The calendar system is much more than a datebook for our departments. Prospective students, residents and faculty judge our school’s vibrancy, in part, by how active our calendar is and how interesting our events appear. Members of the community use it to find out about lectures, workshops and other events relevant to their professional and personal interests.
In terms of publicity, that big, important event you’ve worked on doesn’t exist until you post it to the calendar. It only exists for all your potential attendees when you write a posting that gives them complete, meaningful information. Also, the Office of Communications can help promote your events only when we know about them—and the calendar is our primary source for that information.
Every guideline on this page supports a few core principles for smart, successful event postings:
Gather all the information your attendees might need so you can post your event at least four weeks in advance. People often need to see an event listing multiple times to decide to attend—and if they want to go, they still need enough lead time to work it into their schedules.
This page outlines how best to use the calendar to publicize your events. For step-by-step instructions on creating posts in the calendar interface, see our guide to Using the Calendar System.
If you’re having trouble accessing the calendar or have technical questions, please contact the Office of Medical Computing for assistance:
The Costs entry box in the calendar posting interface is small, but it will accommodate as much text as you want to enter. If your event has complicated cost information—$35 for non-UB attendees, $15 for UB faculty and staff, free for students—enter all that into the Costs box.
Readers can’t click URLs entered in the Event Details field, so use the dedicated URL fields to provide links to speaker profiles or CVs, associated websites or other materials, and so on. Give each URL a descriptive name (“CV: Marion DiSalva, PhD” or “Registration Details,” for example).
Only use the calendar’s recurring event functionality for events where none of the details change.
For series such as Grand Rounds that feature different speakers and topics each time, make a separate posting for each event within the series. Put the lecture’s individual title in the Event Title field and describe the lecture’s topic in the Description field.
When you need to cancel an event, don’t delete its posting from the calendar. Instead, edit its title to include the word CANCELLED. This is the only time you should use all caps.
If the event has been or will be rescheduled, edit its description to let people know where to find more information.