If you have a class poster session, or are hosting a special speaker, or are creating a Zoom event, you can post it to the UO Calendar and have it show up on the CAS and department events webpage.   This in turn can be pushed to CAS social media feeds and increase the turnout for your event.  Special event announcements can help create a buzz about CAS that keeps it on prospective and current students’ radar.

BEFORE YOU BEGIN
 

Prepare your event text

Write out your text in a word processor so that you can copy-and-paste it into a submission form.  It’s best to use imperative language instead of leading with questions (i.e. use “Come and see the violence inherent in the system!” instead of “Are you interested in seeing the violence inherent in the system?” You don’t want to give potential attendees a possibility of answering “No,” and stopping reading.)

Your event text can be long, but you may wish to aim for a three-or-four sentence summary – remember, the text will be showing up as tiles on a web-based calendar, and likely read on a mobile device.  You can be verbose, but the text that shows up on the UO Calendar will be truncated and the full text won’t be available less an interested participant clicks on the text to expand it.

Prepare your event image.

https://calendar.uoregon.edu/ uses square-cropped jpg, gif, or png files.  It will not accept PDFs.  Use landscape images at a ratio of something approximating 500 px wide and 485 px tall.   

Create a square image for your event but pad the top and bottom of it with a sacrificial buffer of about fifteen pixels (assuming you start with a 500 px square image) that can be cropped away without adversely altering the image or its message.  If you don’t take into account the 500 X 485 ratio, a portrait orientated photo of your speaker stands a good chance of having their forehead sliced off, or a portrait orientated event flyer will could lose information from the top and bottom.

SUBMITTING AN EVENT

Once you have your text and image prepared, go to the site https://calendar.uoregon.edu/ and login with your DuckID.

Click on the yellow “Submit an Event” button; this will take you to https://calendar.uoregon.edu/event/create
 

The event creation page is in two columns; information labels are on the left, and the fields you’ll need to fill in are on the right.

Event Name:  This should be short and concise; if it’s super-long or overly detailed, the headline entry will look odd.

Description:  This field will accept light formatting: boldface, HTML links, etc.   Either type or paste in your descriptive text here.   You don’t need to include the date, time, and place in the description; that information goes into a separate field. 

Status:  Almost always the default option, “Live”

SCHEDULE SECTION:

Start Date:  Enter in the start date of the event.  The form says it will accept relative dates – specific dates may be a better choice to avoid mis-scheduling. 

Start Time:  Enter the start time of the event.  This field will accept military time.

End Time:  Enter the end time of the event.  This field will accept military time.

Repeating:  The default is “Never.”   Use Never for one-time events.  The next most probable choice in the drop-down menu after “Never” is likely “Every Day.”  If you choose to create a repeating event, different types of options will appear, depending on the periodicity of your event (every day, every week,  etc).   

Once you’ve entered in a date and time, click on the blue “Add Above to Schedule” button.  This will create a time entry for the event.  The button will change to “Include Above in Schedule”;  if your event repeats at irregular intervals (say, the same event repeats an hour later), you may wish to edit the date and time and press the blue button again to add a second date and time to the event. 

Review the dates and times in the CONFIRMED DATES section.  If all is as it should be, continue.

LOCATION SECTION:

Experience:  The default is “In-Person.”  Change to “Hybrid” or “Virtual” as needed.  Different selections will determine which of the physical location event fields and virtual location event fields appear.

Place:  Begin typing in the location of your event; the field will auto-suggest places as you type.  You can choose the suggestion, or you can type in a custom location.   Typical event places could be:  Chapman Hall, Chapman-Tykeson Lawn, Global Scholars Hall, or some off-campus venue.

Room:  You can use a room number, or a location such as “First Floor Commons,” or “Fishbowl”.

Address:  This field will auto-populate if the form recognizes the building or location as on a UO campus.  If the event is off-campus, say “Tsunami Books,” you’ll need to supply an address. 

Directions:  This field will only appear if the event is located off-campus.

Dial-In Instructions:  This field is for instructions for participants to connect via Zoom or other virtual meeting tools.

Stream Embed Code:  This field is for pasting in embedded video code from a web streaming service. 

ADDITIONAL DETAILS SECTION:

Hashtag:  This field is confusing, because it will only accept one hashtag, and it will prepend the # symbol for you (which is not apparent).   Ideally, type in “uocas” (without the hashtag). This will link the UO Calendar event to the CAS Facebook and Twitter feed.   Don’t try typing in two hashtags; you’ll just make a weird link.
**Preferably, if you have any news/events like to be posted in CAS social media, please contact CAS Communication team.

Event Website:   There are several options.  You could type in the generic CAS website address:  https://cas.uoregon.edu.  If the event has its own special web page, type in that.  Or simply leave it blank.

PHOTO SECTION

Event Photo:  This is a file-drop field.  It’s best to have a simple photo to use.  Make sure to use a photo that doesn’t infringe on someone’s copyright – don’t grab a random photo off of the web or an image from Disney unless you want to get a take-down notice (or fine).  Generically, use either a photo of the west end of Chapman Hall, or else the UO O logo.  CAS has a collection of photos we can use, and we have access to Central Communication’s photo resources.  Remember, the photo will be cropped so that it’s either square for the UO Calendar or a slightly landscape rectangle for the CAS website.

FILTERS SECTION

Select various filter options to allow the event to be more easily discovered, and to make it appear on CAS websites.

Event Type:  This is a drop-down menu that will make suggestions based on what you type. It supports multiple selections.   Typical sections could be Academic, Awards, Research, Art, Exhibit, Lecture, Presentation, Reception, Seminar, Quack Chat, Week of Welcome and various cultural awareness options. 

Department:  Another multi-choice drop-down menu.  Make sure to choose College of Arts and Sciences so that the event shows up on the CAS website and also your department so it appears on the department website. Do not tag other departments unless it crosses the departments as it will show up redundantly on other department websites.

Target Audience:  Another muti-choice drop-down menu.  Suggested options are:  All students, alumni, faculty and staff, general public, undergraduate students. 

Group:  Another multi-choice drop-down menu.  This lists many UO student organizations and clubs.  As of the time of this writing, there is no CAS groups listed.

TICKETING SECTION

Ticket Cost:  This is a field where you could type in the price of tickets.  Most likely you will want to leave this blank. 

Ticket Link:  Use this field to direct attendees to a web-based ticket vendor.

Once you’ve put in as much information as you can, click on the blue “Add Event” button. 

The website will think to itself and return you to the main UO Calendar page.

UO Calendar staff will review the event; it usually takes anywhere from a few hours to a few days for the event to be posted.  Between the time event submission and event approval, you will be able to make changes to the posting.   You will receive a confirmation e-mail from University of Oregon Events <uoevents@uoregon.edu> once your event has been posted to the UO Calendar.

Pending and upcoming events will appear in your UO Calendar dashboard.

Posting Events to the UO Calendar

If you have a class poster session, or are hosting a special speaker, or are creating a Zoom event, you can post it to the UO Calendar and have it show up on the CAS and department events webpage.   This in turn can be pushed to CAS social media feeds and increase the turnout for your event.  Special event announcements can help create a buzz about CAS that keeps it on prospective and current students’ radar.

BEFORE YOU BEGIN

Prepare your event text

Write out your text in a word processor so that you can copy-and-paste it into a submission form.  It’s best to use imperative language instead of leading with questions (i.e. use “Come and see the violence inherent in the system!” instead of “Are you interested in seeing the violence inherent in the system?” You don’t want to give potential attendees a possibility of answering “No,” and stopping reading.)

Your event text can be long, but you may wish to aim for a three-or-four sentence summary – remember, the text will be showing up as tiles on a web-based calendar, and likely read on a mobile device.  You can be verbose, but the text that shows up on the UO Calendar will be truncated and the full text won’t be available less an interested participant clicks on the text to expand it.

Prepare your event image.

https://calendar.uoregon.edu/ uses square-cropped jpg, gif, or png files.  It will not accept PDFs.  Use landscape images at a ratio of something approximating 500 px wide and 485 px tall.   

Create a square image for your event but pad the top and bottom of it with a sacrificial buffer of about fifteen pixels (assuming you start with a 500 px square image) that can be cropped away without adversely altering the image or its message.  If you don’t take into account the 500 X 485 ratio, a portrait orientated photo of your speaker stands a good chance of having their forehead sliced off, or a portrait orientated event flyer will could lose information from the top and bottom.

SUBMITTING AN EVENT

Once you have your text and image prepared, go to the site https://calendar.uoregon.edu/ and login with your DuckID.

Click on the yellow “Submit an Event” button; this will take you to https://calendar.uoregon.edu/event/create

The event creation page is in two columns; information labels are on the left, and the fields you’ll need to fill in are on the right.

Event Name:  This should be short and concise; if it’s super-long or overly detailed, the headline entry will look odd.

Description:  This field will accept light formatting: boldface, HTML links, etc.   Either type or paste in your descriptive text here.   You don’t need to include the date, time, and place in the description; that information goes into a separate field. 

Status:  Almost always the default option, “Live”

SCHEDULE SECTION:

Start Date:  Enter in the start date of the event.  The form says it will accept relative dates – specific dates may be a better choice to avoid mis-scheduling. 

Start Time:  Enter the start time of the event.  This field will accept military time.

End Time:  Enter the end time of the event.  This field will accept military time.

Repeating:  The default is “Never.”   Use Never for one-time events.  The next most probable choice in the drop-down menu after “Never” is likely “Every Day.”  If you choose to create a repeating event, different types of options will appear, depending on the periodicity of your event (every day, every week,  etc).   

Once you’ve entered in a date and time, click on the blue “Add Above to Schedule” button.  This will create a time entry for the event.  The button will change to “Include Above in Schedule”;  if your event repeats at irregular intervals (say, the same event repeats an hour later), you may wish to edit the date and time and press the blue button again to add a second date and time to the event. 

Review the dates and times in the CONFIRMED DATES section.  If all is as it should be, continue.

LOCATION SECTION:

Experience:  The default is “In-Person.”  Change to “Hybrid” or “Virtual” as needed.  Different selections will determine which of the physical location event fields and virtual location event fields appear.

Place:  Begin typing in the location of your event; the field will auto-suggest places as you type.  You can choose the suggestion, or you can type in a custom location.   Typical event places could be:  Chapman Hall, Chapman-Tykeson Lawn, Global Scholars Hall, or some off-campus venue.

Room:  You can use a room number, or a location such as “First Floor Commons,” or “Fishbowl”.

Address:  This field will auto-populate if the form recognizes the building or location as on a UO campus.  If the event is off-campus, say “Tsunami Books,” you’ll need to supply an address. 

Directions:  This field will only appear if the event is located off-campus.

Dial-In Instructions:  This field is for instructions for participants to connect via Zoom or other virtual meeting tools.

Stream Embed Code:  This field is for pasting in embedded video code from a web streaming service. 

ADDITIONAL DETAILS SECTION:

Hashtag:  This field is confusing, because it will only accept one hashtag, and it will prepend the # symbol for you (which is not apparent).   Ideally, type in “uocas” (without the hashtag). This will link the UO Calendar event to the CAS Facebook and Twitter feed.   Don’t try typing in two hashtags; you’ll just make a weird link.
**Preferably, if you have any news/events like to be posted in CAS social media, please contact CAS Communication team.

Event Website:   There are several options.  You could type in the generic CAS website address:  https://cas.uoregon.edu.  If the event has its own special web page, type in that.  Or simply leave it blank.

PHOTO SECTION

Event Photo:  This is a file-drop field.  It’s best to have a simple photo to use.  Make sure to use a photo that doesn’t infringe on someone’s copyright – don’t grab a random photo off of the web or an image from Disney unless you want to get a take-down notice (or fine).  Generically, use either a photo of the west end of Chapman Hall, or else the UO O logo.  CAS has a collection of photos we can use, and we have access to Central Communication’s photo resources.  Remember, the photo will be cropped so that it’s either square for the UO Calendar or a slightly landscape rectangle for the CAS website.

FILTERS SECTION

Select various filter options to allow the event to be more easily discovered, and to make it appear on CAS websites.

Event Type:  This is a drop-down menu that will make suggestions based on what you type. It supports multiple selections.   Typical sections could be Academic, Awards, Research, Art, Exhibit, Lecture, Presentation, Reception, Seminar, Quack Chat, Week of Welcome and various cultural awareness options. 

Department:  Another multi-choice drop-down menu.  Make sure to choose College of Arts and Sciences so that the event shows up on the CAS website and also your department so it appears on the department website. Do not tag other departments unless it crosses the departments as it will show up redundantly on other department websites.

Target Audience:  Another muti-choice drop-down menu.  Suggested options are:  All students, alumni, faculty and staff, general public, undergraduate students. 

Group:  Another multi-choice drop-down menu.  This lists many UO student organizations and clubs.  As of the time of this writing, there is no CAS groups listed.

TICKETING SECTION

Ticket Cost:  This is a field where you could type in the price of tickets.  Most likely you will want to leave this blank. 

Ticket Link:  Use this field to direct attendees to a web-based ticket vendor.

Once you’ve put in as much information as you can, click on the blue “Add Event” button. 

The website will think to itself and return you to the main UO Calendar page.

UO Calendar staff will review the event; it usually takes anywhere from a few hours to a few days for the event to be posted.  Between the time event submission and event approval, you will be able to make changes to the posting.   You will receive a confirmation e-mail from University of Oregon Events <uoevents@uoregon.edu> once your event has been posted to the UO Calendar.

Pending and upcoming events will appear in your UO Calendar dashboard.