This guide informs the user on how to to submit an event request through events.stevens.edu. View a video demonstration ➤ Site Navigation Step 1: Navigate to the University Events Calendar at events.stevens.edu. Step 2: Open the Request an Event dropdown menu to select the desired event type. Select DeBaun Performing Arts if your event will take place in DeBaun Auditorium. Select General Event for all other requests. Requester and Event Information Step 3: Fill out the information on the Request a New Event screen. Many of the fields are required and are marked with a red asterisk (*). The question “Should this event display on the internal campus events calendar?” defaults to No. Select Yes if you want the event to be displayed for any user on the internal events calendar. This allows any Stevens user to see the event listing. For Event images, the dimensions of the uploaded image must be 300px by 300px. Directions for a free resizing tool are provided next to the Event Image section. To select multiple audiences in the Event Audience section, use Command + click on each item for Mac users and Ctrl + click on each item for PC users. Please Note: IT and catering services are handled separately. Please submit an IT support ticket through the Stevens Support Portal, or a catering order through Stevens Dining Catering, if needed. (Reservation numbers are no longer needed for catering services.) Meetings and Locations Step 4: Select + Add Meeting to fill out the Meetings & Locations section. Enter Start Date, Start Time, End Date and End Time. Select Select Room to see the list of room options. In the Select Room pop-up window, there are numerous ways to select a space. Select Search for Available Rooms to see the full list of spaces available, enter a room name in the Search for a room field, or select a Feature to search for rooms including that feature. Selecting Search for Available Rooms is the best option as the naming convention of the room may not match your search text. Each available location shows its Room type, Capacity, Buildings, and Features. Please note: For events in the Tech Flex Space in the University Center Complex (UCC), there are multiple entries to choose from. You can select UCC Tech Flex Space A (the back section of the space), UCC Tech Flex Space B (the middle section of the space), or UCC Tech Flex Space C (the front section of the space). If you would like to request the entire auditorium, first create the meeting to select Space A, then duplicate the meeting twice to select Spaces B and C. To make an event repeatable, click on the Repeat field. In the Recurrence popup window, select from the predefined options or create a custom recurrence through the “Repeat every” dropdown menus. To set an end date for these recurring meetings, either select a specific end date or number of occurrences. Select Done. Select +Add Meeting if you need an additional space for the same event. Add Resources To request resources for the event location, select Add Resource. In the Select Resource pop-up window, either select Search for Available Resources, or enter a resource name in the Search for a resource field. Selecting Search for Available Resources is the best option as the naming convention of the resource may not match your search text. Each available resource shows its Type, Category, Cost, and Quantity Available. When you select a specific resource, you can set the quantity needed in the Quantity text field. To remove a selected resource, click the Remove button. Add Contacts Step 5: Select the +Add Contact to enter the contact information for the event coordinator. Fill in the contact information requested. Select +Add Contact to add another contact. Submit the Request Step 6: Once all the event information is entered, select Submit. The event coordinator will receive email updates throughout the approval process. Please direct questions or issues to the Office of University Events at universityevents@stevens.edu.

This guide details how Coursedog users can submit event requests directly through the Coursedog platform. View a video demonstration ➤ Logging into Coursedog Select the Coursedog icon on the myStevens landing page. On the following page, select the Click to Sign In button to access Coursedog. Submitting an Event Request Step 1: On the Coursedog landing page, select Request an Event on the right side of the page under Actions. Step 2: On the following page, open the Request New Event dropdown menu and select the type of event you are requesting. Once you have made your choice, select Continue to move to the next step. Event Information Step 3: To submit an event request form, fill out all the information on the Event Information screen. Many of the fields are required and are marked as such. The question “Should this event display on the internal campus events calendar?” defaults to No. Select Yes if you want the event to be displayed for any user on the internal events calendar. This allows any Stevens user to see the event listing. For Event images, the dimensions of the uploaded image must be 300px by 300px. Directions for a free resizing tool are provided next to the Event Image section. Please Note: IT and catering services are managed separately. Please submit an IT support ticket through the Stevens Support Portal, or a catering order through Stevens Dining Catering, if needed. (Reservation numbers are no longer needed for catering services.) If your event requires Attila the Duck, golf carts or portable radios, contact universityevents@stevens.edu to confirm need and availability. Meetings and Locations Step 4: Under Meetings & Locations, select +Add New Meeting to enter meeting details. Click anywhere within the Meeting box and the editable text fields will appear. Enter information for Start Date/Time and End Date/Time. Setup and Teardown Times default to one hour before and after the event time listed but can be altered for your needs. To make an event repeatable, click on the Repeat field. In the Recurrence popup window, select from the predefined options or create a custom recurrence through the “Repeat every” dropdown menus. To set an end date for these recurring meetings, either select a specific end date or number of occurrences. Select Done. Select Location to see a list of room options. In the Location pop-up window, there are numerous ways to select a space. In the Search for rooms text field, you can type a specific location, filter your search by Type and Features, or browse through the list of available rooms. For each location listed, the button on the right gives additional information about the room: Notes, Room Type, Room Capacity, Room Features, and Building. If you have not yet chosen a location, choose the Select TBA option at the bottom of the Location menu. Please note: For events in the Tech Flex Space in the University Center Complex (UCC), there are multiple entries to choose from. You can select UCC Tech Flex Space A (the back section of the space), UCC Tech Flex Space B (the middle section of the space), or UCC Tech Flex Space C (the front section of the space). If you would like to request the entire auditorium, first create the meeting to select Space A, then duplicate the meeting twice to select Spaces B and C. If there is a need to create an additional meeting time/location for this event, select +Add New Meeting. Select +Copy Existing Meeting, to copy the exact date and time for the original meeting. You can then change the information if a different time/location is needed. Add Resources Step 5: Open the Resources text field to select resources to be provided for your event. For each resource you select, it displays the quantity of that resource available. If you click on that quantity, you are then able to specify how many of those resources are needed for the event. Once you have chosen all needed resources, select Save to exit this screen. Add Contacts Step 6: In the Contacts section, enter the contact information for the Event Coordinator or edit the existing information. Select +Add New Contact to add contact information for additional coordinators. Submit the Request Step 7: Once all the event information is entered, select Submit Event Request. View Request and Request Toolbox Step 8: The following screen confirms that your event request has been submitted. You can select Return to Home to return to the Coursedog Events landing page or select View Request to see your event information. The View Request screen shows the Event Request information entered in the previous screen. On the right side of the View Request screen, the Request Toolbox allows the user to edit, archive, or delete their request. The Request Toolbox also has three tabs the user can access with useful information. The Decision tab shows where the request is within the decision process. The Workflow tab shows each step in the request process. The Activity tab shows all edits and submissions made for this specific event request. Please direct questions or issues to the Office of University Events at universityevents@stevens.edu.

This article details how users can vote to approve an event request in the Coursedog platform. Logging into Coursedog Select the Coursedog icon on the myStevens landing page. On the following page, select the Click to Sign In button to access Coursedog. Accessing Requests for Voting and Approval Step 1: On the Coursedog landing page, select Requests under the Events Management menu on the left side of the screen. Please note: Depending on your level of access to Coursedog, your menu may have different options displayed. Step 2: In the dashboard, select the Vote Required tab. The number that shows next to Vote Required indicates how many events require your review. Select an event from the list that appears. Step 3: Review Event Request details on the left side of the screen. Step 4: In the Request Toolbox on the right side of the screen, select your vote and click Submit Decision. Step 5: The Request Toolbox now displays the request decision (in this case it was approved). Select the blue Click here link under the Decision tab to view information about the event.  The Workflow tab will show the workflow of the approval process and the Activity tab shows all information added and edited for this request. Please direct questions or issues to the Office of University Events at universityevents@stevens.edu.

Q: Who can request events on the Stevens Events website? A: All Stevens students, faculty, and staff can request events through events.stevens.edu. For additional information on how to submit event requests through the Stevens Events website, please see How to Submit an Event Request Through the University Events Calendar. Q: How do I request the Coursedog app to display on myStevens dashboard? A: Access to Coursedog is restricted to Stevens faculty and staff who request over five (5) events per year. Please email universityevents@stevens.edu to request access to Coursedog and include the department/organization you will be representing when booking events. For additional information on how to submit event requests through the Coursedog app, please see How to Submit an Event Request for Coursedog Users. Q: My organization isn’t currently showing in the list of Hosting Organizations. How can I get my organization added to that list? A: Please contact John Mauro (jmauro@stevens.edu) to have your organization added to the Hosting Organization list. Q: How will catering reference my specific event if I need catering services? A: When a booking is created, a unique reservation number is assigned by a University Events team member. This reservation number is shared with catering and will be included on the Event details page. Q: Is there a way to cancel an event after it has been submitted? A: Please contact University Events directly at universityevents@stevens.edu to cancel your submitted event. Q: Are we able to see photos or layouts of the rooms before booking an event? A: To see a photos or layouts prior to booking a space, contact University Events at universityevents@stevens.edu and an event coordinator will provide you with one. Q: How can I request a specific room layout for an event? A: When submitting an event request, please provide specific layout information in the event description. Upon event approval, a PDF with the requested layout will be added to the event description by an event coordinator. Q: I've been getting email confirmations of my event bookings, is there a way to see all my confirmed room requests in one place? A: If you have access to Coursedog, you can view your requests by selecting Requests on the Events Management menu; or by selecting My Requests under the Actions section of the Events Dashboard. Q: Am I able to edit an existing reservation? A: If you submitted the request on events.stevens.edu, you are not able to directly edit your event. Please contact University Events (universityevents@stevens.edu) directly for assistance. If you submitted the request through the Coursedog app on myStevens, select My Requests under Actions. Select the specific event in the dashboard. Select Edit Request. Please direct questions or issues to the Office of University Events at universityevents@stevens.edu.