This guide will walk you through the complete process of creating your ProjectBoard showcase. We'll cover everything from designing the visual elements of your showcase to setting up resources, configuring timelines, and preparing to go live.

Establishing Your General Showcase Settings

1. In the Showcase Builder, click on General in the left navigation menu
   
2. Check the information you entered as the Event Name and Event Description
   
3. Customize your event URL
   
1. Enter your desired URL path (e.g., "sciencefair2025" would create "events.projectboard.world/sciencefair2025")
   
4. Set your showcase privacy to either Public or Private
   
1. Public: your showcase can be viewed by anyone with the showcase URL
   
2. Private: only admins and invited participants can view the showcase (must be logged in)

Note: These general settings are only editable when the showcase is in "Draft" status. Once your showcase goes Live, these cannot be changed.

Designing Your Showcase

The visual design of your showcase creates the first impression for participants and visitors. ProjectBoard makes it easy to customize your showcase appearance to match your organization's branding.

Customizing Colors and Branding

1. In the Showcase Builder, click on Design & Branding in the left navigation menu

2. You'll see options to customize several visual elements:

   Primary and Secondary Colors

   • Click on the color selectors to choose your brand colors
   • The primary color will be used for buttons and major UI elements
   • The secondary color will be used for accents and highlights

   Showcase Logo

   • Click "Upload File" in the Logo section
   • Select a PNG or JPG file of your organization's logo
   • Recommended size: 250px × 250px
   • Your logo will appear in the header of your showcase

   Showcase Banner

   • Choose from our banner library or upload your own
   • Click "Upload File" to use a custom banner image
   • Recommended size: 1500px × 300px
   • The banner will appear at the top of your showcase homepage

3. After making your selections, click Update to save your changes

4. Click Preview Showcase to see how your design choices look

Pro Tip: Using your organization's brand guidelines for colors and logo placement will create a cohesive experience for your participants.

Setting Up Project Templates

Project templates are crucial as they guide how participants will present their work. While we have a dedicated guide on project templates, here's a brief overview:

1. In the Showcase Builder, click on Project Templates in the left navigation menu
2. Browse the template library to find a suitable starting point, or create your own
3. Click Select template to edit on your chosen template
4. Customize the template sections to match your showcase requirements
5. Click Save as Draft to come back to it later or click Finish to publish the template to your showcase
   

Important: Once your showcase goes Live, you cannot modify the project templates. Make sure they're finalized before publishing your showcase.

Configuring Your Showcase Timeline

The timeline determines when participants can submit projects and when the public can view them.

1. In the Showcase Builder, click on Timeline in the left navigation menu

2. You'll need to set two important periods:

   Project Submission Period

   • Select the start and end dates/times when participants can submit their projects
   • This is when the "Start Project" button is active for participants on the Details tab at your showcase URL

   Project Showcase Period

   • Select the start and end dates/times when approved projects will be publicly viewable
   • This is when visitors can browse and interact with the submitted projects

3. Click Update to update your timeline

Pro Tip: Allow enough time between the end of submissions and the start of the showcase period to review and approve projects.

Timeline Management Tips:

• Plan for review time: Schedule at least a few days between the submission deadline and showcase start to review projects
• Consider your audience: Set submission deadlines that accommodate participant schedules (e.g., avoiding major holidays or exam periods)
• Time zones matter: Be clear about which time zone your deadlines reference
• Extend if needed: You can extend timeline end dates even after your showcase is Live
  
• The timeline is public: The dates set on the Timeline page of the Showcase Builder will also be displayed on the Details tab of your showcase

Adding Showcase Resources (Optional)

Resources provide participants with important information, guidelines, and reference materials for your showcase.

1. In the Showcase Builder, click on Resources in the left navigation menu

2. Click on Add Resource

3. For each resource, you'll need to provide:

   • Cover Image: Upload an image that represents the resource
   • Resource Title: Give your resource a descriptive name
   • Resource File or URL: Either upload a file (PDF, DOC, etc.) or provide a link to an external resource

4. Click Save to add the resource to your showcase

5. Resources will appear on the Details tab of your showcase

To edit or delete resources after adding them:

1. Find the resource in your list
2. Click on the three dots (⋮) menu next to the resource
3. Select Edit to make changes or Delete to remove the resource

Pro Tip: Common resources to include are judging criteria, submission guidelines, FAQ documents, and any templates participants might need.

Adding Categories (Optional)

Categories help organize projects in your showcase, making it easier for visitors to find projects that interest them.

1. In the Showcase Builder, navigate to the Categories section
   
2. Select categories from our category library or choose to add your own
3. Click Add Category
4. Enter a category name (e.g., "Environmental Science," "Engineering," "Computer Science")
5. Select a category icon or upload your own 
   
6. Select a color for the category icon
7. Click Save to add the category

Note: Categories cannot be edited after your showcase is live. Make sure they're finalized before you launch your showcase.

Adding Sponsors (Optional)

Showcasing sponsors gives recognition to organizations supporting your event and can enhance the professional appearance of your showcase.

1. In the Showcase Builder, go to the Sponsors section
2. Click Add Sponsor
3. Upload the sponsor's logo
4. Enter the sponsor name
5. Add a website URL (optional)
6. Click Save to add the sponsor

Sponsor logos will appear in the footer of your showcase.

Note: The number of sponsors you can add depends on your subscription plan. Check your plan details for specific limitations.

Preview and Finalize

Before going live with your showcase, take these final steps:

1. Click Preview Showcase from any page in the Showcase Builder

2. Check all aspects of your showcase:

   • Visual design and branding
   • Resource availability and downloads
   • Template layout and instructions
   • Timeline dates and descriptions
   • Categories and sponsors (if applicable)

3. Make any necessary adjustments by returning to the appropriate sections

4. Once you're satisfied with your showcase, you're ready to go live!

Going Live

When your showcase is completely ready:

1. Click the Launch Event button at the top of the Showcase Builder
2. Follow the prompts to complete the publication process
3. If you need more time, select "I need more time" to continue in Draft mode

Important Reminder: Once your showcase is Live, you cannot change the general showcase settings (name, description, URL, privacy) or modify the project template or categories. Make sure these elements are finalized before going live.

Note: Launching your event doesn't mean submitted projects will automatically be visible to the public - it just means you're ready to accept project submissions. The showcase visibility is determined by the dates you set on the Timeline page.

Next Steps

After your showcase is Live:

1. Share your showcase URL with participants
2. Monitor submitted projects through the Participants section
3. Approve or decline submissions as they come in

For more detailed information on managing participants and submissions, see our guide on Managing Project Submissions.