creation page.
• The Apt, Suite, Bldg, Gate Code field can be used to relay any additional details regarding the venue, such as the office number, building number, apartment/suite number etc.
• For security purposes, it is advisable that you include your address in the Event Location fields, and not in the Information for Attendees text box described above. The Event Location fields are not visible to unapproved registrants.

Event Logo

To personalize the event with the a logo, click the image in the Event Logo section and select the appropriate logo from the Logo Library. Note that if you do not see the logo you want to use, please contact the ESGR EventPLUS HelpDesk at 1-800-336-4590 (option 3)  or osd.ESGRITSupport@mail.mil to have your logo added.

Delegate Roles

To delegate additional staff members to assist you in managing the event, select the Yes radio button in response to the question under Delegate Roles.

Determine the type of access you want your delegate(s) to have to your event in EventPLUS:

• Viewer: Access to view the event only. Viewer delegates are not able to edit an event.

• Contributor: Access to view the event and manage registrants.

• Co-Owner: Full access to the event, including the ability to view or edit the event.

• Attendance Coordinator: Access to view the event and manage registrants. This delegate role cannot approve registrations.

Select the type of access you want to grant your delegate(s) in the Event Roles drop-down list, then click the ADD button to select your delegate(s) from a list.

In the list of users displayed, search by name, role or state. Select the check box to the left of the appropriate delegate(s), then select the check box to add the individual(s) as delegate(s) with the selected event access permissions.

Repeat this step to add additional delegates or delegates with different access permissions.

Notes:

• Certain state and national staff members are automatically delegated to ESGR events. You will be able to see and update this list after publishing the event.

• When a new or existing user is approved for a ESGR staff role, ESGR EventPLUS automatically delegates the user to the appropriate ESGR events that already exist in the system. It retroactively employs the same delegation rules used when the events were first created.

3. Once you have finished completing the properties for your event, click the Next button at the bottom of the page. The Breakouts and Sessions page appears.

Breakouts and Sessions

For each event you create in EventPLUS, you have the option of including multiple breakouts and within each breakout, multiple sessions.

To add breakouts and sessions:

1. On the Create Event (Breakouts and Sessions) page, click the + ADD NEW BREAKOUT button under the appropriate day.

2. In the Setup Breakout and Session pop-up, enter the breakout name.

3. Proceed to specify details of the first session.

4. Click the CREATE button to add the breakout and first session.

5. When you have finished entering the details of the first session, do one of the following:

• Add another session: Add another session to the first breakout by clicking the + ADD SESSION button. Enter the details of the session in the fields displayed, then click the CREATE button. Repeat this step for each session you want to add.
•  Add another breakout: Add another breakout to the event by clicking the + ADD NEW BREAKOUT button. Type a name for the new breakout name in the field provided, enter the details of the session in the fields displayed, then click CREATE.

Notes:

• To edit or delete a breakout or session, click on the menu icon on the far right-hand side of the of the listing and select Edit or Delete from the drop-down. For more information on editing an event, see Edit Event.

• The list of sessions displayed in the Standardized Breakout Sessions drop-down are managed ESGR HQ roles.

• If your event includes general, event-wide breakouts - a welcome meeting or an event-wide lunch, for example - and you want to track attendance, it is recommended that you create them as breakouts in ESGR EventPLUS.

• The session times, locations and instructors you select on the Breakouts and Sessions page form the event agenda, which is available for viewing from the Event Details page and is pre-populated into the agenda booklet for your event.

• If you do not want to set up event breakouts or sessions, click the Next button at the bottom of the page to proceed directly to the registration parameters for the event.

Event Projections

The Projections tab allows you to enter overall event costs based on anticipated attendees and corresponding costs such as lodging, meals, incidental expenses and travel. You can also project costs for supplies, awards, and fulfillment for the event.

Projected Attendees

1. In the Projected Attendees section, click the Download Template button to download the template to Excel.

The system saves the event as a draft and navigates you back to the Properties tab.

2. The download option for the template appears at the bottom of the screen. Click Save to save the file to your computer, or Open to open the file in Excel.

3. Enter the appropriate information as shown in the table below. All headings highlighted in red are mandatory, those in green are optional.

Notes:

• If the Event Type is a Bosslift, the Employer to Volunteer ratio must be at least 4:1. A warning will appear if this ratio is not met.

• If the total attendees are less than 30 for a BWB or Employer Recognition Event Event Type, then at least 20% of the attendees must be Employers.

• If the total attendees are 30 or more for a BWB or Employer Recognition Event Event Type, then at least 50% of the attendees must be Employers.

• It is recommended to enter values as text and not to copy and paste values into the template. Excel files other than the template downloaded for this specific event cannot be used.

4. Save the template to your computer, then navigate to the Projections tab and click the Upload button.

5. Select the file from your computer, then click Open.

6. The projected attendees are uploaded and displayed.

Notes:

• The total count for each registration category will also be listed in the Projected Attendees section (below the Total field).
• To view remarks for a projected attendee, hover over the remarks icon.
• To delete a projected attendee, click the Delete icon on the right-hand side of the page.

Projected Costs

ESGR EventPLUS calculates projected costs based on projected attendee details including lodging, meals and incidental expenses (M&IE) and travel.

1. Review the projected Total Lodging Costs, if necessary adjust Local Lodging Per Diem Rate and Tax and Other Fees Per Night.

2. Click the Calculations icon to view a breakdown of totals for lodging based on details entered in Projected Attendees section.

3. Review the projected M&IE costs, edit the pre-loaded Breakfast, Lunch and/or Dinner rates if required and udpate the Per Diem Travel Rate as applicable.

4. Click the Calculations icon to view a breakdown of totals for M&IE based on details entered in the Projected Attendees section.

5. Review the projected Travel Costs, edit the Number of Flights and Expected Average Flight Cost if required and update the Mileage Rate as applicable.

6. Click the Calculations icon to view a breakdown of totals for Travel Costs based on details entered in the Projected Attendees section. You can also enter a Mileage Rate to be used to calculate mileage costs as applicable for attendees who are driving to the event as well as car rental costs.

Note: If changes are made to the event location (state and city) and start date, click Reset Per Diem Rates to load pre-established rates into the Projected Cost section.

Supplies, Awards, and Fulfillments

To enter projected awards and fulfillment:

1. In the Supplies, Awards and Fulfillments section, click Add New Award and Fulfillment.

2. Click on the drop-down and select the required item. ESGR EventPLUS pre-populates the minimum number of units in the Number of units field and calculates the Total ORF. The minimum number of units required for new Awards and Fulfillments is one, an error message appears if zero is entered

3. Enter the number of items required in the Number of units field (if more than the minimum). The system calculates the Total ORF based on the new data.

4. To add additional projected awards and fulfillments click Add New Award and Fulfillment. As you add new items, the totals are calculated accordingly.

5. To delete an item, click the Delete icon to the right, then click Delete in the pop-up message that appears.

To enter projected supplies:

1. In the Supplies, Awards and Fulfillments section, click Add New Supply.

2. Enter details including Item name, Unit Cost and Number of units in the respective fields. The total cost will then be displayed in the ORF/Total Non-ORF column.

3. Click the Attachment icon to attach documentation to your supply item.

4. In the Upload File window, click the Upload File button to attach a file. Note, the maximum file size is 50MB.

5. Once the file has been uploaded, it will appear below the Upload File button.

Notes:

• The event type will determine if it is ORF, Non-ORF, or both.

• If a supply is $500 or more or considered Real Property, a message will appear, stating that an invoice or a quote must be uploaded.

6. Continue to add projected supplies by clicking Add New Supply. As items are added, total costs are automatically updated.

7. To add remarks for a supply, click the Remarks icon. In the pop-up that appears, enter remarks and click Save.

8. To delete a supply or award, click the Delete icon to the right, then click Delete in the pop-up message that appears.

9. Once you have finished completing the projections for your event, click Next at the bottom of the page to move to the Summary tab.

Notes:

• Remarks cannot be added for Awards or Fulfillments.
• Hover over the Attachment icon to view the number of attached files.
• Deleting supplies will also remove all attachments and remarks.

Reviews and Approvals

 To review the event:

1. Confirm the event details in the Event Summary section.

Notes:

• The Event Number is displayed in the event summary. This number can be used to search for your event on the Event Listing and Event Review and Approval pages.

• The state abbreviation included in the Event Number is the State Committee/Region, not the actual event location.

• The timezone set on the logged in user’s computer is the time zone reflected in the time stamp.

• If the event status is changed, the name of the ESGR EventPLUS user who made the change is displayed in the Approval Status field, along with their phone number. This information is also displayed in the Note History section at the bottom of the page.

• The summary count bars break down attendees according to the attendee categories for a particular event type. Hover over a bar to view the number of attendees.

2. Scroll down to the Projected Attendees section to confirm the data is correct.

3. Next, scroll down to the Projected Cost section and confirm the entered data is correct.

4. Scroll down to the Supplies, Awards and Fulfillments section to review the data. Click the Attachment icon to view attachments, or hover over the Remarks icon to view remarks.

5. Scroll down to the Supporting Detail section to confirm the data entered is correct. Click Edit Attachments if you need to add additional documents. Note: Clicking Edit Attachments will redirect you to the Properties tab. You can add new files, update file descriptions, update file visibility, or delete files.

6. Scroll to the Event Review and Approval section to view potential warnings for your event.

7. Scroll to the bottom of the page and do one of the following:

• Click Previous to return to the previous tab and edit details.

• Click Submit for V.S. Review to send your event for review and approval by leadership.

• Click Save Draft to save your event as a draft, to be published later.

• Click Cancel to exit the event creation process without saving.

Notes:

• If you have previously saved your event as a draft, Save Changes will appear in place of the Save Draft button.

• If the event does not require approval, Publish will appear in place of the Submit for V.S. Review button.

• For instructions on how to approve an event, see Approve and Edit Events.

Event-Specific Notes

• If Event Projections are $10,000 or more, a warning appears in the Event Review and Approval section of the Summary tab, requiring you to upload a PDF file of an email from the Chair. This can be done in the Supporting Detail section, and the file(s) should be marked as Private.

• Event projections with a total cost of less than $25,000 must be submitted at least 60 days prior to the start date of the event.

• Event projections with a total cost of $25,000 or more must be submitted at least 90 days prior to the start date of the event.