University Calendar Guidelines

This document provides guidelines for submitting, approving, and promoting events on the university calendar and website. Following these standards will ensure a consistent, high-quality user experience and increase the visibility of key events.

Table of Contents

• Event Submission Guidelines
  • Early Submission Requirement
  • Content Standards
  • Visual Requirements
  • Adding a New Event
  • Cancelling, Postponing, or Removing Events
  • Categories and Tags
• Approval Guidelines for Authorized Event Approvers
  • Content Review Standards
  • Promotion Potential
  • Approval Workflow
• Calendar and Website Promotion Rules
  • Standard Placement in the Event Calendar
  • Homepage and Featured Event Sections
  • Promotion Timeline
  • Best Practices for Event Promotion on the Website
• Submission, Approval, and Promotion Checklist

 

Event Submission Guidelines

Early Submission Requirement

Submission Timeline: Submit all events at least 4 weeks in advance to allow time for review, approval, and promotion planning.

Advance Booking Verification: If applicable, confirm room bookings with Campus Events & Reservations before submitting an event. Events with unconfirmed room bookings will not be approved.

Content Standards

Event Name: Use concise, descriptive titles under 255 characters. Avoid jargon or abbreviations unless widely recognized. This field should not contain a category such as “Information Session” or “Workshop” and should creatively describe what the event is about, not what type of event it is.

Description: Write clear, engaging descriptions that highlight the event’s value and essential details (e.g., target audience, key speakers, activities).

Essential Details: Include accurate information for date, time, location, and any registration requirements. Virtual events should include a verifiable access link.

Visual Requirements

Images: Upload high-quality images (square images with a 500x500 pixel resolution) that represent the event’s theme. Avoid generic stock images, solid backgrounds, logos or graphics with excessive text.

Alt Text: Ensure all images have descriptive alt text for accessibility, briefly explaining the image content in relation to the event.

Adding a New Event

When creating a new event, it is important to start fresh rather than updating the details of a pre-existing event. This ensures accuracy and preserves the integrity of our calendar analytics.

Create a New Calendar Event

• Use the "+ New Event" feature to enter the details of the new event.
• Avoid editing existing events to repurpose them, as this can compromise event tracking and reporting.

Use Existing Events as References

• If a previous event is similar, you can use it as a guide for formatting or content.
• Ensure the new event reflects current and accurate information, such as updated dates, times, and descriptions.

Virtual Events

• For virtual events, select "Virtual" under the location field to clearly indicate the event is online.  Additionally, tag the event as "Virtual" using the categories. For hybrid events, enter the in-person location in the location field and tag the event as "Virtual" using the categories. 
• For Virtual Event Titles, avoid using virtual in the title, instead include information about the event being virtual in the event description if it is absolutely necessary.

Canceling, Postponing, or Removing Events

Our new calendar module provides options to mark events as canceled, postponed, or to remove events entirely. Each option serves a specific purpose:

Canceled or Postponed Events

• When an event is canceled or postponed, it remains visible on the calendar, until the date of the event has passed.
• This transparency informs attendees of changes and reduces confusion.

Removing Events

• Removing an event deletes it from the calendar and CMS entirely.
• This option should be used sparingly, typically only for events created in error or deemed irrelevant.

Recommendation

Whenever possible, use the canceled or postponed statuses instead of removing events. Maintaining visibility ensures clear communication with your audience, builds trust, and prevents miscommunication about planned activities.

RSVP Links and Current Functionality

Where to Include Links in Your Calendar Events

• Web Conference Link: Use this section to include Zoom links for virtual events. If the event is in-person or the Zoom link will be shared separately (e.g., via email to those who RSVP), leave this section blank.

• Tickets & Cost Section: Include RSVP links here if the event requires registration or ticketing.

• RSVP Links in the Body Copy of Events: It is recommended to avoid including RSVP links in the event description. However, relevant supporting links, such as a link to the Commencement Homepage for a Commencement event, are appropriate and encouraged in the description.

Built-in RSVP Feature: The built-in RSVP feature of our calendar is available for use but it is limited in features and mainly collects simple data. For events requiring more advanced RSVP and data collection, please use a third-party tool such as Slate (also known as Connect), Eventbrite, Qualtrics, Formstack or Microsoft Forms to collect responses. 

Categories

Appropriate Categorization: Choose categories reflecting the event type (e.g., “Workshops,” “Information Sessions,” “Student Life”).

Current Categories:

 

Requesting a new category: To request a new event category, please fill out the Event Category Request Form. Categories should be broad and general in nature, avoiding redundancy or excessive specificity, to ensure they have wide applicability.

Current Calendars

A calendar is a curated collection of events with a shared purpose that collectively tell a story about the university. For instance, events related to professional development or academic achievement are grouped together. These are the official university calendars:

• Academic Enrichment – Study Abroad, Tutoring, Distance Education, Research Symposia, Honors Program, etc.
• Alumni & Advancement – Donor events, alumni gatherings, advancement initiatives, networking events, etc.
• Arts & Entertainment – O’Kane performances, Fine Arts program events, concerts, rhythm & books talks, etc.
• Community Engagement – Youth camps, CCESL, Service Events, etc.
• Employee Engagement – HR employee events, Give to Gators, Faculty Affairs, etc.
• Enrollment & Outreach – Program Info Sessions, Jump Start programs, Recruitment events, etc.
• Institutional Deadlines – Academic Calendar dates, Financial Aid deadlines, Registration periods, Graduation application cutoffs, Accreditation Deadlines, etc.
• Career Opportunities – Main Career Center, MDCOB Career Center
• Student Life & Engagement – 3SL Signature Events, Traditions, Student Orgs, etc.
• Technology Training – TTLC, HR technology training, etc.

Requesting a new calendar: To request a new event calendar, please fill out the Calendar Request Form. Categories should be broad and general in nature, avoiding redundancy or excessive specificity, to ensure they have wide applicability.

Organizers

An organizer refers to a department responsible for hosting events and is limited to submitting events to authorized calendars relevant to their area. Access is only required for individuals within the department who are responsible for submitting events. Organizers must ensure all submissions adhere to event guidelines, including accurate details, proper categorization, and compliance with content and visual standards, as managed and reviewed by the marketing team.

Approval Guidelines for Authorized Event Approvers

Content Review Standards

Marketing-Quality Copy: Approve only events with clear, professionally written descriptions in the brand’s tone and style.

Visual Quality: Ensure images are high-quality and visually appealing. Events with low-quality images or irrelevant visuals should be returned for edits.

Text On Images: Text should be limited on graphics and images, attempt to limit text to a title and potentially a subtitle.

Complete Event Details: Verify that all essential event details are provided, including confirmed dates, locations, and contact information.

Promotion Potential

Featured Events: For your events to be promoted they will need to be submitted in the calendar at least 4 weeks in advance. Only signature events associated with an institutional initiative will be considered for promotion by marketing.

Primary and Secondary Approvers

Each calendar has a designated Primary Approver responsible for managing content within their specific calendar type. Secondary Approvers can be assigned upon request by emailing digitalmedia@uhd.edu. Primary Approvers are accountable for all content approved by their Secondary Approvers.

The Digital Media team will collaborate with all approval groups to clarify guidelines and address questions about the approval process. While the Digital Media team serves as a backup approver for all calendars, approval times may be longer if events are deferred to them by both Primary and Secondary Approvers.

Approval Workflow

Primary & Secondary Approvers: Each calendar has a designated Primary Approver responsible for managing content within their specific calendar type. Secondary Approvers can be assigned upon request by emailing digitalmedia@uhd.edu. Primary Approvers are accountable for all content approved by their Secondary Approvers.

Timeline: Primary & Secondary approvers should review and approve events within 2-3 business days of submission. The Digital Media team will serve as a back up for all approvers, however users should contact Primary Approvers for any approval questions before reaching out to the Digital Media team. Please allow up to one hour for your event to appear in the calendar feeds after approval.

Event Approval: Ensure that Campus Events & Reservations department has awareness of the event we are promoting if the event is on campus.

Feedback Loop: If an event does not meet approval standards, return it to the submitter with clear feedback on improvements needed or guideline violations (e.g., images, title clarity, or descriptive copy).

 

Calendar and Website Promotion Rules

Homepage and Featured Event Sections

Events that align with strategic priorities, significant university events, or community-engagement themes may be selected for homepage or featured event placement.

Authorized event approvers should identify and elevate these events during the approval process for potential inclusion in featured sections.

Promotion Timeline

Events selected for homepage or featured placement must be submitted at least 4-6 weeks in advance to ensure proper promotion rotation. The submission process will notify marketing and communications about the event and align any common work.

Event organizers will be notified if their event has been chosen for website promotion.

Best Practices for Event Promotion on the Website

I.e. Instead of MBA Information Session say, “Looking to get your MBA?” and mark it as an Information Session category.

Clear Title: Write a title that informs and encourages participation of your event using descriptive and engaging text.

Engaging Descriptions: Write descriptions that entice users by emphasizing unique aspects of the event (guest speakers, learning opportunities, etc.).

Image Guidelines: Use images that stand out and represent the event effectively. Avoid overly text-heavy or abstract visuals. For best rendering, use a square 500 x 500 image and a keep your file sized smaller than 1MB (Ideally <500KB). Images should be stored in images/calendar and you should create a folder named after your department if one does not already exist.

Call to Action: A call to action (CTA) should be concise, engaging, and action-oriented, avoiding vague or generic terms like "click here." CTA text should not exceed 3 words in length. Instead, opt for specific verbs that clearly guide the audience toward their next step.

User Accessibility: Ensure descriptions, dates, times, and links are clear, accessible, and include alt text for images.

Submission, Approval, and Promotion Checklist

Event Submission Checklist

• [ ] Submitted at least 4 weeks in advance
• [ ] Room booking has been confirmed with Campus Events & Reservations (if applicable)
• [ ] Title is concise and descriptive
• [ ] Description is clear, engaging, and easy to read
• [ ] All essential event details included (date, time, location, registration)
• [ ] High-quality, relevant square (500x500px) image provided with alt text
• [ ] Appropriate categories selected

Approval Checklist

• [ ] Marketing-quality copy and visuals meet content standards
• [ ] Event details verified for accuracy and completeness
• [ ] Potential for additional promotion flagged, if applicable

Website Promotion Checklist

• [ ] Event selected for public or homepage promotion
• [ ] Description and image meet high engagement standards
• [ ] Event organizer notified for additional information, if needed