Create/Edit Calendar Event

This screen displays the Calendar Event's details.  You can update this event at any time to change what information is displayed on any Calendar Pages that reference this event's Calendar.

Event Name

Name: The name or title of the Event. This text will be displayed on any Calendar View Pages that reference this Event.  

TIP: It is a good idea to keep this text short, or at least use shorter words in the name if possible, so that it will wrap well  in case it is displayed in a small area of a Page.

Event Date(s) & Time(s)

Start Date & Time: This is the start date and time that the Event will begin. For recurring Events, this is the first occurrence.
End Date & Time: This is the end date and time that the Event will end. For recurring Events, this should be the end of the first occurrence only.
Recurrence: If the Event is non-recurring, leave these fields blank. If you would like this Event to recur on the Calendar, select the number of times the Event will repeat and how often.

NOTE: When creating recurring events that span several days make sure that the recurrence frequency does not allow any overlap in the event dates.
Show Time: Select this check box if you want to display the time of the Event.

TIP: This is useful to disable if you have an all-day, or all-week event and the actual start and end time of the Event is not relevant.

Event Details

Short Description: This is the short description of the Event that is displayed on it's Calendar View Page if the weekly listing format is selected.
Full Description: This is the full description of the Event that is displayed on it's Calendar Event View Page if you need to explain the Event in detail, add a map to the location, etc.

Event Location(s)

Locations: Select all of the locations where the Event will take place.

Post to any of my Calendars

Calendars: Select the Calendars that this Event will be posted too.
Publish to Calendar Pages: Select this check box if you are ready to display this Event on it's Calendar Pages. This field will only appear for Users who have been given access to publish Calendar Events.

NOTE: You can change this at any time. It is effective as soon as you save this screen.

Display Special Notes on any Calendar Event Pages

Special Event Notes: If you would like to include special event notes for your event or facilities staff, enter them here.  Special Event Notes are only displayed on Calendar Event View Pages that have their "Show Notes" property enabled.

TIP: To use this feature, create a Calendar Event View Page that is located in a Private Folder so that only authorized Users can view the Page (and therefore the notes displayed on the Page).

Reservations

Accept Reservations: Select this option if you want to sell reservations for this Event.
Manage Reservations Separately for each Recurring Instance: Select this option if you want each recurring instance of this Event to have it's own inventory limit. (In other words, not share it's remaining spots with all instances). This option provides an easy way for you create only a small number of recurring Events to manage a large number of individual reservations.

TIP: This feature would be enabled if you were accepting hourly reservations for the use of courts at a sports practice facility, or booking appointments for professional services.

TIP: This feature would be disabled if you were accepting registrations for a instructional course that has a student limit. The class might meet over several weeks (hence a recurring event), but the course as a whole is still limited to a certain number of students.
Limit Reservations: Select this option if you want to limit the number of reservations that you can sell to this Event*. This is important for Events where seating is limited. Leave this option deselected if you want to accept any number of reservations. This option can be enabled/disabled at any time.

NOTE: If more than one Visitor has added the last remaining spot(s) into their cart, the first Visitor to complete their purchase will get the spot(s). The other Visitors will see the 'No Longer Available Message' instead.

*IMPORTANT: If you need multiple Events to share the same remaining spots, leave this option deselected, and share a single Product and it's Inventory among Events instead.
Initial Spots: If you are limiting the number of reservations for this Event, and Manage Reservations Separately is enabled, enter the number of initial inventory for EACH instance of the recurring Event.

NOTE: For example, if you have a sports gym to rent out, and you want to allow anyone to reserve the gym each day from 1pm-4pm, you would create a recurring Event from 1pm-4pm (recurring daily for as many weeks out as you wish). The Initial Spots should be set to "1", since only 1 reservation can be accepted for each day the gym is available.
Remaining Spots: If you are limiting the number of reservations for this Event, enter the number of remaining spots available.

This value is automatically reduced when Orders are submitted. You can adjust this value at any time to change the available inventory.

NOTE: When 'Manage Reservations Separately for each Recurring Instance' is enabled, this value will reflect the inventory available for the specific Event instance that is currently being edited.
No Longer Available Message: If you are limiting the number of reservations and no more spots are available, enter the message you would like to display.

TIP: If you want to include a wait list feature, create a Custom Form Page to gather the wait list information from the interested Visitors, and add a link to that Page to this message.
Reserve Button Label: Enter the text for this Event's reservation button that will be displayed whenever reservations are being accepted for this Event.
Reservation Product: Select the Product that will be added to the Visitor's Shopping Cart when the reservation button is clicked.

NOTE: You will need to setup a Product before creating an Event that uses the Product. When the Product is added to the Shopping Cart, the Event's Name and Event Date/Time will be appended to the Product's Full Description.
Next Page: When the reservation button is clicked, and the Event's Product is added to the Shopping Cart, the Visitor will be redirected to this page. Typically, a Shopping Cart Page is selected.