FAQ content

Events: Change the Event Details (e.g., equipment, organizer, anticipated attendance, categories, etc.) for an event

In this article

For each event, you can adjust the following in its Event Details section:

  • Equipment
  • Campus
  • Event Organizer
  • Presenter
  • Audiences
  • Anticipated Attendance
  • Category
  • Color
  • Internal Tags
  • Internal Note

  1. Click on the event you want to modify on your calendar. This will launch the Event Details window.

Example of clicking on an event to modify

  1. Click on the Modify Single Event button. If this is a repeating event, you can also edit every event in the series -- here's how:
    1. Expand the Modify Single Event dropdown by clicking on the down arrow () button.
    2. Select Modify All Recurring Events from the dropdown menu.

Example of modifying a single event

  1. Make any needed changes to the event's organizer and presenter in the Event Details section.
    1. Equipment: select one or more items from the Equipment dropdown.
      • This option will only be visible if you subscribe to the Equipment Bookings module.
      • All items that you select for booking must belong to a single Equipment location.
      • Whichever item(s) you select, LibCal will check and make sure the chosen items are available and in the same location. A status message will appear letting you know if they are not available for booking.
    2. Campus: see the Changing the Event Location, Campus, and Geolocation for an event FAQ for more information on changing campuses.
    3. Event Organizer: this is the person who "owns" this event. By default, you will automatically be listed as the organizer when you create an event. However, you can select someone else to be an organizer, too.
      • Depending upon your group's permissions, only the event organizer, calendar owner, or admin can modify an event.
    4. Presenter: if someone else will be presenting or running the event, you can enter their name(s) here.
      • If that person has a LibCal user account, click on the Select Presenter () button to select them.
    5. Audiences: assigning audiences to your events can help patrons find events best suited for them. 
      • Not seeing the Audiences field? That means no audience types have been added to your system.
      • Unlike categories, only admins can add new audiences.
    6. Anticipated Attendance: you can keep track of the anticipated attendance for your events in your calendar and event stats. 
    7. Category: assigning categories to your events is a helpful way to keep your events organized. When browsing your calendar, both you and your patrons can filter events by category to make them easier to find.
      • Each category has a name and assigned color. The color of the event will be determined by the first category you select.
    8. Color: if you'd like to change the color of the event on the calendar to make it stand out, choose from one of the preset color icons or add the hex code for a custom color.​​
    9. Internal Tags: provide a way to classify your events for internal statistics and data gathering purposes and are never shown to the public.
      • When events have been tagged with internal tags, you can filter all statistical reports and booking explorer pages by them.
      • Note: you can only select from the tags added by your system admin(s).
    10. Internal Note: this field allows you to record a note about the event, which won't be displayed to the public.
      • These can be helpful if you want to leave instructions for other collaborators, a to-do list for setting up the event, a presenter's contact info, or other helpful information.
      • See the complete internal notes FAQ for more information.

Example of modifying an events organizer and presenter

  1. Submit your changes.