Submit an event for consideration

When you are ready to submit your event to a campus group(s) for consideration and approval, click the “Submit an event” button at the top right corner of your screen, which will populate the submission form. Keeping the calendar’s Editorial Best Practices & Guidelines in mind, fill out all the details pertaining to your event, which should be considered “calendar-ready” at the time of submission. Note that incomplete submissions with language such as “Location TBD” or “Speaker TK” are not permitted. 

• In the Main info section, within the required “Event Name” and “Description” fields, fill out your event’s title and description, setting the drop-down “Status” field to “Live.” 

• Within the Schedule section, specify your event’s start date, start time, and end time in the labeled fields. If your event repeats, click the “Repeating” drop-down menu and indicate how often the event will repeat. Depending on the cadence cycle, additional fields will populate to ensure schedule accuracy. (If your event takes place only once, set the “Repeating” drop-down menu to “Never.”) 

After adding your event’s schedule, check under the section’s “Summary” to ensure the date(s) and time(s) are accurate. If accurate, click “Add Above to Schedule” to finalize. If inaccurate, click the “Overwrite scheduled dates” checkbox and “Replace Existing Schedule” to make the appropriate changes. In the generated list, either edit the instance by clicking on the pencil icon or delete the instance by clicking on the trashcan icon. 

• Under the Location section, indicate which type of experience the event will be in the drop-down menu: in person (an event that’s in-person only), hybrid (accommodating both in-person and online attendees), or virtual (online only). Depending on how you answer, the conditional location fields will populate accordingly. 

• Under Additional Details, if your event includes a social media hashtag, add the one-word tag in the “Hashtag” field. (Note: the # will be added automatically.) And if your event includes a separate website, add the link to the “Event Website” field. 

• In the Photo section, upload a university-appropriate, landscape-oriented (horizontal) image set in at least the following dimensions: 940 x 557 pixels. The maximum supported file size is 5,000 x 5,000 pixels. 

If an event photo is unavailable, you can select a more representative image from the Campus Photos catalog for relevant options to choose from. 

After uploading your photo, include a concise image description in the “Photo Description” field. (Note: You can crop your photo by clicking the square tool icon or delete it by clicking the trashcan icon.)  

• Under the Filters section, in the “Group” dropdown menu, you must choose at least one campus group at Yale to tag your event to. Once that group(s) is tagged, the administrator for that group will then be responsible for reviewing your submission and, if accepted, publishing it to their calendar. If you’re unsure of which campus group to tag, or can’t find it in the dropdown, select the Office of Public Affairs & Communications (OPAC).

• In the Ticketing section, specify if your event has any ticketing costs associated in the “Ticket Cost” field; if the attendee needs to purchase their ticket, include the website link in the “Ticket Link” field. 

End-user events are not automatically approved and pushed live to the calendar. Once your submission is received, your event will enter the calendar administrators’ “Pending View,” where the tagged group admin will determine if it is appropriate for their calendar. Through the system, and via email, you will be notified if your event has been approved or rejected; if your event is rejected, the admin may choose to explain why in the accompanying note field, where you may be invited to re-submit your event assuming all reasons for the initial rejection are addressed.