Use the Events Calendar to manage upcoming station events, including concerts, remotes, and community gatherings. These events will appear within your Station Studio browser for easy access and visibility.
1. Navigate to the Event Information Page
Go to: Promotions > Events > Event Information > Event Info
2. Fill Out Basic Event Information
In the Event Info tab, provide the following:
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Event Name
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Category (e.g., Concert, Remote, Community Event) – optional
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Event Dates:
Click the plus (+) icon to the left of the Event Date section to add:-
Date
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Start and End Time
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On-Site Details (e.g., meet location, meet time, and arrival time)
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Tip: For recurring events, click the round arrow icon to enable the recurring event settings, then fill in the additional frequency details.
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Cover Image (optional)
Note: This image will not appear in the Studio tab.
3. Add Event Details
Switch to the Event Details tab to include:
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Dress Code (optional)
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Minimum Age (optional)
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Target Demo (optional)
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Estimated Attendance (optional)
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Event Details / Agenda – Recommended for a complete event overview.
4. Enter Site Information
In the Site Info tab:
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Site Name
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Site Contact (especially important if staff will attend)
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Driving Directions and Map Options can be included for staff convenience.
5. Assign Staff & Account Executives
In the Staff and Account Executive tabs:
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Select team members who will be attending the event.
Important: Ensure selected staff are marked as “Available for Events” under Security > User Management.
Refer to this Help Center article: How to Set Staff Availability for Events
6. Assign Vehicles
In the Vehicles tab:
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Choose the station(s) to select vehicles from.
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Assign available vehicles and specify dates needed.
- Note: You’ll need to add the vehicle to your inventory first. Go to Promotions > Events > Utilities > Vehicles, enter the vehicle details, and click Save.
To add multiple vehicles, click the blank page icon to refresh the form.
7. Create a Packing List
Use the Packing List tab to include:
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All equipment, signage, giveaways, or other materials needed for the event.
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Optionally assign prize closet inventory for the event, such as concert tickets, station swag, and more
Note: If the item hasn’t been added to the Prize Closet yet, save your progress and go to the Prize Closet to add it. Be sure to set the allocation type as Events.
Additional (Optional) Tabs
8. Advertisers
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Use this tab to assign Advertisers to the Event
9. Technical Info
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Add any Technical Notes that might be useful for setup or troubleshooting
10. Linked Items
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Link related elements from PromoSuite Next such as:
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Contests
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Liners
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Promos
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Other scheduled assets related to the event
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11.Recap
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Add Post-Event Notes and Evaluation Notes for internal review and follow-up
12. Attachments and Links
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Upload event flyers, site maps, or any related PDFs/images
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Include URLs to event websites or social pages
13. Sales Promotional Request
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Your Sales Team can submit event promotional requests via the Sales Request Form in PromoSuite Next.
For details, please refer to this Help Center article: How to Create a Sales Form.
Final Step: Save Your Event
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Review all entered information
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Click Save to complete and publish the event to your Station Studio browser view