Best Practices for Creating an Event

This checklist is to help ensure that when you are drafting and building your event, you are creating the content appropriately. This list is an overview of the steps needed, but, if you have any questions, please visit our Support Session page. The checklist has been broken into sections. Depending on your level of experience, you may not need to use all sections. If you are new to creating content on the Web Platform, we strongly encourage you to follow each step.

  1. Create your Event (Content > Add content > Event)
  2. Add a Title (required)
    Note: The event name may be cut off if your event title is too long.
  3. Add a Subtitle (optional)
    Note: This can be used to help shorten your event title. The text is smaller than title text.
  4. Add the Event Host (optional)
    Note: This is the group or department(s) hosting the event.
  5. Add the Featured Media (required)
    Note: This an image that will be presented prominently to the right of the text. Avoid using images with text as these are not accessible.
  6. Add Event Date(s) (required)
    Note: Use the different features within the event date to create recurring event dates, events that are all day, and events that last multiple days and times. 
  7. Add the Address
    Note: If your event is either in person or hybrid, supply the event address in the field. Once you select the country from the drop-down menu, you will be prompted to supply the full address. Utilize the organization field to provide specifics to the event space, like department and room number. 
  8. Add a Link to Event

    Note: This is used for RSVPing and/ or Zoom credentials if there is a virtual attendance component to your event. 
  9. Add Body text
    Note: This is used for adding details about your event. Provide details on the topic, speaker and affiliate links. Learn more about the text editor.
  10. Add Documents
    Note: This is used for adding any complemental materials you would like your attendees to have pre/post the event like an article or slide deck. Documents can only uploaded in PDF format.
  11. Check Who will review this event submission? (required)
    Note: This selects the department(s) that can edit the event once it has been created. "Default" should not be selected. 
  12. Search Engine Optimization (SEO) Section
    • Add a Target Keyword
      Note: This is the search term or phrase people will Google to find this web page. Best practice is that this keyword is utilized throughout the text of your event like in the title, body, image descriptions, headings and meta description. 
    • Add a Meta Description (required)
      Note: The short summary displayed underneath the URL in Google’s search results as well as the Web Platform search page. Be descriptive and compelling. Keep it short (155 characters maximum) but not too short (110 characters minimum). Use the target keyword (or a variation) in the text.
    • Add Social Media Image
      Note: This is the image displayed when this page is shared to sites like Facebook, Twitter, etc. The image should grab attention. Use the target keyword in the alt tag and describe the picture for accessibility.
    • Add an Original Source URL
      Note: If this content is being reposted, please enter the URL of the original source material so the search engines know which version is the “main” copy. 
    • Select Hide from Search Engine
      Note: Select this option to prevent search engine spiders, like Google, from crawling this page and adding it to their search results. This should never be toggled, unless specifically mentioned from your Site Administrator. 
  13. Check Distribution (required)
    Note: This selects the main area this event distribution funnel where your event will post. 
  14. Search Listing Options (To have additional terms added, or questions on how to utilize these categories properly please contact your Site Administrator.)
    • Select the appropriate Event Category 
      Note: This is used as part of the page search results.
    • Select an Event Type (required)
    • Check Deadlines
      Note: This is used as part of the page search results for Deadline types.
    • Check Target Audience
      Note: This is used as part of the page search results.
    • Select the appropriate Event Topic
      Note: This is used as part of the search functionality end users will use to find events. 
  15. Refine your event syndication by selecting applicable Department(s), Student Organization(s), Labs(s) or Group(s)
    Note: If you have questions about which selections best suit your event, please see the "How to make sure your events appear in the right place" section of our Adding an Event article. 
  16. Set Scheduling Options

    Note: This is used to post/ and remove your event at a specific date and time in the future. Leaving this field blank will publish your event immediately. 
  17. Save and Publish your Event
    Note: Click the blue button at the bottom of the page to save the event. To save the event as a Draft (not visible to end users) select "Draft" in the "Save As" drop down menu on the "Additional Options" pane on the right-hand side prior to saving your event. When you are ready to publish the event, select "Publish" from the same drop down prior to saving your event. 

  1. Do all links work?
  2. The first time an acronym is used, it needs to be written out in full.
  3. Accessibility - Are all e-mail addresses accessible (not written out in long form)?
  4. Accessibility - Is all URL text accessible (not written out in long form)?
  5. Accessibility - Is button text accessible (text does not include terms like "learn more," "read more," etc.)?
  6. Accessibility - Do all images have the appropriate alt text?
  7. Do you have copywrite permission to use the image?
  8. Any images should not look like stock photos.
  9. Is your image an actual photo and not clip art or the like?
  10. Accessibility - No images have text as the main message.
  11. Accessibility - Have all documents on the site been remediated?
    Note: This means your document has gone through a special process to make it meet the WCAG 2.0. This is a Federal requirement that UCLA must meet. For more information on accessibility, please visit our knowledge base Accessibility page or contact the UCLA Disabilities and Computing Program.
  12. SEO - Do pages have target keywords?
  13. SEO - Do pages have meta descriptions?
  14. SEO - Have social media images been added (if needed)?
  15. SEO - Have canonical URLs been added?
    Note: For more information on SEO, visit the SEO section of our knowledge base. 
  16. Has another person proofread your event?
  17. Has a stakeholder reviewed and approved your event?
  18. Publish your event.

Review Your Event as a Non-login User  

  • Can you get to your event?
  • Was your event easy to find using filter results?
  • Do all links work and not use terms like “Learn More”?
  • Verify that your images do not have text as a main message.
  • Do you know exactly where the event is taking place? (ie: building or room number)
  • Do you have a general understanding of what the event is about? 
  • Do you have contact information for users that may have questions?