Adding an Event Request through the Open Entry Submission Form
How to Submit an Event
Complete the form provided. Certain fields on the open event submission form
are required and some are optional. Any field that is marked with an asterisk
(*) is a required field and must be completed before you can finalize your
event submission. Other details regarding each field are noted below.
Event Submitted By
Any information entered in this area is for event processing only and will
never be displayed with the Calendar event details if approved for posting.
*First Name: This field supports up to 50 maximum characters.
*Last Name: This field supports up to 50 maximum characters.
*Email: This field supports up to 100 maximum characters. Be sure to check your email address carefully so that a Calendar administrator can contact you if there is a question with your event submission.
*Organization: This field supports up to 50 maximum characters. This
field can be used to reference your department name, community organization
name or other distinguishing information about the group you are representing
with the event submission.
*Phone #: This field supports 20 numeric characters.
This field supports 100 maximum characters.
You may select one, multiple or all Category(s) or Category(s)/Subcategory(s) from the list box provided. Click the checkbox beside of the Category/Subcategory that you would like to add your event for classification on the Calendar.
*Event Description: This field supports 1,000 maximum characters. HTML
can be entered within this field. You can also enter a hypertext link in this
field using "http://", "https://" or "www." and the hypertext link will be
automatically created for you once the event is approved and posted live to the
You may browse and upload an image that will display along with the other event
details. The image must be either a .GIF or a .JPG and the maximum file size should not exceed 80K. The maximum pixel size of
an uploaded image when displayed to the visitor on any screen is 280 X 280
pixels. The aspect ratio of any image that you upload will remain constant.
Image Alt Text:This text field allows you to enter image alt text if an
image has been uploaded. The alt attribute is used to specify text which will be displayed in place of your image if the image cannot be viewed for any reason. The image
alt text is required if any image has been uploaded. This field supports 75
Upload Attachment: You may browse and upload an attachment file that
will display as a link within the event details screen on the Calendar. The
attachments can be any of the following document types: .doc, .xls, .wav, .wmf, .wma, .jpg, .gif, .pdf, .avi, .mp3, .ram, .qt and .swf. *NOTE:
Attachments cannot exceed 5 MB.
Attachment Link Text: This text field allows you to enter text that will
serve as the link that a Visitor sees on the Calendar event details. Visitors
will be able to select this link in order to download/open the attachment file.
The Attachment link text is required if you choose to add an attachment. This
field supports 75 maximum characters.
You may select one or multiple locations for your event (locations choices can be made at the main location, building or room levels). There may be
up to three levels of locations for selection: Main Location/Building/Room.
If you do not see
your event location listed, do not make a selection and enter your location in
another appropriate field for consideration by the Calendar administrator.
The only information required for the event
schedule is the start date. All other fields are optional for selection.
- Start Date: You may either enter in a
valid date within the field provided (mm/dd/yyyy) or you may
use the Calendar Date selector to display an interactive
Calendar interface to select your start date.
- End Date: The end date field is
automatically updated to reflect the same date
entered/selected for the event start date. An alternate end
date(different from the start date) may be entered or
selected from the Calendar Date selector but it should be
cautioned that this will create a multi-day continuous
duration event. *NOTE: Most events
will have the same start and end date. Rarely will you want
to change the end date of the event to be a different date
than the start date since within Calendar this creates a
multi-day, continuous duration event. A true multi-day
event is something that begins at a select time on one date
and continues through to the end date/end time selected
without any break. An example of a multi-day event would
include a "Dance-a-Thon" or "Fall Registration" if
registration can be conducted at any time throughout the
- Recur Type:
If your event is part of a recurring series and follows a specific pattern, you
may select that recurring pattern from this drop-down.
- Number of Occurrences: If you have selected to repeat your event, you
will be required to select the number of repeating occurrences you would like
for your event series. As you change this selection, the Calendar submission
form will show you the date of the last occurrences in your series.
If "All Day" is selected, this checkbox disables the fields
for Start Time and End Time. If the checkbox for "All Day
Event" is left unselected, then you can choose to select/enter
from the Start Time and End Time fields. It is optional if
you want to enter a Start Time or End Time for the Event.
If you would like to add an event notice to display without a
Start Time/End Time or without the designation of "All Day
Event", then do not check the box for All Day Event and do not
select a Start Time or End Time.
Time selections made from this main screen will be applied to
all occurrences of your series as the starting and ending times.
You may enter the time in the text field provided (00:00 AM)
or you may click inside the text field to use the drop-down
selector. The End Time field will automatically show the
duration between the start time already selected and the end
time options in the drop-down.
This information is required to designate the contact person for any questions or additional information
related to this event. This information will be displayed along with the event
details to any visitor viewing your event.
Name: This field supports 100 maximum characters.
Phone #: This field supports 20 maximum numeric characters.
Email Address: This field supports 100 maximum characters.
Once you have completed the necessary event information, click the "SUBMIT"
button to finalize your entry and see a preview of your event details.
Review your event preview. If you would like to make changes to any of the
information, click the "BACK" button at the bottom of the preview screen. If
you are ready to finalize your event submission, click the "SUBMIT" button.
You will then see a confirmation screen that your event has been successfully
submitted for consideration. Please print the final confirmation screen for
your records. You will also receive an email confirmation with the event
details submitted. Please be sure to keep a copy of this confirmation email
since it will include a link to withdraw your event submission if you need to
in the future.
The event will be reviewed by the appropriate Calendar administrator(s) and you
will be notified via email once it is approved or denied for inclusion on the
Withdrawing your Event from the Calendar
You may withdraw your event request from consideration at any time. You must
have a copy of your original confirmation email in order to perform the
automated withdraw option. Click the link included in your confirmation email
and you will be asked to confirm that you want to withdraw the event. Click
"Yes" to confirm the withdraw/delete action or "No" to exit out of the withdraw