Creating an event on the website

If you would like your event to be advertised on the University events calendar, here's what you need to know.

Submitting an event

If you're not a web author, you should complete an events form (.docx). Send your completed form to your team or department's web author. If you work in an academic school or department, you can also send it to your Faculty Web and Promotions Assistant. Alternatively, send your form to the Web Editing and Digital Media team at

Events that can be listed

Events that can be listed on the events calendar include:

  • departmental seminars, conferences and webinars
  • events for all Essex students and/or staff
  • student recruitment and alumni events
  • Essex lecture series

For other events consider using social media, the small ads mailing list or speak to your departmental administrator about department mailing lists.

Creating an event (for web authors)

In addition to the information below, a video recording of a previous events training session provides full instructions on how to add an event to the events calendar.

Source and prepare an image for your event

When choosing an image for your event:

  • Make sure your familiar with the University's use of photography guidelines 
  • It needs to cropped to size (1000 pixels x 1000 pixels) so it needs to be quite large to start with. Find out about sizing and uploading images to the Media Library
  • Don't use images of text because they are not accessible. But if you really have to (such as a logo) make sure you explain the text in your alt text or on the page 
  • You can use existing images in the Media Library, but try not to use the same image for several of your events. Having duplicate images on the calendar at any one time means one event won’t stand out from another and it makes the calendar look less appealing to use.
  • Ways to find new images:
    • Search the Media Library for images already uploaded there (making sure they're the correct size)
    • Contact the Marketing team for advice about sourcing images
    • There are free image websites, such as Pixabay and Unsplash, but double check the image is licenced for use on commercial websites
  • When you upload your image to the Media Library, make sure it goes into the sub-folder 'Header images' 

Upload any documents to the Media Library

If you're event will link to a document, such as an event programme, upload this before you start creating your event.

Find out about uploading a document to the Media Library.

When you upload a document to the Media Library, make sure it goes into a sub-folder contained with the 'Documents' folder.

Create your event item

  1. After logging in, select ‘Content Editor’
  2. In content tree, open ‘Content’ – ‘Main Site’ – ‘Home’ and then select ‘Events’ (so that the folder goes blue)
  3. Make sure you’re on the ‘Home’ tab in the horizontal menu at the top.
  4. Select a link called ‘Event’ in a window.

Image of the link used in Sitecore to create an event item

Name your event URL

Next you'll need to name your event. What you enter here will be the event URL or web address. It needs to be relatively short and mustn’t include any punctuation such as commas, apostrophes, hyphens or question marks. If your event does have a question mark, for example, that can be added to the event title later. For the moment, it’s just the URL we’re creating.

Where to find your event in Sitecore

After your event is created it will now be in draft in the 'Events' folder in the content tree. You can see there are several sub folders arranged by year, then month and day. When you add in the dates for your event it will move automatically to that day’s folder.

SEO (search engine optimisation)

The information you put in here is picked up and displayed by search engines such as Google and also in our own search function on the University website.

  • SEO Meta Title – the full title of your event and here you can add any punctuation to the words in your title. In Google, this is the large blue link text that appears in search results. This wording also appears in the page tab of your browser.
  • SEO Meta Description – this is the short paragraph of text that appears under the meta title. This text needs to accurately describe the content of the page to let users know what they’ll find there. It also needs to be interesting and engaging to encourage users to select the link. Aim to include all the key words relevant to the content on the page.
  • The Meta Keywords field can be left blank as search engines generally do not use key words for their search results.

Find out more about the importance of SEO and how to improve your search results.


Hero and Featured check boxes

These options pin events to the top of the calendar. Please leave these boxes unchecked as we need to make sure priority University events, such as Open Days, are featured prominently. If you have an important event and think it should be a featured event, please contact us at

Opening paragraph

This is the introduction text for your event. It will appear in bold at the start of your event description and is designed to give a brief overview of your event. Keep it short and concise for maximum impact.


This is where you add the main content of your event. If you don’t have a lot of text about your event, it may be that all your text is entered here.

Seminars should be no more than 300 words, conferences with schedules etc can be longer. You can also include a speaker biography at the end. If you are working with an external partner please do not directly copy and paste information from their website. It may cause problems with their communications or marketing departments.

Events that do not contain any content will not be made live on the website. Speaker biographies in place of seminar or lecture descriptions cannot be used.

Find out how to correctly add text to your event content and how to create links in your text.

Hero image

The hero image is an optional, large rectangular image that can appear with your event. The image needs to be cropped to 1200px wide x 675px high. You should upload your image to the hero images folder in the Media Library.


If you have added a hero image, you can enter the rest of your event information here.

Display date

The display date is the date that the event will be shown on the website (not the date of the event). You can either leave this and the event will display immediately when published, or you can schedule when you want the event to appear.


Select which campus the event is being held, or whether it is online or off campus.


Write in the name of the venue or Zoom if online.

Venue hyperlink

You can use a Find Your Way campus map URL here or you can add the Zoom meeting link.


Select the organiser for the event.

Contact name/email/telephone

Either a person, team or organisation.


Select the type of event it is, such as conference, webinar, open day etc.


If the event is part of a series of events, such as Think Series, you can add that here.


You can only enter one or two speakers in this field. If you need to include multiple speakers and biographies, you should add this information to the main body of the event. You can't add links to a speaker's profile in this field. That will also need to be added to the main body of event content.

A speaker's biography should be a maximum of 100 words.

Allow registration

Ignore this option. See the information on event registration below.

Date and time settings

Add your date and time settings. Note that all events must include a finish time.

For events that run over several days, just include the date of the first event and the date of the last event, and your event will continue to appear on the calendar throughout the duration of the event period. 

Events that repeat, on a weekly or monthly basis, for example, will need to be added in as separate events.

Social network

Here you can add a social media hashtag if you are using one for your event.

These are all the fields you need to complete for your event listing. None of the fields below 'Hashtag' needs to be filled in.

Preview your event

To preview your event, select the ‘Publish’ tab in the top horizontal menu and then ‘Preview’. A new browser tab will open allowing you to see what the event will look like. Keep the browser tab open. Each time you make a change in Content Editor, save and then refresh the preview browser tab.

Event registration

If you are holding an event that requires registration, we recommend you also set up a registration page on a website such as Eventbrite. Some departments have an Eventbrite account already set up, contact your administration team.

Editing your event after you’ve drafted it

Once you’ve created your event, an easy way to edit the content is to use the Experience Editor.

  1. Once logged into Sitecore, open Content Editor.
  2. Use the search field to find your event, or locate your event in the content tree.
  3. In the set of tabs across the top of the page, select ‘Publish’ and then Experience Editor.
  4. A new browser tab opens up, you can click into the fields and edit your text.
  5. Save.

Unlock your page

Once you’ve finished working on your event item, you need to unlock it so that it can be accessed by others.

  1. Go to the ‘Review’ tab in the horizontal menu.
  2. Select the ‘Check In’ button to unlock the page. You can also go to ‘My Items’ so that you can see all the pages you’ve got locked. You can unlock them all from there.

Adding other images or video

You can add images, videos and featured links in the body text, please contact and we will advise you on what's possible.

Publishing your event

Once you’ve created your event and it’s ready to publish:

  • If you’re in an academic department, send it to your Faculty Web and Promotions Officer to publish
  • If you’re in a Professional Services department, and don’t have publishing permissions, send it to your web team leader or for publishing

Make sure you include the name of the event item.

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Web Editing and Digital Media
Telephone: 01206 873410