Creating an Event

YRRP EventPLUS allows Event Coordinators to create events online. All events can be accessed in a single place, making searching and registering for events easier. Critical event details, such as event attendance and post event evaluation forms, can be recorded for the event to inform future planning.

When creating a new event in YRRP EventPLUS, you will see a side menu on the left hand side of the page. This menu includes the three main steps for creating an event; Properties, Breakouts and Sessions and Registration Setup.

1. Define Properties: Event Coordinators begin by defining basic event properties, including the event location and dates, hosting component and associated deployment phase(s).

2. Add Breakouts and Sessions: The second step in the event creation process involves the setup of breakouts and sessions for the event. This builds an event agenda, and also allows for the tracking of evaluation feedback at the individual breakout/session level.

3. Registration Setup: The final step in the process is the setup of the event registration form. In addition to the mandatory fields set by your component, you can add custom fields to your form to collect additional information.

Properties

1. In EventPLUS, hover over EVENTS on the menu bar, and click CREATE EVENT. The Create Event (Properties) page appears.

2. Complete the properties of the new event on the Create Event (Properties) page as follows:

Enter the appropriate information in the Overview section:

Field Name	Action/Input
Category	Select Yellow Ribbon.
Event State	Select a state from the drop-down list.
Hosting Component	Select the service component that is hosting the event. Only one component can be selected.
Deployment Phase	Select the deployment phase(s) you are hosting at the event.
Event Title Hosting Unit Hosting Unit UIC Hosting Command	Complete the Event Title/Hosting Unit/Hosting Unit UIC/Hosting Command fields provided as outlined below. Note that the display of this field depends on the hosting component of the event. Event Title: (Training and Air Force Reserve events only): Type a title for your event. Hosting Unit: (Army Reserve events): Specify your hosting Command, MSC and Unit details. Hosting Unit (ANG/ARNG events): Select your hosting unit from the drop-down. Hosting Unit UIC: (Coast Guard Reserve and Marine Corps Reserve events): Type the six-character unit identification code that uniquely identifies your operational unit. Hosting Command: (Navy Reserve events only): Select your Navy Command Center. To specify additional hosting units, click and complete the additional fields displayed. Note: As you enter Unit/Command codes and descriptions for AFR, CGR and MCR-hosted events, the data is stored so that subsequent users can select them from a pre-populated list. If you type a previously entered code in the Hosting Unit/Hosting Unit UIC/Hosting Command field, a list is displayed allowing you to select the correct code and description combination. You cannot change previously entered Unit/Command code and description combinations.

Select the event start date and time, including the time zone and end date and time.

In the REGISTRATION area, select the checkbox if you do not want to allow public users to register for your event. By default, the Register button will appear.

Use the calendar icon to select a date when registration will close to the public.

In the Registration Quota field, enter the maximum number of registrants you want to allow to attend the event. Event Owners and Co-Owners can increase the quota to ensure more registrants can attend.

In the Display From field, use the calendar icon to indicate when the event should be displayed on the YRRP EventPLUS site.

Specify information for the event’s point of contact (POC). When first displayed, these fields default to show your contact details as the Event Owner.

If you want to change the default POC, type the email address of the desired point of contact in the POC Email field. The system locates the specified email address in the YRRP EventPLUS database, and populates the POC Component, POC First Name and POC Last Name fields accordingly. Select the appropriate status and rank from the remaining drop-down lists provided.

Note: The email address you specify in the POC Email field is the address to which emails will be directed any time a registrant clicks the Send Message link from the Event Details page.

Enter a description of the event in the Information for Attendees text box. Apply text formatting as required and/or apply a link to a specific web location by typing the URL, highlighting it and clicking the applicable Font icon.

YRRP EventPLUS applies standard HTML code to produce text formatting in your description. For example:

[B]Bold Text[/B] for Bold Text.
[I]Italicized Text[/I] for Italicized Text.
[U] Underlined Text[/U] for Underlined Text.
[A]http://www.deployment.com[/A] for a clickable hyperlink.

The system also checks for and, if necessary, inserts http:// in front of all hyperlinked text. This is required for YRRP EventPLUS to interpret the links correctly.

To view your description formatted as it will appear, click PREVIEW.

Note: Formatting may not be preserved if you copy and paste from another application.

To attach a file describing the event, such as a PDF or Word document click the UPLOAD FILE button to open and upload the appropriate file. Once the file has been uploaded, it will appear in the Event Files section.

For each file that you upload, you can do the following:

· Set as Public or Private: Select the Public radio button if you want this file to be accessible to the public. Otherwise, select the Private radio button.

· Delete: Click the DELETE button on the far right hand side to delete the file.

· Add a Description: Enter a description for the uploaded file in the Add Description field.

Enter the name and website of the event location in the Venue Name and Venue Website fields. This information will only appear to registrants in an email, once they have been approved to attend the event.

Using the appropriate radio button, select whether to use MILEAGE CALCULATION to estimate the distance from the registrant’s address to the venue.

Do not calculate: Select this radio button if you do not wish to calculate the mileage. Enter the zip code in the Zip field, and click LOAD ADDRESS to populate the associated city and state.
From Zip to Zip: Select this radio button if you wish to calculate the mileage using zip codes of the venue and the registrant’s address. Enter the zip code in the Zip field, and click LOAD ADDRESS to populate the associated city and state.
From Street to Street: Select this radio button if you wish to calculate the mileage using the street addresses of the venue and the registrant. Begin typing the venue’s street address in the Address field. Select the appropriate address from the dropdown that appears. The remaining fields will populate the address information accordingly.

Notes:

If you cannot find the address in the drop-down list, you can select the I don’t see my address in the list check box to manually enter the complete address.
The zip code you enter must be valid in the state selected from the Event State drop-down at the top of the Event Creation page.
The Apt, Suite, Bldg, Gate Code field can be used to relay any additional details regarding the venue, such as the office number, building number, apartment/suite number etc.
The calculated mileage is displayed in the Manage Registration page under the attendee’s reference number. This number will also be available upon generating the Registration Report.
MILEAGE CALCULATION can be enabled or disabled when creating an event. If you wish to edit the event, the mileage calculation feature can only be enabled if no attendees have registered for the event. If an attendee registers for the event, you can still edit the event, but the mileage calculation feature will remain disabled.
If you choose not to use the LOAD ADDRESS button, you can type the event address manually. In this case, ensure that you type a city name in the mandatory City field.
For Army National Guard and Army Reserve events, the City field is mandatory.
For security purposes, it is advisable that you include your address in the Event Location fields, and not in the Information for Attendees text box described above. The Event Location fields are not visible to unapproved registrants.

To personalize the event with the hosting program’s logo, click the image in the Event Logo section and select the appropriate logo from the Logo Library. Note that if you do not see the logo you want to use in the Logo Library, please contact the YRRP EventPLUS HelpDesk at 1-877-677-9991 or feedback@yellowribbonevents.org to have your logo added.

To delegate additional staff members to assist you in managing the event, select the Yes radio button in response to the question under Delegate Roles.

Determine the type of access you want your delegate(s) to have to your event in EventPLUS:

Viewer: Access to view the event only. Viewer delegates are not able to edit an event.
Contributor: Access to view the event and manage registrants.
Co-Owner: Full access to the event, including the ability to view or edit the event.
Attendance Coordinator: Access to view the event and manage registrants. This delegate role cannot approve registrations.

Select the type of access you want to grant your delegate(s) in the Event Roles drop-down list, then click the ADD button to select your delegate(s) from a list.

In the list of users displayed, search by name, role or state. Select the check box to the left of the appropriate delegate(s), then select the check box to add the individual(s) as delegate(s) with the selected event access permissions.

Repeat this step to add additional delegates or delegates with different access permissions.

Notes:

Certain state and national staff members are automatically delegated to YRRP events. You will be able to see and update this list after publishing the event.
For Air Force Reserve hosted events, the system automatically delegates Event Coordinators as Attendance Coordinators and Service Component PMs as Co-owners.
When a new or existing user is approved for a YRRP staff role, YRRP EventPLUS automatically delegates the user to the appropriate YRRP events that already exist in the system. It retroactively employs the same delegation rules used when the events were first created.
Hover over the info icon to see a complete breakdown of the roles. A list of features that are available to each user role will appear.

3. Once you have finished completing the properties for your event, click the Next button at the bottom of the page. The Breakouts and Sessions page appears.

Breakouts and Sessions

For each event you create in EventPLUS, you have the option of including multiple breakouts and within each breakout, multiple sessions. You can either create your breakouts and sessions manually, or upload them from a spreadsheet which you have downloaded from YRRP EventPLUS and filled in.

To add breakouts and sessions manually:

1. Click the + ADD NEW BREAKOUT button under the appropriate day.

2. In the Setup Breakout and Session pop-up, enter the breakout name.

3. Proceed to specify details of the first session as outlined below:

Field Name	Action/Input
Session Name	Select a session from the drop-down. If your session does not appear in the drop-down, select Add a Custom Breakout Session. In the Custom Breakout Session field that appears, enter your session name.
Deployment Phases	Select the deployment phase(s) associated with the session. If the event is a multiple phase event, combining sessions for attendees in multiple phases of the deployment cycle, it is possible that individual sessions may be associated with multiple deployment phases.
Start Date	Enter the date of the session.
Start Time	Enter the start time for the session. (HH:MM)
End Time	Enter the end time for the session. (HH:MM)
Cadre/Instructor Name	Select a Cadre or Instructor from the Cadre/Instructor Name drop-down. If the individual you would like to add does not appear in the drop-down, select Add a Custom Cadre/Instructor. In the Custom Cadre/Instructor field that appears, enter the applicable name.
Room	Specify the name of the room in which the session is scheduled to take place.

4. Click the CREATE button to add the breakout and first session.

5. When you have finished entering the details of the first session, do one of the following:

Add another session: Add another session for the first breakout by clicking the + ADD SESSION button. Enter the details of the session in the fields displayed, then click the CREATE button. Repeat this step for each session you want to add.
Add another breakout: Add another breakout to the event by clicking the + ADD NEW BREAKOUT button. Type a name for the new breakout name in the field provided, enter the details of the session in the fields displayed, then click CREATE.

1. On the Breakouts and Sessions page, click IMPORT BREAKOUT TEMPLATE at the top far right hand side of the page.

2. Click the DOWNLOAD button to download the Excel spreadsheet. When prompted, open the downloaded spreadsheet.

3. Fill in the spreadsheet with your breakout and session information and save it. Note that mandatory fields are highlighted in red, and each breakout and session number combination must be unique.

4. From the Create Breakout and Sessions by Using Excel Template pop-up and click UPLOAD.

5. A confirmation pop-up appears, showing each of the breakouts and sessions in your spreadsheet. By default, all sessions are selected for upload, but you can choose to discard one or more if you wish.

6. Scroll to the bottom of the pop-up and click the APPLY CHANGES button. The sessions from your spreadsheet appear on the Breakouts and Sessions page.

2. Once you have finished completing adding breakouts and sessions for your event, click the Next button at the bottom of the page. The Registration Setup page appears.

Registration

The Registration Setup page lets you customize the registration forms for the primary registrants and their additional attendees of your event. You can also choose to receive and forward notification emails each time someone registers for your event. And you can enable the Topic Tree which adds an additional step to the registration process inviting registrants to indicate which topics they are most interested in.

Select the Yes radio button at the top of the page if you would like to receive a copy of all outgoing emails tied to your event. The system will use the email address in your user profile.

If you would like to also send a copy of these emails to another individual, select the Also send to the following email address(es) check box.

Enter the email address in the Add New Email Address field, then click the ADD button.

The Topic Tree feature allows you to collect feedback from registrants in regard to topics of interest they would like to see at future events. To enable this feature, select the Yes radio button under Indicate which topics event registrants would like to learn more about header.

Note: Once you have enabled the Topic Tree feature for your event, public registrants will be presented with an additional step in the registration process where they can identify topics of interest. If you register on an attendee's behalf, they will receive a link to the Topic Tree in their registration confirmation email.

The default registration form is different based on the component hosting the event. Different components include a different mandatory fields on their respective forms. All components display a different version of their default registration form for different attendee types - generally, a different version for Attendees (Service members and families) versus Support Staff. In the case of Air Force Reserve-hosted events, the default registration form appears slightly differently for every attendee type. Despite these differences, the customizations implemented on the Registration Setup page during event creation apply across all registration forms on which the fields appear.

Select the registration fields that should be completed by members when registering for the event.

To display a field in the form, select the Display check box to the right of the field name.

To make an entry in the field mandatory, select the Mandatory check box to the right of the field name.

Sort the order of any of the field names using up and down arrows to the right.

To add custom field(s) to the form, select the field options(s) in the following boxes at the bottom of the field list, then click the ADD button:

Add New Custom Text Field: To add a new text field, in which users can enter free-form text.
Add New Custom Yes/No Field: To add a new field to which users can respond Yes or No.
Primary Registrant: To display the new field to the primary registrant.
Additional Attendee: To display the new field to additional attendees.
Set Field as Mandatory: To make an entry in the custom field mandatory.

Event Creation

This manual updated January 31, 2020

Properties

Breakouts and Sessions

To add breakouts and sessions manually:

Registration