Calendar Guidelines

Master Calendar Instruction Video

Pilgrim Place Calendar User's Guide

This guide is designed to help you lean how to use the online Pilgrim Place Interactive Master Calendar.

NOTE: This Master Calendar works best using the Google Chrome web browser. If you are using any other browser and having difficulty with the Calendar, please load Google Chrome as a browser option.

Log In

To gain access to the Master Calendar from the Pilgrim Place website (pilgrimplace.org), click on the Campus Portal button at the top right corner of the home page. The username is pilgrims and the password is scrooby.

Once on the Campus Portal website, go to the Calendar/Services button at the top and click Calendar in the dropdown menu. There is no password to enter the Calendar once you are on the Campus Portal.

Viewing

The Master Calendar has viewing options for a month, a week, a day and as a list. These options are just above the Calendar on the right.

Events are highlighted with the event time and title. To find more information about the event, such as the length of the event and where it will be held, click the event and the Event Information box opens. You may open an event whether in Calendar or List view.

To move through the Calendar, use the [<] [<<] [>>] [>] buttons on the top left of the Calendar. This will move you through the months, weeks, or days depending on which view you are in.

Printing

You now have a print option for this Calendar. The best option for printing is using the "List" view. Depending on your computer, you may:

Right-mouse click and choose print (choose your printer)
PC's = Ctrl + P (choose your printer)
Apple's = command + P (choose your printer)

Adding an Event

To add an event, click the [Create Event +] button just above the viewing options on the top right of the Calendar.

Type in your Name and E-Mail. Click "[ ] Same as Above" if you are the Key Event Contact. If you are not, and/or are making this reservation for someone else, type in the appropriate name and e-mail.

Event Information: Enter Event Title, Sponsoring Organization, and Estimated Attendance.

*Please refer to the Calendar Guidelines for room's maximum number of attendees allowed.

Adding One Event: Click on Event Start Date box and a pop-up calendar will appear. Click on day/date of event. Click on Event Start Time box and a drop-down list of times will appear. Click on the start time of the event. List the time the event will actually begin, not an earlier "setup" or "getting ready" time.

Click on Event End Date box and use the pop-up calendar. The date will be the same if not adding a recurring event. Click Event End Time and click the end time from the drop-down list.

The Calendar will automatically mark this event as "Does not repeat" in the Recurrence box. If extra time is required for set-up or clean-up, click "[ ] Yes" and add the time before and/or after the event needed from the drop-down menu.

Enter Event Description. Try to add as much information here as necessary for individuals to best understand what this event entails and who this event is for.

Click on Event Location for a drop-down list of event locations.

*This list is also the locations listed at the top of the Calendar. At the bottom of the list is Out-Outdoor Location. Use this if the event is outdoors, such as Penner Garden, Outdoor Stage, Porter Hall Garden, etc.

Also on this list is Other-Type Event Location. Use this if the event is a Zoom meeting, at someone's home, or some other place not listed on the drop-down list.

Audio/Visual: If you need the assistance of Sights and Sounds, Click Yes, I am requesting Audio or Video Assistance. A message will automatically be sent to Sights and Sounds and someone will get back to you regarding your needs.

*PLEASE try to give a minimum of 14 fays' notice for assistance.

Room Set-Up: If you need assistance from Housekeeping for a room set-up, click

"[ ] Change" and a box will appear for you to type in your directions. Please send a diagram of the requested room setup to pmount@pilgrimplace.org or drop it off at Buildings and Grounds for review. The Housekeeping Supervisor will automatically be notified and may contact you for clarification.

Food and Catering Services: If you require food and/or catering services from Dining Services, click "[ ] Yes" and a message will automatically be sent to catering@pilgrimplace.org.

*PLEASE try to give a minimum of 14 days' notice for catering requests.

Click the [Submit Event] button and a confirmation will pop up. Click close and you will be taken back to the Master Calendar.

Adding a Recurring Event: To add an event that recurs regularly, you will utilize the Recurrence box. This drop-down box includes these options:

Daily
Weekly on a set day of the week = Weekly on Friday
Monthly on a set day and the week of a month = Monthly on the Third Friday
Annually on a set date = Annually on December 25

Click on Event Start Date box and a pop-up calendar will appear. Click on day/date of event. Click on Event Start Time box and a drop-down list of times will appear. Click on the start time of the event. Click the Recurring box and mark the appropriate recurrence. Click on Event End Date box and use the pop-up calendar. The date will be the same if not adding a recurring event. Click Event End Time and click the end time of the event from the drop-down list. You may reserve recurrences up to twelve months.

Editing an Event

If you need to edit an event, click on the event and the Event Information box will open up. Click [Edit event button] at the bottom of the form. The Edit Calendar Reservation form will populate. Make your changes and click the "[Save changes] button."

Deleting an Event

To delete an event, open the Event Information box and click [Edit event]. You will find two options at the bottom of the page [cancel event button] and

[remove event]. Please use [cancel event] the majority of the time. This will highlight the event in Red on the calendar. This allows persons to see that there had originally been an event there, but it has since been cancelled. If you utilize the

[remove event] button, the event will be removed completely and if a person looks for it, they won't know that it has been cancelled. But if an event posting is an error, this is the best option.

For Assistance

Please contact the Communications and Campus Information Coordinator at advtemp@pilgrimplace.org.

Approval/Denial of Requests

All Pilgrim Place residents and members of the management team may put events on the calendar.

When you place an event on the calendar, it is subject to administrative approval. Occasionally, discretion may be necessary based on the nature of the event, other events scheduled, safety issues, or likely number of participants in relation to the space requested. If there are questions about this, contact the Communications and Campus Information Coordinator at (909) 399-5500 ext. 5.

This calendar covers the entire Pilgrim Place campus, at all times, including all meeting rooms, lounges, central facilities, and outdoor "spaces." It is optional to list events scheduled for residents' immediate yards and dwellings. It is optional, not required, to list:

Staff-only functions
Small-group activities specific for HSC or Pitzer Residents
Casual use of a space not intended to be an exclusive use of that space
Events not intended for general participation which also do not involve preparations, sound systems, furniture setups, or catering
Events for a small group that does not impinge on any scheduled event

Pilgrim Place facilities and services are available to Pilgrim Place residents, their relatives, and community residents of the Health Services Center for celebrations of birthdays, anniversaries, reunions, and memorial services. Residents and professional staff of Pilgrim Place are pleased to help you make these arrangements. Several steps are involved in arranging such an event. It is expected that any relative planning an event is to consult with an experienced resident of Pilgrim Place or staff for coordination.

Outside organizations and community groups may use a space only when sponsored and hosted by a Pilgrim Place resident or a member of the management team who is an active participant in the organization. Said resident or management-team member assumes responsibility for seeing that the event adheres to all guidelines. Management may require rental fees or security deposits or written agreements for outside organizations and community groups.