Guidelines for use of UofM Campus Calendar

Who can submit events to the calendar for approval?

Faculty, staff and students with a @memphis.edu email address are encouraged to submit events to the calendar to increase exposure and share information with the campus community.

What types of events may be posted?

• Events may include, but are not limited to:
  • University-sponsored lectures
  • Workshops
  • Training programs
  • Arts events
  • Sporting events
  • Social events
  • University holidays
  • Academic deadlines
    
    
• They may include on-campus events or selected off-campus events sponsored by a UofM group/department/college.
  
  
• Only open events will be approved to be listed. Paid/ticketed events are acceptable as long as anyone has an opportunity to purchase a ticket. Events restricted to a specific guest list will not be added.
  • NOTE: This calendar is for sharing purposes only. Those planning events are responsible for collecting payments and/or registrations using their own determined platform. 
    
    
• Events must be of broad interest to the overall campus community, a large segment of the campus community (e.g., all faculty, staff or students) or the general public.
  
  
• Campus calendar postings will be restricted to events sponsored or co-sponsored by organizations or departments officially with the University of Memphis.

How do I submit events to the calendar?

• Calendar requests will only be accepted through the “Submit an Event” form.
• It is encouraged to use the UofM Campus Calendar as a planning resource before scheduling your event to see if other events may overlap.
  
  

Before submitting a request, please review the various form questions to ensure you have all the information needed for your event to be approved and published to the calendar.  

• TITLE:
  • Use a descriptive title. For example, rather than “Chemistry Seminar,” give the name of the seminar topic. 
    
    
• EVENT HOST:
  • Campus calendar postings will be restricted to events sponsored or co-sponsored by organizations or departments officially with the University of Memphis.
  • On the “Submit an Event” form, please select the category that best describes the host organization for the event. 
    
    
• EVENT DESCRIPTION:
  • Since the calendar is viewable to the general public, include who the event is for in the body field. Keep your description short while including why the viewer would want to attend.
  • Spell out acronyms on first reference, avoid exclamation points, check spelling and indicate if RSVP is required.
  • If registration or RSVP is required for your event, you must use your own method or platform to manage those requirements. The “Submit an Event” form includes a field to add a link to your registration or RSVP platform. 
    
    
• EVENT TAGS
  • Tags filter events on the published calendar. On the “Submit an Event” form you can add tag words that best describe or align with your event, such as academics, webinar, luncheon, athletics, basketball, performing arts, exhibition, information fair, etc.
    
    
• LOCATION, DATE AND TIME:
  • IMPORTANT: Event space must be reserved and confirmed through the office of Conference and Event Services using their Virtual EMS reservation system. Your VMS Reservation ID will be required before your event can be added to the UofM calendar.
  • Submit your event as early as possible, but no later than one week prior to the event. If your event is submitted with less than one week lead time, your event may not be published to the calendar.
  • If your event is a series or ongoing event, the form will allow you to indicate that recurrence. 
    
    
• TICKET AND COST:
  • Paid/ticketed events are acceptable as long as anyone has an opportunity to purchase a ticket. Events restricted to a specific guest list will not be added.

Who reviews my event submission?

The campus calendar is managed by the Department of Marketing & Communication. All events must be approved by the Campus Calendar administrator(s) prior to posting on the calendar.

The calendar administrator may decline a submission request if:

• The event does not conform to the guidelines above.
• The submission form is not properly completed.
• The requester does not provide a valid @memphis.edu email address and contact information.
• The request includes inappropriate or offensive content, including profanity; references to illegal activities; defamatory or harassing language aimed at an individual or group.
• Other reasons to decline are at the discretion of the calendar administrator.

You will receive an email notification as to whether or not your event was approved or denied.

How do I make changes to my submission?

• Event submitters are responsible for assuring that the information for each event they submit is accurate and up to date.
• If an event is changed, postponed or canceled, you must notify the calendar administrator at mktgweb@memphis.edu immediately and reference the Event ID Number listed in your confirmation email. 

How do I access RSVPs for my event?

• If registration or RSVPs are required for your event, you must use your own method or platform to manage those requirements. The “Submit an Event” form includes a field to add a link to your registration or RSVP platform. 

Disclaimer:

Event information is subject to change, and not all University events are submitted to the calendar. We regret any inconvenience that may be caused by incorrect information, but the Department of Marketing & Communication is not responsible for any miscommunication by the event hosts.

If you have a question about an event you saw on the University Calendar, please refer to the contact information on the detail page for that event. If you have additional questions or have submitted an event for approval and have not been contacted within 48 hours of submission, please contact mktgweb@memphis.edu.