The Calendar will allow visitors to find all events on campus from a single web repository and “connect” to the content by pulling it into their personal digital space. Visitors can:
- Subscribe to a custom internet calendar via Outlook or Google Calendar that will automatically be updated if details change
- Subscribe to RSS feeds
- Add event information to personal social media sites (facebook, twitter, etc.)
- Sign up for email or txt notifications if event details change
- Schedule email reminders for events
How can I use this with Outlook?
Here's an overview of how to set up the Calendar to send information into Outlook.
When will the broadcast event emails stop?
It’s not possible to simply eliminate all event emails; these are still part of our culture at Union. For the calendar to work most effectively, the community needs to get in the habit of populating it with events, ensuring those events are up to date, and relying on it as a resource. This will take time, but as the Calendar begins to be seen as a reliable and complete resource, the need for broadcast event emails will diminish. Taking the time to learn how to use the Calendar and its features is a worthwhile investment. If you receive an email about an event that is not in the Calendar, you can also remind the event organizer that it should be added to the Calendar. And of course, there will always be exceptions, particularly with important or time-sensitive event notifications.
Who's responsible for the content in the Calendar?
Calendar content is entered by the Union community and by individual event organizers wishing to promote their events. Content is briefly reviewed by the Office of Communications & Marketing for consistency, appropriateness and presentation, but the offices does not confirm event details (room, time, setup, etc.); this is the responsibility of the event organizer. Any questions regarding Calendar content should be directed to the contact person whose information is included in the Event Details.
What if I don’t see a particular event in the Calendar?
Contact the person responsible for coordinating the event to confirm that they indeed submitted information via the Event Request Form. Note that there is a short delay while submitted information is approved.
Why does the Google Map link display 2 locations?
The reddish-orange dot is the closest postal address. Since Union's campus doesn't correspond to standard addresses, the green arrow indicates the exact coordinates of the building. Switching to satellite view will help.
I subscribed to email notifications and haven't received an email.
When you choose Email as the subscription option for your Calendar view, it will only send you an email message when a new event is added or an existing event is updated, assuming the event falls within the filter parameters set when you subscribed.
For example: If you filtered the Calendar to include Arts & Entertainment events, and selected "Subscribe" from this view, the first email message would occur as soon as a new event was added to the system and tagged for Arts & Entertainment (or as soon as an existing Arts & Entertainment event is updated).
What goes in the Calendar?
Events intended for a general audience. The Calendar is a tool to publicize and promote your event to the campus community (students, faculty and staff) and the local community (off-campus, alumni, parents). Your event doesn’t have to be open to everyone, but should be open to a broad enough group to be worthy of publicity.
What doesn’t go in the Calendar?
Private meetings with a closed attendance list (a list of known invitees beforehand). If you wouldn’t send out a broadcast email or post a flyer for your event, then it likely shouldn’t be on the Calendar.
How do I request to get my event in the Calendar?
Complete the Event Request Form after you have confirmed your location, setup and other details. Events will be briefly reviewed and edited for consistency by the Office of Communications & Marketing before appearing in the Calendar. Proof your submission carefully. Review the Guide to completing an Event Request.
Weird Confirmation Screens
If you receive an unusual conformation screen upon submitting your event, it could be due to an incorrectly formatted time entry. The Calendar requires time submissions in a particular format. Refer to the examples from the drop-down menus that appear and make revisions if necessary.
Event descriptiosn are critical to attracting an audience, as well as for proper categorization. Event promoters should craft brief and specific descriptions about their events - not just reiterate the event title. Descriptions help support proper event categorization, and calendar approvers may accidentally remove categories or miscategorize your event if its intent is not clearly communicated by the description. An event with a poor description will also not be considered for the "Featured" event category.
You can now submit a photo along with your event promotion request. Photos must be .gif or .jpg, no larger than 80K and reduced to fit within 280 x 280px space. Alt text is a very brief decription (max 75 characters) of the photo and is required.
What if I need to update/cancel my event in the Calendar?
Contact the Calendar Approvers with specific instructions and reference to a particular event.
Visitors will be notified of your updates assuming they requested that information or subscribed to the event.
What if my event has an unusual schedule?
If you can't properly schedule your event from the Event Request form use the Internal Notes field to describe the schedule. For instance, if your event spans many days on a recurring schedule but isn't available on the weekends.
What's the best way to present a speaker/seminar/concert series?
If you are promoting a series of events under a common theme the individual events can be connected to one another. Before submitting your events to the calendar please contact email@example.com to outline the event series.
At this time the Campus Calendar is for promoting event information that has some relationship with a Union organization or group.
How do I request additional publicity in the local media?
If your event is "Open to the Public" then when completing the Event Request Form include a message in the Internal Notes field.
What about R25?
The new Campus Calendar is a separate system from R25 and events will not automatically flow from R25 into the new Calendar. R25 is still necessary to reserve room space and other resources for your event. After you have confirmed the space visit the Calendar Event Request Form. If any details change please remember to contact the Calendar Approvers with specific instructions so your information can be updated on the Calendar.
Whom to contact with questions?
Contact the Calendar Approvers for questions related to the Calendar. If your question pertains to the event itself please contact the person listed within the Event Details.