Overview of Lane Events Webviewer

Events By Date - The default view is Events By Date. Lane Events opens to the current day's Hot Events list. Hot Events are events of interest to the community, such as athletic, theater, and open-house events.

Filters - Click on any filter on the right side of the Lane Events screen to view events by type. 

HOT EVENT - If you want your event to show up on the HOT EVENTS list on Lane Events, be sure to include HOT EVENT in your categories (See Categories).

Event Name - Click on event name to open Event Detail

Space Name - Click on space name to open Space Detail

Lookup - Open search window to look up specific events or locations by name

Locations By Date - Click on Locations to see room schedules

My Requests or My Workflow - Opens login screen (if you have an account) to request or manage events

Catalog - Opens browsable catalog of all events by name.

My Reminders - Opens login screen (if you have an account) to see your personal event schedule. This will show any events you have requested or added to your calendar

More On Lane Events - For more information about viewing event and space schedules, click on Help in Lane Events to see Lane Events Webviewer Help

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Event Details Fields

Event Name - Click on event name to open Event Detail. The event name appears at the top of the event detail window, in white text.

Event Title - Appears under the event name, and gives additional information about event.

Reservation Name - Visible in Day view and under Meetings On or After Today. Gives name for a specific time pattern in the event. One event can have multiple meetings with different times, dates, and locations.

State - Draft, Tentative, Confirmed, etc.

Organization - Sponsors of the event

Description - Any information you want to include that provides additional information about the event logistics, agenda, target audience, etc.

Meetings On or After Today - Upcoming meetings, starting with the individual Reservation Names.

Meetings Before Today - Meeting history

Additional Meeting Patterns - Same event at other times of the day

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Requesting Events

CLASSES - Do not use the Request Events procedure for any CLASS activities with CRN or FTE. Use this procedure ONLY to schedule meetings or events that do not have a CRN and will not generate student FTE for reimbursement. For any scheduling concerning classes, email Beverly. For chunk codes, email Angela and CC Melanie.

CHANGES - Please do not use the event request form to request cancellations of or make changes to existing events. To cancel or change existing events, please email the scheduler, including the event reference #. See instructions below.

REPEAT SCHEDULING - Please do not use the event request form to add new occurrences of events you have scheduled before. To repeat existing events, please email the scheduler, including the event reference #. See instructions below.

Three ways to open the Event Request Form -

1) Click on My Requests to open Request Form
OR
2) On Events calendar, click on desired calendar time to open request form with that time pre-filled
OR
3) On Locations calendar, click on desired time in desired room to open request form with space and time pre-filled

CHANGING PASSWORD: Check the box to set or change your password and other personal details.

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Using Lookup to Schedule a Specific Room

This is the best way to reserve a specific room for a time that you know it is available -

Click on Lookup at top of Lane Events

Enter space name code in Space Name field and then click on the Go button.

Note space name format is building code, with no spaces; followed by a space; and then room code, with no spaces. Examples are LCC01 214, LCC12 119A, CEN 445.

When the desired space is displayed, click on the View Events to display the event schedule for that space.

Browse the space's event schedule and pick an open time for your event. When you see a time slot that you like, just click on the time to open the event request form.

The event request form will open with the room and time pre-filled out based on your selection.

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Fill Out Required Fields on Request Form

Name - Main title that appears in all webviewer views

(NOTE: on the scheduler's form there are three name fields: Name, Title, and Reservation Name.)

Event Type - Used for FILTERS on webviewer. Very important to those using Lane Events to allow them to find and identify the event.

Sponsoring Organization - Whose event is it. Also very useful for those using Lane Events.

Expected Head Count - Indicate the minimum number of people the space must accommodate.

Start and End - Be sure to check the End DAY carefully to make sure it matches Start day. Do not span more than one day as a way of indicating a meeting that repeats on successive days. Instead, indicate repeat dates in the Repeat section of the form.

Holiday Constraints - Please be aware of holidays when submitting requests (See Academic Calendar). If you are deliberately scheduling an event during a holiday closure, please indicate this in the Comments field of the request form.

Description - You must include a description of the event with any information that would be needed by viewers to determine the nature of the event and whether or not to attend (The announcement you would put in the Daily). See Add a Description of the Event below for more information.

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Indicate Repeat Dates

Repeat - Supports Ad Hoc, Daily, and Weekly repetition patterns (for the same time).

See Other Repetition Patterns below to schedule additional meetings at other times, or on certain days of the month (e.g.: 2nd Wed of each month).

• Ad Hoc - Select the desired date and click Enter to add it to the list. Repeat for each date on which the event will repeat.
• Daily - Select # days interval and then indicate EITHER the repeat Until: date or For: number of repetitions.
• Weekly - Select # weeks interval and days of the week to repeat on, and then indicate EITHER the repeat Until: date or For: number of repetitions.

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Other Repetition Patterns - Some repeat patterns cannot be indicated using this form. In this case you should either use Ad Hoc to select each date, or state your repetition criteria in the Comments field, preceded by the heading Repeat -

• Day-of-Month Repetitions - Monthly repetition (for example: 3rd Monday of each month, or 15th of each Month): USE AD HOC OR COMMENTS.
• Repetitions at Different Times of Day - Any repetition of the event at a different time than the one selected in the Start and End fields for the first scheduled occurrence: USE COMMENTS.
• Same-Day Repetitions - Multiple meeting times on the same day: USE COMMENTS

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Indicate Space Preference

Space Preference - Indicate room, building, or room type desired.

• Specific Space - Pick desired room from drop-down list.  This list only includes the most heavily used spaces.  If you don't see your room on this list, enter it manually in the Other space field, using the same space names as shown in Lane Events webviewer.
• Any Space In - Pick desired building from drop-down list. Be sure to add minimum requirements in Comments field.
• Other - If you preselected your space from the webviewer, it will show up in Other.  If you want a specific space, you can name it here, following space naming conventions.  If the space you want is not included on the drop-down list by Specific Space, name it here.
• Leave Room for Desert - Remember to choose a room with plenty of extra capacity if you will be ordering catering. There must be a table that can be used for food setup.

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Indicate Custom Attributes

Custom Attributes -

• Take-down & Set-up Time Required - Enter number of minutes of Set-Up and Take-Down time needed before or after the event itself. (Do not include this time within the event Start and End time, or you will confuse those using Lane Events to check the event schedule).
• Web Site - If you want the scheduler to inlcude an active link in the event description, enter the URL and NAME (if different from URL) of the web site here.  For example:
  • If you submit - http://www.lanecc.edu/wellness/
    • Will display as: http://www.lanecc.edu/wellness/
  • If you submit - URL: http://www.lanecc.edu/wellness/, NAME: LIFE Employee Wellness Program
    • Will display as LIFE Employee Wellness Program

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Indicate Special Resources Needed

Resources - Use this area to indicate any audio-visual or other equipment needed for your event that are NOT included in the normal space features listed in the space details on Lane Events.

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Include Special Instructions for the Scheduler -

Comments - Enter any notes to the scheduler to help make sure your event gets correctly listed and assigned an appropriate space. Always preced a comment with the name of the form section you are refering to, as illustrated below. Consider the following:

• Title - You can add a short subtitle that will display under the event name to help explain or identify your event.
• Category - Categories are used in conjunction with event TYPES to classify events for the filters and reports. See the list of categories below. You can list one or more categories to include your event in more than one filter or report.
• Reservation Name - Name for this specific activity within a larger series of events, such as Monday, or Breakfast.
• Repeat - If you need a repeat pattern not supported by the request form, describe it here.
• Space Requirements - Describe space requirements as needed to help scheduler assign the correct type of room. This is REQUIRED if you did not select a specific room.
• ICO # - If your event will be taking place in the CML, it will help if you include the ICO number in the comments section.
  

Add a Description of the Event

Description - Put in any information you want Lane Events users to see if they look at the Details for this event. You can compose your description in MS Word or a web editor and paste it into the form. You can add formatting instructions and links to web pages or graphics using HTML tags. Consider the following:

• Agenda or outline of the event
• Purpose of the event; why they should attend
• Who should attend
• Links - to web pages with additional information about the event or organization (see Custom Attributes above for an alternative way to include this)
• Entrance Fee (see Custom Attributes above for help an alternative way to include this)
• Files - For people to download, such as reservation forms. If you have file attachments (four maximum) that you would like to have linked to your event, send an e-mail to the scheduler using the email link to the right of the event in your Pending or Approved event list. Attach your documents to the e-mail and specify in the body: File Attachments.

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Indicate Event Categories

Categories - Here is the current list of available categories. An event can be included in multiple categories. If users are searching for events by category (using the event filters), they will only see your event if it is included in the appropriate category.

List Desired Categories - List the categories you want your event included under in the Comments field of the request form, preceded by Categories -. Your scheduler will check the categories when she builds your event.

HOT EVENT - If you want your event to show up on the HOT EVENTS list on Lane Events, be sure to include HOT EVENT in your categories.

This will cause the event to display under the corresponding filters. For more information about what categories map to which filters, contact your scheduler.

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Submit Your Event

Click the NEXT button at the bottom of the Request form. The Event Request Summary form will open where you can review your request before submitting it to the schedulers. Click the buttons at the bottom of the form to either Submit your event or Make Changes.

After you submit an event, you will get an email confirmation notice when your event is received in the R25 scheduling system, and another when your event is scheduled. Your scheduler will contact you if there are any questions or problems with the event.

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Requesting Expedited Processing of Same-Day Events

If you are scheduling an event that will take place on the same day, or within a few days, you may need to make sure the room actually gets booked before you confirm the meeting with the participants. In this case, please follow the procedure described here to alert the scheduler that you need immediate scheduling support.

After you request an event, it will be listed on your My Pending Events list. Open this list by logging onto Lane Events, selecting My Requests, and selecting Pending on the toolbar. Click on the scheduler email link.

This will open an email with the event reference number in the subject line. Explain the situation in the body of the email.

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Submitting Files to be Linked to Your Event

If you have file attachments (four maximum) that you would like to have linked to your event, use this procedure to send the files to your scheduler for upload.

• After you request an event, it will be listed on your My Pending Events list. Open this list by logging onto Lane Events, selecting My Requests, and selecting Pending on the toolbar.
• Find the event and click on the scheduler email link.
• This will open an email with the event reference number in the subject line.
• Attach your documents to the e-mail.
• Type "File Attachments" in the body of the email.
  
  
  
  
  
  
  
  

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Canceling or Changing Your Event After You Submit

Changing an event that is still in Pending status -

After you request an event, it will be listed on your My Pending Events list. Open this list by logging onto Lane Events, selecting My Requests, and selecting Pending on the toolbar. Click on the Edit link by the event name. This will reopen the same Request form you filled out previously. Make any changes you want to the event and resubmit.

Canceling an event that is still in Pending status -

After you request an event, it will be listed on your My Pending Events list. Open this list by logging onto Lane Events, selecting My Requests, and selecting Pending on the toolbar. Click on the scheduler email link.

This will open an email with the event reference number in the subject line. Simply request that the event be deleted in the body of the email.

Changing or Canceling an event that has been Approved -

Once the scheduler has taken the draft event out of the pending queue, it will be listed on your My Approved Events list. Open this list by logging onto Lane Events, selecting My Requests, and selecting Approved on the toolbar. To request changes, find the event and click on the scheduler's name .

This will open an email with the event reference number in the subject line. Simply describe what you want done to the event in the body of the email.

Changing or Canceling an event that was requested by someone else -

Find the event on Lane Events. Open the event detail by clicking on the event name. Scroll to the bottom of the event detail and click on Additional Meeting Patterns.

Copy the event reverence number and click on Please Contact Scheduling at the bottom of the window. Paste the event reference number into the subject line of the email and describe the changes you need in the body of the email.

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Scheduling another Occurrence of an Existing Event

If you want to schedule another occurrence of an event that has occurred before, DO NOT FILL OUT ANOTHER EVENT REQUEST FORM. Instead use the procedure given above for requesting changes to an approved event, or for an event requested by someone else:

Find the previous event on your My Approved Events list and click on the scheduler's name .

This will open an email with the event reference number in the subject line. Give the details of the new reservations in the body of the email, including DATES, TIMES, and ROOMS:

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