UO Calendar Instructions

Entering a New Event | Editing a Published Event | Canceling a Published Event

Events entered on the UO Calendar feed into the College of Design web calendars as well as the weekly College of Design Upcoming Events email.

Guidelines for filling out the event submission form are provided below. Please enter the event at least seven days prior to the event date whenever possible.

If you have any questions about entering events on the UO Calendar, email Kara Rowan at krowan@uoregon.edu or UO Calendar staff at uoevents@uoregon.edu.


Entering a New Event

To add an event to the UO Events Calendar, go to: http://calendar.uoregon.edu

Click the yellow “Submit an Event” button in the upper right corner.

Click the “Login with Duck ID” button. Log in with the first part of your UO email address before the @, and your email account password.

Complete the event entry form. Guidelines are provided for each form field below.

Event Name:

The goal is to allow people to understand key information about the event and match events to their interests simply by reading the title. Identify events as lecture, exhibit, reception, open house, etc.

Keep the event name fairly short as in the examples below. You can always put some of the information, such as long lecture names, at the top of the event description instead of in the title.

Please use title case. Do not put event names in all caps.

Examples from past events:

  • Department of Art Lecture Series—Taraneh Hemami: “Theory of Survival”
  • Landscape Architecture Lecture by Roxi Thoren (Lecture title was too long to include in the event name, so it was placed in the event description.)
  • Mary Kim McKeown Memorial Lecture by Carl Steinitz
  • PPPM SAC Speaker Series: Ocean Howell
  • Krause Gallery Exhibit: “Second Cousins”

Description:

Supply as much information as possible about the event. Please use at least 160 characters.

At the top of the description section, add any important details, such as full lecture title if it did not fit into the Event Name field.

Suggested information: bios of speakers; lecture descriptions; information about the lecture series or sponsors; explanations of student projects; descriptions of artwork; registration deadlines; links to registration pages and websites; etc.

Please include contact information so that attendees can reach out to someone if they need more information.

Please identify sponsoring departments or related courses when applicable.

In most cases, you should not include the date, time, and location of the event in the description section. The schedule/location information will appear at the top of the listing, just under the title, so adding it here would be redundant. However, you may add this information if you need to share additional details about the schedule or show that the event occurs in both Eugene and Portland.

Events that do not include at least a basic description will not be included in the weekly College of Design Upcoming Events email.

Start Date:

As you start to type, watch the text in the “Summary” field a bit further down the page. This field shows the date that will display in the calendar.

Start Time:

As you start to type, watch the text in the “Summary” field. This field shows the time that will display in the calendar. Make sure to specify “am” or “pm” as the calendar will default to “am” if neither are selected.

End Time:

Please enter an event time if applicable. If the end time is entered, it will display in the “Summary” field.

Repeating:

If the event occurs across more than one date, click in the “Repeating” field and a drop-down menu will open. Choose the category that fits your event.

Depending on the category you select, other fields will appear, such as “Every,” and “Repeating until.” Read through the options carefully and make the appropriate selections for your event. If none of the selections fits your event schedule, add additional event dates one at a time. (To add another date to the “Confirmed Dates” section, go back up to the Start Date field and put in a new date with start and end times. Click the blue “Include Above in Schedule” button.)

For events that occur across multiple consecutive dates, such as exhibits: When you get to the Event Type list further down the page, make sure to select “Recurring” (see more about Event Type below). This helps recurring events display properly in our website calendars, preventing them from repeating multiple times in the events feed. For events that repeat every once in a while, do not mark as recurring.

Once the date and time are complete, click the blue “Add Above to Schedule” button.

The date and time selections you have made will appear below the blue button in a section called, “Confirmed Dates.”

Editing Dates/Times:

Click the pencil icon next to any date in the “Confirmed Dates” section to change the start or end time.

Click the trash can icon to delete any date.

To add another date to the “Confirmed Dates” section, go back up to the Start Date field and put in a new date with start and end times. Click the blue “Include Above in Schedule” button.

Event Place:

Campus building names and addresses are programmed into the calendar.

Type several characters of the building name. The building name will appear below the field. Click on the building name to select it. The building address will automatically populate into the address field. This process links the event to the building. People can search for events happening in each building by clicking on “Places to Go” or by typing the building name into the search bar in the upper right corner. It also standardizes the way we list addresses.

If your event venue does not appear in the list, type it into the Event Place field and type the complete address into the Address field.

Room:

When applicable, please add a room number.

Twitter Hashtag:

If the event has a Twitter hashtag, enter the hashtag without the #.

Event Website:

Enter a URL if applicable.

Facebook Event Page:

Add a link only if there is a Facebook page dedicated to the event.

Event Photo:

Every event must have an image. If you do not upload an image, the default image will be displayed (the O). We do not use the default O in our Upcoming Events email and would prefer not to display it on our websites. You may use a headshot of the speaker, lecture poster, photo of art/design work, etc.

A thumbnail of the image will be generated and will display to the left of the event details. Calendar users can view the full-size image by clicking on the thumbnail, so go ahead and upload a large image. The maximum file size is 10MB, but please try to limit the file size to 500KB or less to keep page load times to a minimum for people on mobile devices.

Click “upload” to add an image. Browse to the file you want and click “Choose.”

Reposition and zoom into the photo as needed. Please note that this image crop will be reflected on the UO Calendar but not on the College of Design web calendars. This process is under development. Once your event is published, check the event calendar on your department’s website to see how the image renders there. If you find that the cropped image is problematic, you may need to upload a different image that works in all three image crops.

Event Type:

Click the arrow to the right of the Event Type field, and select as many event types as are applicable. You must select each event type individually.

Any event types you select will appear below the drop-down menu.

Some commonly selected event types include:

  • Free
  • Free Food
  • Portland
  • Art
  • Exhibit
  • Lecture
  • Symposium
  • Meeting
  • Open House
  • Recurring – This helps the event display appropriately on our web calendars. Select this event type for exhibits and other events that occur across multiple consecutive dates.
  • “Live After Five” – for events occurring between 5 pm and 2 am and open to students

Department:

Please choose “College of Design” from the Departments list when entering any new event.

Click the arrow to the right of the Department field, and select all appropriate College of Design departments/programs. You must select each tag one at a time. When you select a department/program, the calendar system will automatically select each department/program’s parent school. The school will only display after the event has been saved. Any departments/programs you select will appear below the Departments field after they are selected.

Please select “College of Design – Portland” for any events taking place in Portland.

When tags are selected from the Department field, the event is automatically pushed into the designated department/program, school, and college website calendars. The event is also added to the feed used to create the College of Design Upcoming Events email. See the Upcoming Events email page for more information.

Please obtain permission from units outside your own (particularly if they are outside the College of Design) before tagging them and thereby possibly posting events to their calendars.

Target Audience:

Click the arrow to the right of the Target Audience field to select all applicable audiences. Any audiences you select will appear below the field.

Please do not use the Residence Hall tags unless the event occurs in a residence hall.

Only include “Families” if the event is appropriate for or includes activities for children.

For public events, please select all of the following when applicable:

  • All Students
  • New Students
  • Graduate Students
  • Alumni
  • Faculty/Staff
  • General Public

Note: An event tagged “all students” will not be visible if a calendar user filters by events for “Graduate Students” or “New Students.” For this reason, “All Students,” “New Students,” and “Graduate Students” should be selected when appropriate.

Co-Curricular Domain:

Select one or more themes from this list if desired (not required). Visitors to the UO Calendar can sort events by these categories.

Read more about UO Advantage

Groups:

Select a group only if the event is directly related to or sponsored by one of the groups listed.

Ticket Cost:

Enter cost if applicable. If free, type “Free.”

Ticket Link:

Enter URL for ticket purchase if applicable.

Publishing Your Event:

Take one last glance through your event entry and then click the blue “Add Event” button at the bottom of the page to publish. The event will go into “pending” status and must be approved by a UO Calendar administrator before it will be visible to the public. Usually events are approved within 24 hours.

Events entered by core calendar users with elevated permissions are not subject to the approval process. Those events are visible to the public immediately after submission.

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Editing a Published Event

Both standard and core calendar users may only edit events they have created under their login. However, please note that all events are subject to review by UO Calendar staff/administrators and may be edited by UO Calendar staff/administrators as needed. Kara Rowan is the designated UO Calendar administrator for the College of Design. Please contact Kara Rowan at krowan@uoregon.edu if you would like to request edits to an event that you did not enter.

To edit your event, go to the event URL and click the blue “Edit Event” button on the lower right side of the page. If you do not know the URL, locate your event by typing a keyword into the search bar in the upper right corner of the UO Calendar landing page.

Read about editing dates and times

When you have finished editing, click the blue “Save Event” button at the bottom of the page.

For standard calendar users, the event will go back into pending status and the changes will be approved by a calendar administrator. During this time, the event will not be visible to the public. Changes are usually approved within 24 hours. Edits made to events posted by core users with elevated permissions will take effect immediately and events will remain visible to the public.


Canceling an Event

If an event has been canceled, edit the event rather than deleting it from the calendar. When events disappear from the calendar, this creates confusion for people who were planning to attend.

Add “canceled” at the beginning of the event title and mention the cancellation in the text body as well. This will help spread the word about the cancellation via the UO Calendar and College of Design websites.

 

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