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.

The guidelines include:

• Criteria for Event Eligibility
• Submission Deadlines
• General Event Information
• Calendar Questions
• Calendar Filters and Tags
• Event Image Criteria

View this as a Google Document

Eligible Events

To be listed on the App State University Calendar, events must:

• Be sponsored by an App State division, college, unit, department, office or program.
• Be open to a broad campus audience (not limited to specific members or invite-only).

Examples of Eligible Events:

• Performances (concerts, theatre productions, art exhibits)
• Athletics Events
• Lectures and Speaker Series
• Open Houses and Admissions Events

Ineligible Events

The App State University Calendar is not intended for:

• Private or invitation-only events
• Club meetings or internal events with a limited audience
• Application or submission deadlines
• Non-university events that do not have an App State sponsor
• Student-led or student-organized events (these events should be listed on Engage or may be considered for the University Calendar at the request of the faculty/staff sponsor)

To allow sufficient time for necessary approvals and promotion, it is strongly recommended that events should be submitted at least 4-6 months in advance.

Please note:

• Events submitted 14 days or fewer before the event date will not be considered for inclusion on the University Calendar.
• Events submitted less than one month in advance are not guaranteed approval for calendar listing and may not receive the promotional support needed to enhance attendance.

Each event in 25Live, regardless of whether it will appear on a calendar, will need to answer the same basic information.

• Event Name 
• Event Title for Published Calendars
• Event Type
• Primary Sponsoring Organization
• Expected Head Count
• Event Description
• Date and Time
• Location
• Additional Questions for Service Providers 

For more details, check out the instructions on how to submit the 25Live Event Form.

Please pay close attention to your Event Title for Published Calendars and your Event Description.

When entering your information on the 25Live Event Form, you will be asked the question "Is this a public-facing event that you would like to be promoted on a calendar?"

Answering "Yes" will trigger the rest of the calendar questions. 

For more details, check out this list of calendar questions with detailed explanations.

The Event Form asks questions for three calendar filters. Please make sure you fill out these sections appropriately for your event to be best displayed on the calendar.

• Relevant audience
• Please select a relevant event type
• Please select a relevant interest
• Event tags

For examples and explanations of each filter option, please see the Calendar Filters document.

Please reference the Event Image Criteria page for more details.