Communications & Brand Guide: Posting News & Events

• News story guidelines
   
• Posting events
  • Creating registration forms with LibCal
  • Creating registration forms with Eventbrite
     
• Staff with access to news site and MIT Events Calendar
   
• House style guide

Access the Account

The Libraries have an Eventbrite Pro 250 subscription, which allows us to create events for up to 250 attendees. Email Brigham Fay for login information.

Confirm Event Information

• Event date, time, and location

• Format: In-person, online only, or hybrid
• Estimated number of in-person attendees
• Streaming URL, or plan for how it will be shared if it’s not available yet
• Event description
• Details on any special considerations
• Contact email for requesting accommodations
• Date by which people should request accommodations
• Complete list of all event co-sponsors
• Date when registration should go live
• A high quality image: 2160x1080px (2:1 ratio)

Create an Event

Click “+ Create” in the upper right corner, then “Event,” then “Start from Scratch”

Step 1: Build Event Page

1. Add your event information in each of the boxes by clicking the “+”

2. In the Overview box, please include the following accessibility information for all events:

Accessibility: Our events are enriched by your presence, and we are committed to making them accessible. If you require an accommodation in order to join us, please email ce-lib@mit.edu [or other email]. We appreciate receiving your request by [date].”

For events in the Nexus, use this version of the Accessibility text:
 

Accessibility: Our events are enriched by your presence and we are committed to making them accessible. Assistive listening devices are already available in The Nexus. If you require other accommodations in order to join us, please email ce-lib@mit.edu [or other email]. We appreciate receiving your request by [date].

All Nexus events should also include these directions:

"The Nexus is located on the first floor of Hayden Library, MIT's Building 14, located at 160 Memorial Drive. The room is on the river side of the library reading room, behind the Courtyard Cafe, and across the room from the library service desk. If you have trouble finding it, please ask at the service desk.”

Step 2: Add Tickets

1. Select “Create new tickets,” and then “Free”

2. Enter the available quantity, based on the event format and room capacity. Our account limits events to 250 attendees. 
3. For hybrid events:
   1. Change “General Admission” to “In person” and enter available quantity
   2. Click the orange “Add More Tickets” button, then “Free”
   3. Rename tickets to “Online” or “Virtual” and enter available quantity

Before You Publish  

Click “Order Options” in the left-hand menu

Order Form

1. Click “Create a new form”

2. Name and email should be required
3. Under “Your Questions,” add these two custom questions for all events:
   1. How did you learn about this event? (Check all that apply)
      1. Libraries' email newsletter
      2. Library staff
      3. MIT faculty/department staff
      4. Colleague/friend
      5. Libraries' website
      6. Social media
      7. MIT events calendar
      8. Library poster/sign
      9. Other:_____________
   2. Would you like to receive updates about upcoming events at MIT Libraries? (Single choice answer)
      1. Yes
      2. No
4. You can also add additional custom questions; for example, if food is being provided, you can ask about dietary restrictions. 

Order Confirmation 

Customize Webpage

• If your event is virtual only: Use the message under “Message for order confirmation page” to provide the streaming URL or explain when and how it will be provided

• If your event is hybrid: Under “Additional settings” section, choose “Custom settings for each ticket type.” For “Online” tickets, check “Include custom confirmation message” and add the streaming URL or information about when or how it will be provided

Customize Email  

When attendees reply to their confirmation email, their replies will go to the default reply-to email address, ce-lib@mit.edu, which goes to the Community Engagement (CE) team. Change this to a different address if the CE team is not supporting your event. 

Publish!

You’re ready to publish the event.

Follow-up Emails

If you are sending a streaming link at a later date, want to send a reminder, or have other updates to share with attendees:

1. Click on “Manage Attendees” in the left-hand menu, then “Emails to attendees”
2. Select “Create New Attendee Email”
3. Update the reply-to email if it shouldn’t be the CE team 
4. Determine who should receive the email:
   1. If the message should go to all attendees, under “To,” select “All attendees”
   2. If the message should only go to virtual attendees, under “To,” select “Attendees by Ticket Type” and then select virtual ticket type
5. Write your message and set the date and time to send