Managing Meetings and Events

Your website uses The Events Calendar plugin to manage meetings and events. This guide will walk you through creating events, categorizing them, attaching supporting documents, and marking meetings as cancelled.

Creating a New Event

1. Go to the Dashboard
   1. In your WordPress admin area, find the Events menu on the left sidebar.
2. Add New Event
   1. Click Events > Add New. This opens the event editor, which is similar to the regular post/page editor.
3. Enter Event Details
   1. Title: Enter the name of your event (e.g., "Board Meeting").
   2. Description: Add any details or agenda for the event in the main content area.
4. Set Event Time and Date
   1. Scroll to the Event Details or Events Meta Box below the main editor.
   2. Set the Start and End date and time.
   3. If your event is all day, check the All Day Event box.
5. Set the Venue and Organizer (Optional)
   1. You can select an existing venue/organizer or create a new one.
   2. Fill in details like address, phone, and website as needed.
6. Set the Event Website or Cost (Optional)
   1. Add a website link or event cost if relevant.

Setting the Event Category

Event Categories help organize your events (e.g., Meetings, Workshops, Trainings).

• In the event editor sidebar, find the Event Categories box.
• Check the appropriate category for your event, or add a new one if needed.

Tip: Categories are separate from regular post categories and are unique to events.

Adding Supporting Documents (Meetings Only)

For meetings, you can attach supporting documents using a custom field group called Document. Here's how:

1. Scroll to the Supporting Documents Section
   1. In the event editor, find the Document field group.
2. Add a Document
   1. Click Add Document to create a new entry.
3. Fill Out the Fields
   1. Doc Type Icon: Select the type of document (PDF, Word, Excel, Link, Image, Video). This sets the icon shown next to the link.
   2. Link Label: Enter the text you want to display for the link (e.g., "Download Agenda").
   3. Document Link:
      1. If you select PDF, Word, Excel, or Image, you'll see a Media Library Doc Link field. Upload or select a file from the Media Library.
      2. If you select Video or Link, you'll see an External Link field. Enter the full URL (e.g., a YouTube link or external website).
4. Repeat as Needed
   1. Add as many documents as required for the meeting.

Marking a Meeting as Cancelled

If a meeting is cancelled, you can update its status so visitors are informed:

1. In the Event Editor
   1. Find the Event Status option in the right sidebar (usually under Event Options).
2. Select "Cancelled"
   1. Choose Cancelled from the dropdown. You can also add a reason if you wish.
3. Update the Event
   1. Click Update or Publish to save your changes. The event will now display as cancelled on the website.

Publishing Your Event

Once all details are filled in, click Publish (for new events) or Update (for edits). Your event will now appear on the website calendar and event listings.

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