Background/Purpose

The UCSB Operational Effectiveness (OE) group was tasked with coming up with a unifying calendar of all events on campus. Associated Students volunteered and is providing this service for the campus. The three main components this Events site was tasked with are:

1. Unify all events at UCSB. Events around campus are decentralized, making it difficult for faculty, staff, students and community members to find events that match their interests. One site as a resource both for the event seeker and the event planner was needed to help solve this problem.
2. Centralize ticketing. Give groups (including student groups) the opportunity to charge admission for their events. Instead of seeking out various ticketing vendors, we take care of all the details and make it easier for groups to just throw the events with the added benefit of ticketing resources (box office, paper/online tickets, trained cashiers, etc.).
3. Provide emergency information.

Account Types

There are 4 main account types:

1. Event Planners. Staff or Faculty that plan events for the department/group/committee.
2. Student Planners. Associated Students and OSL Registered Campus Orgs.
3. Advisors. These staff members must approve student events before they can move forward in the process.
4. Venue Controllers. Typically staff members who control access to a venue and can grant/deny groups requesting to use that space.

Request your account here

Approvals

This is how approvals work with the current system:

1. If you are an Event Planner and you control your venue, you simply approve the request yourself. Eventually this will be automatic.
2. If you are an Event Planner but have chosen a venue you do not control, the Venue Controller must first approve it before it goes live.
3. If you are a Student Planner, your event must be approved by your Advisor before it can move onto the Venue Controller for approval and going live.

Logging in

https://newevents.as.ucsb.edu/wp-login.php
Log in with your UCSB NetID. You don’t have any other login/password to remember/forget.

Submitting Events

Once you’re logged in, navigate to: https://newevents.as.ucsb.edu/event-submit/
Fields with an asterisk are required (name, description, venue, etc.). You have quite a few options. Please take time to explore them and let us know if you have any feedback (fields that are missing, strange behavior, etc.). events@as.ucsb.edu

If you don’t include an image in your event, it will NOT appear on the “Feature Events” section of the site, nor in our forthcoming mobile app.

Editing Events

*note: if you are a student, contact your advisor to make the edits.

Home Page > Log in > User Control Center > Click on Your Events

Click Edit for the event you want to change

Make your edits and click the update button at the bottom of the page.

Ticketing

All student organizations wishing to put on Events must attend the Minor Events Meeting Wednesdays at noon in SRB OSL Conference Room 2293. Once an Event has been approved by the Minor Events Committee it should be entered in events.ucsb.edu Please include all details, Date, Time, Venue, Ticket Prices, number of cashiers required etc. The Associated Students Cashiers and Ticket Office will contact you once your event has been submitted, you can also reach out to them at ticketoffice@as.ucsb.edu

Tickets can be sold online and through the Ticket Office, student orgs wishing to sell tickets themselves must make arrangements through the Associated Students Cashiers and Ticket Office.

ASTO Student Event Fees:

$1.00 per ticket priced over $10

$.50 per ticket under $10

$11.00 per hour per cashier working at your event.

Within a week after the event the Box Office Specialist will settle the event and your org should receive a check with the proceeds minus the fees in 8 to 10 business days.

For non Student Events please contact the AS Ticket Office for fee details. For additional info please contact ticketoffice@as.ucsb.edu

Need a cashier?

In the Event Cost field, choose Pay or Pay (free for students)

Choose Advanced Ticketing options

You need to specify how many you want. Note, If an ASTO cashier sells tickets the night of the event, the fee is $11 per hour.

Fun Features

Delay Publication – Push when the event goes live on the site into the future. Perfect for when you have all the details for your event months down the road, but you aren’t quite ready to promote it yet.

Features/Keywords – Give your event keywords to make it easier to find.

Additional Services – An easy way to request services such as Trash/Recycling, Security, etc without having to dig around for the contact information for each department. When you select Recycling, an email with your event’s information will be sent to the contact points at AS Recycling. They can then coordinate with you about your requests. Simple.

Submitting Venues

If you control a venue that you don’t see listed, please fill out: https://newevents.as.ucsb.edu/create-venue/  and we can confirm the information and add it to the list. Our Venue system, once it is finished, will automatically approve events for venues you control, and send a notification to the owner of the venue for ones you do not. It’ll be a quick and easy way to request an space.

Editing & Duplicating Events (for recurring events/series)

Event editing and duplication are features currently being worked on. When they are ready, an email will be sent to all event planners.