EPA Event/Webinar Registration Guidance

Event registration can be necessary for some programs to manage attendee count, or to gather information about your attendees. While it is easy to create and manage a Webform in the WebCMS to gather registration information, some users prefer to use MS Teams or a third-party website such as Zoom for Government or Eventbrite to manage their event registrations. 

NOTE: If you use a third-party service, you may only use third-party websites that your office has a paid, contractual account with, websites that have a government-level agreement for use (i.e. Zoom for Government), or third-party websites that have a terms of service agreement with EPA (for a free account) for event registration.

• General Use Guidelines
• Event Information
  • Required Statements
• Registration Information and Records

General Use Guidelines

1. When creating an account for official EPA business, use your epa.gov email address. Do not use a personal account for official EPA business, or to create an official EPA event.
2. To help us track use, please inform your Web Council representative if you plan to use a third-party website for registration. 
3. EPA staff are only authorized to use the FREE account features for websites on EPA's Terms of Service Agreement webpage. Learn more about EPA's Terms of Service Agreements.
4. Refer to the Webinar/Event Setup Checklist for important information about setting up your event.

Event Information

Title

• Your event title should follow this format: U.S. EPA <Event Title>
  Example: U.S. EPA 2014 Grape Jelly Release Conference
• Make clear the type of event (meeting, conference, hearing, etc.). Keep the title brief, but descriptive.

Organizer Name

• The organizer name should follow this format: U.S. EPA: <Hosting Office/Division/Center Name>
  Example: U.S. EPA: Office of Research and Development

Event Type and Topic

• Make clear the type of event (meeting, conference, hearing, etc.).
• Include a general description of the topic(s) you plan to cover (research, health, science, etc.).

Location

• Include a location or denote that your event will take place virtually, or both. 

Date and Time

• Use the following format: Month DD, YYYY from HH:MM - HH:MM AM/PM (time zone). Be careful to select the correct time zone.
• Example: May 10, 2022 from 1:00 - 3:00 pm (Eastern)

Event Image

• Use the approved EPA seal or approved EPA program logo (such as Energy Star, Water Sense, or DfE).
  • OWC has prepared a general use image: Get the properly-sized EPA seal (JPG).
• Do not use other graphics or images unless approved by your Web Council representative. For instance, for events jointly sponsored by EPA and other agencies, it will often make sense to use both EPA’s seal and another sponsoring agency’s seal. It is important that the EPA identifier and partner agency's identifier are the same graphic style - they should both be logos or both be seals, etc. Consult your ethics official before using any non-governmental logos.
  • Use the following guidelines to get the highest quality event image:
    • Dimensions: Find at least a 2160 x 1080px (2:1 ratio) image. A 2:1 ratio image is a horizontal or landscape image that's twice as wide as it is tall (or close to that ratio).
    • File Type: Pictures with file types JPEG/JPG, BMP, PNG, or GIF work best. 
    • File Size: Use a photo that's no larger than 10MB.
    • Avoid images that have a lot of text, logos, or hard to read text (like an event flier). The additional information in the photo can distract attendees when viewing it on your event listing, our search directory, and other promotional tools.

Required Statements

Captioning must be provided for all EPA events. Information about how to request additional accommodations, including language translation services MUST be provided in the Event Description. A statement about the registrant's privacy must also be included.

The paragraph below must be the first item so it appears as close as possible to the registration button.

• If you cannot speak, read, write, or understand the English language, please email <insert appropriate EPA email address> to request interpretation or translation services free of charge. 
• If you are a person with disabilities and need reasonable modifications and/or auxiliary aids and services, please email <insert appropriate EPA email address> to request services free of charge.

The translated text (below) of the two bullets above must also be provided on your event page. Refer to the Webinar/Event Setup Checklist for important information about how to secure reasonable accommodations for your event.

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يُرجى إرسال رسالة إلكترونية إلى إذا كنت لا تستطيع التحدث باللغة الإنجليزية أو قراءتها أو الكتابة بها أو فهمها، يُرجى التواصل عبر البريد الإلكتروني مع <insert appropriate EPA email address> لطلب الحصول على خدمات الترجمة التحريرية أو الفورية مجانًا.

إذا كنت من ذوي الإعاقات وتحتاج إلى إجراء تعديلات معقولة و/أو الحصول على مساعدات وخدمات إضافية، يُرجى التواصل عبر البريد الإلكتروني مع <insert appropriate EPA email address> لطلب الحصول على الخدمات مجانًا.

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如果您无法说、读、写或理解英语，请发送电子邮件至 <insert appropriate EPA email address>，请求免费的口译或笔译服务。 

如果您是残障人士，且需要合理的调整和/或辅助设施与服务，请发送电子邮件至 <insert appropriate EPA email address>，请求免费服务。

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若您無法說、讀、寫或理解英語，請傳送電子郵件至  <insert appropriate EPA email address>，申請免費口譯或筆譯服務。 

若您是殘障人士，並且需要合理的修改及/或輔助器具與服務，請傳送電子郵件至 <insert appropriate EPA email address>，申請免費服務。

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Si ou pa ka pale, li, ekri, oswa konprann Anglè, tanpri voye yon imel bay <insert appropriate EPA email address> pou mande sèvis entèpretasyon oswa sèvis tradiksyon gratis  

Si ou se yon moun ki gen andikap epi ou bezwen aranjman rezonab ak/oswa asistans ak sèvis anplis, tanpri voye yon imel bay <insert appropriate EPA email address> pou mande sèvis gratis.

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Si vous ne parlez pas, ne lisez pas, n'écrivez pas ou ne comprenez pas l’anglais, veuillez envoyer un courriel à <insert appropriate EPA email address> pour demander des services d'interprétation ou de traduction gratuits.

Si vous êtes une personne handicapée et que vous avez besoin de certaines dispositions raisonnables et/ou d'aides et de services auxiliaires, veuillez envoyer un courriel à <insert appropriate EPA email address> pour demander des services gratuits.

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Si vous ne parlez pas, ne lisez pas, n'écrivez pas ou ne comprenez pas l’anglais, veuillez envoyer un e-mail à <insert appropriate EPA email address> pour demander des services d'interprétation ou de traduction gratuits.

Si vous êtes une personne handicapée et que vous avez besoin de certaines dispositions raisonnables et/ou d'aides et de services auxiliaires, veuillez envoyer un e-mail à <insert appropriate EPA email address> pour demander des services gratuits.

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영어를 구사하거나 읽거나 쓰거나 이해할 수 없는 경우, 무료 통역 또는 번역 서비스를 요청하기 위해 <insert appropriate EPA email address> 로 이메일을 보내주시기 바랍니다.

장애를 갖고 있는 분으로서 합리적인 수정 및/또는 보조 도구 및 서비스가 필요하신 경우, 무료 서비스를 요청하기 위해 <insert appropriate EPA email address> 로 이메일을 보내주십시오.

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Se você não fala, lê, escreve ou entende inglês, envie um e-mail para <insert appropriate EPA email address> para solicitar serviços de interpretação ou tradução gratuitos. 

Se você for uma pessoa com deficiência e precisar de adaptações de acessibilidade e/ou assistência e serviços complementares, envie um e-mail para <insert appropriate EPA email address> para solicitar serviços gratuitos.

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Если вы не владеете английским языком (говорение, чтение, письмо или восприятие на слух), обратитесь по адресу электронной почты <insert appropriate EPA email address> и подайте запрос на получение бесплатных услуг устного или письменного перевода. 

Если вы принадлежите к категории лиц с ограниченными возможностями и в вашей ситуации требуются разумно обоснованные изменения и/или вспомогательные средства и дополнительные услуги, свяжитесь с нами по адресу электронной почты <insert appropriate EPA email address> и подайте запрос на бесплатное предоставление услуг.

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Si no puede hablar, leer, escribir o entender el inglés y/o tiene alguna discapacidad, envíe un correo electrónico a <insert appropriate EPA email address> para solicitar servicios de traducción o interpretación gratuitos. 

Si usted es una persona con una discapacidad que necesita modificaciones razonables y/o servicios y recursos auxiliares, envíe un correo electrónico a <insert appropriate EPA email address> para solicitar servicios gratuitos.

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Kung hindi ka nakakapagsalita, nakakabasa, nakakapagsulat, o nakakaunawa ng wikang Ingles, mangyaring magpadala ng email sa <insert appropriate EPA email address> para humiling ng mga serbisyo ng interpretation o pagsasalin-wika ng libre.

Kung ikaw ay mayroong mga kapansanan at kailangan ng makatuwirang mga pagbabago at/o pandagdag na tulong at serbisyo, mangyaring magpadala ng email sa <insert appropriate EPA email address> upang mahiling nang libre ang mga serbisyo.

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Nếu bạn không thể nói, đọc, viết hoặc hiểu tiếng Anh, vui lòng gửi email đến <insert appropriate EPA email address> để yêu cầu dịch vụ thông dịch hoặc dịch thuật miễn phí. 

Nếu bạn là người khuyết tật và cần những sửa đổi hợp lý và/hoặc dịch vụ và trợ cụ phụ trợ, vui lòng gửi email đến <insert appropriate EPA email address> để yêu cầu dịch vụ miễn phí.

Event Description

After the privacy and accommodations statements, include information about the event such as:

• The EPA program, region, or office hosting the event
• Who should attend
• What will be covered at the event
• Any special instructions attendees should follow (for example, how to log in if it’s a webinar, or materials to read beforehand)
• Information and/or links to relevant EPA programs

Registration Information and Records

Collect only information you need to accomplish your business purpose for this event:

• Typically, name and email address should be the only required registration fields for attendees.
• If you don’t have a specific need and planned use for additional information, don’t collect it.

If you need to create custom questions, work with EPA's Privacy Office to ensure you are following privacy requirements. Note: use custom questions only to collect information you need to conduct the event. Do not use custom questions to collect information to make decisions or otherwise support EPA’s mission.

If you determine that you do need a record of registrants' information, go to your Dashboard and download an attendee summary or other reports as necessary. Manage the record, along with other records from the event, per records management requirements.