University Events Scheduling and Communications

All event submissions must comply with the University Calendar’s submission guidelines. The Office of University Events Scheduling and Communication reserves the right to edit or reject any submission that does not meet these standards.

Workflow is in place so Space Approvers must first grant location approval before a Calendar Approver can finalize the calendar listing. Approvers may make minor edits directly or reach out to the requestor for clarification or additional information before making any necessary updates.

Workflow Overview: This process can take up to two weeks.

1. Event Submitted to 25Live  
2. Space Approvers review the request and approve/deny the space for the event    
3. If the space was approved, Calendar Approvers and Service Providers review the event and approve/deny their resource 
4. If calendar resource is added, the event can appear on the calendar the following day. 

Calendar Approvers are responsible for reviewing event submissions within their assigned areas to ensure each listing is accurate, relevant, and appropriate before approving it for publication on the University Calendar. Calendar Approvers are granted access to approve calendar submissions via 25Live. 

Calendar Approvers are responsible for checking that:

• There are no spelling or grammatical errors
• An appropriate image is included
• All relevant tags and filters have been applied

View the Calendar Approver List

If the event is not relevant to the specific calendar managed by the approver, they will deny the calendar resource request. Events may also be denied for having inadequate information. The requestor will be notified with a message explaining the reason for the denial and may be given the option to revise and resubmit the event.

Common reasons for calendar promotion denial:

• Missing key details (e.g., description, time, or location)
  • If an event is added to a calendar without the required details, it will be removed and moved to 'Tentative' status in 25Live. The event will remain there until it is updated with the necessary information.
• Event is not affiliated with Appalachian State University or lacks an official sponsor
• Duplicate of an already-submitted event
• Student-led or student-organized events that are not departmentally sponsored. Student-led events should be listed on Engage; faculty or staff sponsors may request inclusion on the University Calendar.
• Event is not appropriate or relevant to the selected calendar.