University Events Scheduling and Communications

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

UESC may make minor edits directly to events or reach out to the requestor for clarification or additional information before making any necessary updates.

The guidelines include:

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

View this as a Google Document

Eligible Events

Please review the ‘Where Does My Event Go?’ document to determine whether your event is eligible for a Localist calendar.

Submission Deadlines

• To allow 3-4 weeks of calendar promotion, an event should be submitted 6 weeks in advance of the event date. 
• Events should be submitted at least 15 days before the event date. Events submitted 14 days or less before the event date will not be included on the University Calendar.

When Will Your Event Post

Events will take a minimum of 2-3 business days after submission before they go live on the University Calendar. This time will be extended if follow up questions or revisions are required.

Event Approval Process

Approval Process 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. Service Providers review the event and approve/deny their resource 
4. The Office of University Events Scheduling and Communications reviews the event and makes any necessary adjustments. The event can appear on the calendar the following day. 

There are two types of event forms used to post events on the University Calendar, the 25Live Event Form and Localist Event Form. The majority of events will come from the 25Live Event Form, while events that are not held on campus will use the Localist Event Form. For more specifics, please see below.

25Live Event Form

Use the 25Live Event Form to submit requests for:

• Events held on Campus
• Events taking place at an App State-owned facility
• Events with Multiple Locations
• Conferences (submit in 25Live first - you will be emailed instructions to build your event in the Localist)

Localist Event Form

To use the Localist Event Form, contact the Calendar Administrator at calendaradmin@appstate.edu. Use the Localist Event Form to submit requests for:

• Events not held at an App State facility