University Calendar Tips

Adding events and programs to the Georgia State University calendar is one of the most effective ways to market events and programs throughout the university community. Events will appear on the Georgia State University calendar website, departmental websites and the division’s website. In addition, Public Relations scans the university calendar regularly and chooses certain entries to highlight on the main Georgia State University homepage, which is a great way for a department to be noticed by the university and the public community. Students who visit an event’s page can instantly share the event with their friends across all social media platforms using the buttons on the left of the event page. Not only is the university calendar effective, it is also free!

Student Affairs Calendar Policy
Each department or office with a university calendar presence is responsible for keeping the university calendar accurate, consistent and up to date. Errors will decrease the chance of events being featured on the Georgia State University homepage and will decrease the number of attendees.

Each department or unit within Student Engagement and Programs is responsible for assigning a staff member or student to add upcoming events and programs to the university calendar. Because of the program’s ease of use, the university allows students to add events. However, it is important to note that events will automatically appear in several locations online, and there is no preview option given prior to publication. Please make sure that the information is accurate and correct before an event is submitted. Each department or office is responsible for monitoring their own section of the university calendar.

Posters, flyers, screen ads and any other promotional material that is not specifically designed for the university calendar are not permitted to be uploaded to the university calendar as the Event Photo. Departments must submit a request for the university calendar image through the Print and Digital Media Request Form. The provided file must then be used as the event photo for the university calendar entry.

Event Title
The Event Title is one of the most important details of event promotion. It is what first catches the audience’s attention. The ideal Event Title is one that both catches the reader’s attention and provides an idea of what the event is about. For example, Renew You is a good title for an event about healthy New Year’s resolutions, since it is both memorable and relevant to the concept of making positive life changes.

Please note: The Event Title must match the title that appears on any promotional materials created for the program or event.

Event Description
A well-written Event Description informs attendees of the overall purpose of an event, the types of activities that will be occurring, and any important details attendees may need to know to get the most out of the experience. Try to keep the Event Description short and concise, using key words and phrases that students might search for on the website.

Start Date
Make sure the Start Date is accurate. An inaccurate date will decrease attendance. If this is a series of events, input the first day in this field. Multiple dates can be indicated in the Repeating field. The Start Date field allows any format of date and will automatically adjust it to the university calendar setting. Make sure that the date shows up accurately next to Summary at the bottom of the Schedule section.

Start Time & End Time
Make sure that the Start Time and End Time are accurate. If the event is open ended, the End Time can be left blank. If the event is occurring all day, leave both fields blank. However, it is best to have both a Start Time and End Time listed so attendees know exactly what to expect and can plan accordingly.

This field allows the submission of multiple dates for the same event in one entry. Each option has different fields to fill out. Double-check that the dates are correct next to Summary. Be aware that every date that is input will have the same Event Title and Event Description and will link to the same Event Page.

Use this to double-check that the date is correctly displayed. (The a.m. and p.m. will not be consistent with The Writer’s Style Guide due to limitations in the university calendar system.) Add Above to Schedule will confirm the date. The date must be confirmed before the event is submitted.

Event Place
When typing in this field, a drop-down list of common locations on campus will sometimes appear, such as Student Center East. This allows an editor to select an option and have the Address field filled in automatically. If the location is not in the system, select the option that starts with Use: to use the text exactly as it is typed.

This indicates which room or rooms the event is occurring in, if any. For example, the Event Place may be Student Center East, and the Room may be the Speaker’s Auditorium, or suite 206 for the Multicultural Center office. This field does not autofill like Event Place.

The address for the event, if it was not already autofilled after inputting Event Place, should include the street number, street, city, state and zip code. This will help accurately generate the map that appears under Getting Here on the Event Page, making it easier for attendees to locate the event.

Twitter Hashtag
Some events may have a special Twitter Hashtag, such as #TEDxGeorgiaStateU for TEDx talks hosted at the university. This informs attendees how they should tag any social media posts regarding the event. Social media posts can be helpful for both promoting and keeping record of the event’s activities. However, hashtags are not appropriate for every event, and they must be carefully considered so as not to appear offensive or unprofessional.

Event Website
In most cases, the Event Website will be the department’s main website. Some events will have an external (not Event Website. Make sure the URL is accurate and goes to the correct location.

Facebook Event Page
A Facebook Event Page should be associated with a university approved Facebook account, not a personal account.

Event Photo
Only use the calendar file provided by Creative Services. There are certain restraints on images in the university calendar system. Creative Services will create an image that meets all requirements. Adding the wrong file will result in poor graphics that do not meet the standards of the university and Student Affairs.

Event Type
This is an optional field that allows the assignment of one or more appropriate subject categories to an event. These categories allow interested parties (attendees or Public Relations) to search for specific Event Types. Use these options wisely so as not to clutter the categories with irrelevant events. For example, a budget management workshop would fall under the categories of Business & Economy and Workshops, but not Health & Wellness. Excessive use of inappropriate Event Types will reflect poorly on the department and decrease the usefulness of the feature.

Offices & Resources
This is one of the most important fields, as the options chosen here determine which departmental websites will show the event. Each department or office is only permitted to add events to their section of the calendar. Do not add other groups under this option, as calendar feeds are already configured to pull from like areas.

There is another field labeled Department/Group that might be confused for this option. Please leave that field blank.

Multiple options can be selected in this field, such as both Students and Faculty/Staff. This helps the calendar entry reach the appropriate target audience.

With events happening on six campuses, it is important to note which campus or campuses are hosting a specific event. This also informs students if they are eligible to attend.

If an event requires preregistration but is free, Ticket Cost should be left blank while the Ticket Link field should give a URL location to register for the event. This will change the Buy Tickets button on the event page to say Register. Leave both fields blank if there is no ticket or preregistration required. No button will be shown in this case.

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