Submitting Events to the Campus Calendar – Strategic Communications

How to submit an event to the Campus Calendar

Before we get started, it’s important to note that UA’s calendar is for events hosted, organized, or sponsored by one or more UA units, offices, departments, schools, colleges, and alumni groups. Student organizations must use the Division of Student Life’s Engage Events Calendar to submit events.

The UA Events Calendar does not accept event postings from non-university entities intending to promote local events without a direct tie to UA. Non-university entities are encouraged to submit events to VisitTuscaloosa’s Calendar of Events.

Events may take up to 2 business days to be approved. To ensure maximum exposure for your events, please submit events at least two weeks before the date of an event.

You may have questions about the options that are available to you on the new Campus Calendar. We’ll go through the list of options and what they mean on this page so that you are able to reach your target audience and effectively communicate your event information.

Quick Start Guide

Looking for a quick guide to submitting events? Follow these steps to quickly submit an event to the UA Events Calendar.

Go to calendar.ua.edu and look for the “Log In” link at the top right of the page.
Click on the button labelled “Log in with myBamaID”
Click on the “Submit an event” that is now displaying at the top right of the page.
Fill out the submit event form with as many details as you can and click on Add Event.

Once your event has been approved you will receive a notification via email.

Main Info Field

This is the first field on the submit event form. The title of your event should go here. Correctly labelling your event is the first step to success!

Description Required

This is the second field on the form and it’s where all relevant information describing your event should go. Formatting your text effectively is important. Readability, with attention to appropriate separation of paragraphs and use of descriptive links (when referencing websites) is important. Keep in mind that making your content accessible is important.

Schedule Fields

The schedule fields are fields that tell visitors to the calendar the exact date, start time, and end time for your event. Please note that when you start inputting information for these fields, information will be generated on the page detailing the day, time and frequency of your event will occur. Let’s go over those fields now.

Start Date – This field is going to be the day that your event starts. The format for this field is Month/Day/Year. An example of how you would input this into the field would be “01/01/2020” if your event occurred on January 1st, 2020.

Start Time – This field indicates what time your event is going to begin. The format for this field is the time followed by am or pm. An example of how you would input this into the field would be “2:00 pm” if your event started at 2 in the afternoon.

End Time – This field indicates what time your event is going to finish. The format for this field is also the time followed by am or pm. An example of how you would input this into the field would be “3:00 pm” if your event ended at 3 in the afternoon.

Repeating – This field provides the option to have your event repeatedly occur. An example of this would be if a museum had an exhibition that was scheduled to occur over months of time. The number of days as well as the frequency can be selected in this section.

Location Fields

These fields let users know exactly where your event will be occurring. Let’s address them below.

Place Field – This is going to be the name of the building on campus that your event is occurring in. The majority of places or buildings have been added to the UA Events calendar already. If you begin typing the name of a building into the Place field then it should display the location (if it already exists) as an option to be selected as you are typing. If the place already exists in the calendar then once you enter the place the address field should automatically fill in. If it doesn’t then you will need to enter the address for your event manually.

Room Field – This will be the name or number of the room in the building that you are having your event. If your event was going to be held in the Great Hall in the Ferguson Center then you would just enter “Great Hall”.

Address Field – This will be autofilled if the place (building) that you enter currently exists as a location on the UA Calendar. If an address is not automatically generated then you will need to fill in this information.

Image of Additional Detail fields (Hashtag, Event Website) on event submission form.

Additional Details Fields

These are for additional information concerning your event.

Hashtag Field – This is where you would input a hashtag if you were using one with your event.

Event Website field – This is where you want to enter your website URL for your specific event to direct people to it.

Photo Section

The photo section is for uploading photos for your event. If you do not include a photo then a fallback photo for the building that your event is occuring in will be displayed. It is important to remember to follow accessibility guidelines whenever you include photos in your content. If images contain important information such as text then should always have alternate text. If an image is just for decorative purposes alternate text isn’t needed.

Image of Filter fields (event type, topic, department, target audience, athletic, group) on event submission form.

Filter section

The filter section allows you to promote your event to your intended audiences. There are several different fields to select from here and we’ll go through each one below.

Event Type filter – This lets you select what type of event type you need for your event. The current options are:

Academic Dates & Deadlines
Commencement
Concerts & Performances
Fundraisers
Lectures & Presentations
Meetings & Conferences
Sporting Events
- Intramural
- Watch
Workshops and Seminars

These event types are not final and are subject to change as needed.

Topic filter – This lets you select which topics apply to your event. The current options are:

Academic
Arts
Campus Life
Diversity
Health & Wellness
Lectures and Speakers
Research
Science & Technology
Workshops and Seminars

These topics are not final and are subject to change as needed.

Department filter – This allows you to select which Department is hosting your event. The departments can be viewed by clicking on the department field drop down box and scrolling down the list. If your department isn’t listed please send a request to have it added to web@ua.edu.

Target Audience filter – This allows you to select which audience you want your event to reach. You can select multiple target audiences for an event. The current options are:

Alumni
Faculty & Staff
Families
General Public
Prospective Students
Students

These target audiences are not final and are subject to change as needed.

Group filter – This is for selecting applicable groups for an event.

The group filter options are not final and are subject to change as needed.

Ticketing Fields

The ticketing fields are where you will place your event cost and ticket website if you have one.

Ticket Cost field – This will be where the amount required to attend the event is entered.

Ticket Link field – This is where you enter the website URL that will handle ticket sales if you have one.

Image of cancel and submit buttons on event submission form.

Final Step: Submitting Your Event

Finally, at the bottom of the submit event page you will see two options available: Cancel and Add Event. If you’re ready to submit your event just click on “Add Event” and your event will be submitted to the pending queue. Once your event has been approved it will then appear as a live event on the calendar.

Please remember that if you need to make changes to your event it will go back into the pending queue and need to be approved again.