Revised 19 November 2009

Event Submission Guidelines

WHAT?

All Tulane-affiliated events that are open to public or have a wide student or employee audience should be entered in the Tulane Calendar of Events. Posting events offers an opportunity to showcase Tulane's vibrant community and can help avoid scheduling conflicts. Internal private meetings are best managed through the University's e-mail calendaring system.

NOTE: An event posting does not constitute a venue reservation,
            nor does it confer official sanction by the University.

WHO & HOW?

Any member of the Tulane University community (student, staff or faculty) can submit an event for listing in the Calendar of Events. Events must take place on a Tulane campus, or be sponsored by a department or officially registered organization of Tulane. Events are approved for posting within two days.

• Current Tulane Users: Use the secure online form to submit events. When accessing the form, you will be asked for your Tulane User ID and password (See Submission Form Tips below).
  
  Trouble accessing the submit form in the sidebar? Try this submit form.
  
  
• Registered Calendar Contributors: Faculty and staff who want to make regular calendar contributions can receive registered accounts for themselves and/or their student employees.
  Calendar Contributors have two special privileges:
  
  
  • Ability to post images to events
  • Ability to edit previously submitted events. When you edit an event, it could take up to 6 hours for the changes to display. If you need immediate assistance, contact the Office of Web Communications.
    
    
  TIP:  Person A (assistant or student employee) logs in, lists Person B (manager or staff member) as the “submitter contact” and lists the department or organization e-mail as the “public contact,” e.g., pr@tulane.edu. Both Person A and Person B can visit "Edit Your Events" if both have registered Calendar Contributor accounts.
  
  Send an e-mail to calendar@tulane.edu to request an account. We suggest you bookmark in your Firefox browser the "Edit Your Events" URL at https://authoring.tulane.edu/calendar/submit/edits.cfm.
  
  
• Other Requests: For outside organizations without a Tulane account, if your event is on a Tulane campus and open to the public, ask the person making your reservation to submit your event to the calendar, otherwise send your event information to calendar@tulane.edu. Please include:
  

FEATURED EVENTS

The calendar administrators coordinate featuring events in the calendar's spotlight. Featured events must have broad appeal and are usually open to the public or at least the Tulane community. Uploaded images appear for featured events listings in addition to the event detail.

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Submission Form Tips

for Tulane Users

Follow the form instructions. Required fields have one large asterisk (*). Recommended fields that have two smaller asterisks (**) appear in several calendar views. Try to complete them also.

Here are some additional tips:

CONTACT INFO

You can overwrite the pre-populated fields. Make sure to change the second set of contact info that will be published for general inquiries if you are not the event contact.

DATE, TIME & PLACE

Tulane campuses or related buildings or quad venues are listed. If you would like to edit or add a venue, send your request to calendar@tulane.edu

We will be adding an option to enter recurring events more easily. For now, set your browser preferences to remember form entries if you are entering the same event information multiple times in one session.

An event can be defined without physical location, such as an online fundraiser (though the sponsor organization still needs to be officially registered with Tulane).

DEFINE & PROMOTE YOUR EVENT

Sponsor:

All Tulane sponsors should be listed. 

• The only sponsors listed with "Tulane" as the first word are "Tulane University" or "Tulane Medical Center." All others would be found by the next key word of their name, with the exception of "Department" or "Office." 
  
• All schools start with "School" and all student governments start with "Student Government."
  
• Most others are listed by true name, often not their acronym.
• If an outside organization is not listed, you can select "other non-Tulane organization."
• If you would like to edit or add an organization, send your request to calendar@tulane.edu.
  

EVENT DETAILS & ADMISSION INFO

Enter the other fields as much as possible, especially the two description ones.

Event Title:

• Do not use all caps, italics, bold or any html code.
  
• Keep it short, but descriptive.
• Avoid starting with an article (A, An, The) or “Tulane.”
  

Examples:

If your publicity title is: Jane Smith: Reading "The Sky Was Blue"
Submit to the Calendar like this:

Reading of “The Sky Was Blue”  ------------------  (title field)
Creative Writing Series runs through Nov. 1 --- (subtitle field)
Jane Smith, author and scholar from UNL ----- (speaker/performer field)

If the speaker is widely known, then the title field might break these guidelines:

An Evening With Al Gore ------------------  (title field)

Description:

If copying text from a document or website, you should first  paste into Notepad (PC) or TextEdit (Mac) to remove formatting

Adding a Hyperlink: If you have a website, or any other link not covered on this form, you can create hyperlinked text in the full description.

 

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Ideas to improve this page? E-mail calendar@tulane.edu