How to Add Your Event to the HECW Calendar

Be sure to read the guidelines and event criteria.

STEP 1: Create Your Event on Lu.ma

• Create an event on Lu.ma. If you don't have an account, you will need to create one.

STEP 2: Set Up Your Event on The Main Page

• Add your Event Name, location, time, photo, and description.
• At the bottom of your event description, add the following HECW Boilerplate Registrant Information Sharing Disclaimer text: “By registering for this event, you agree to share your registration information with Houston Energy and Climate Week organizers.”

STEP 3: Click Create Event

STEP 4: Add  Houston Energy and Climate Week as a co-host of your event so we can review it and add it to the HECW calendar. From your event dashboard, scroll down and click “Add host.”

• Then, paste in this email: info@climateweekhouston.com
• Ensure you select the "Manager " option for the co-host invite type.

STEP 5: Choose the Right Event Registration Format.

• Click on the “registration” tab to change the registration format, include a venue capacity number, and change registration questions. Different Types of Registration Include:
  • Open Registration allows anyone to register  without requiring approval. It is for events open to the public with no strict attendee limits.
  • Approval-Based Registration: Attendees must request to join, and you, as the organizer, will review and approve or deny registrations. This method is great for curated or invite-only events.
  • Paid Ticketing—Charge for attendance by setting a ticket price for your event. This can be used to cover event costs, ensure commitment, or fundraise for a cause. It can be combined with approval-based registration if needed.

STEP 6: Add Attendee Questions for Your Event 

• To measure participation in this year’s events, we’ll need you to add some additional information to the registration form.

• While in the “Registration” tab (same tab as above), scroll down to “Registration Questions”
• Click on the +add button under  “Custom Questions.” 

Add the following questions:

✔ “What is your job title?” (required; text response)

✔ “What organization do you work for?” (required; text one-line response)

✔ “What is your LinkedIn URL?” (optional; social profile response)

✔ “What city and country are you traveling from? (eg, Austin, USA)” (required; text one-line response)

✔ “How many days will you be attending HECW? (eg, 3 days [3])” (required; a number response)

STEP 7:  Submit Your Event to the HECW Calendar

• Before proceeding to this step, ensure you’ve completed “Step 1: Create Your Event on Lu.ma” located above.
• Once ready to submit your event to HECW, go to the Houston Energy and Climate Week· Events Calendar.
• Click on ‘Submit Event’ on the page and add your event.

• Out of the options, please click on “Submit Existing Lu.ma Event.” Click the event you want to register for. Be sure you’re signed in on the account you created for your Lu.ma event.  Add any relevant tags to your event. You can choose multiple.  Tags are important as they guide people to your events.

• Add HECW as a co-host to your event so we can review and add your event to the HECW calendar.  From the event dashboard, scroll down and click on the option to “Add co-host”.  Then paste this email:  info@climateweekhouston.com (Note: the complete email needs to be entered).  Make sure to grant the co-host management access to the event page.
  
• Click “Submit Event.”  Once you submit your event, it will move to the “pending approval” stage. When a HECW team member reviews and approves it, your event will be added to the calendar.

 

If you have any questions or issues, contact  Lu.ma support (support@lu.ma) or email us.