University Communications | The University Brand Guide | Events Calendar Posting Guidelines

Events Calendar Posting Guidelines

The UNCG events calendar provides a central hub for public event listings at the University and its colleges and schools. Faculty and staff may submit event listings to the calendar through the submission form. The calendar editor in University Communications reviews submissions before they are published.  

Units may request their events be listed on the calendar. The calendar is featured on the following pages: 

Event listings must meet the calendar’s submission guidelines. University Communications reserves the right to edit calendar submissions and reject those that don’t adhere to the guidelines. We ensure calendar submissions meet Associated Press writing standards and follow University editorial style guidelines.   

What can you include in the calendar?

Events submitted to the calendar must have a University sponsor (e.g., college, department, program, division, office, school, center, institute, club) and be open to all members of our campus community and/or the public. Events include those accessed with or without a purchased ticket.  

We encourage you to submit an image with your event listing request.   
 
Examples of appropriate events include: 

Types of Event Listings We Cannot Publish

In most cases, invitation-only events, or events for which attendees are limited to exclusive groups—such as members of particular clubs or departments—cannot be accepted and should be published on your proprietary website rather than on the central calendar. Such events are inappropriate for the University calendar, which seeks to promote events to a University-wide audience.  

Challenges, requests for information, classes, save-the-date announcements; and application, submission, and registration deadlines are also not accepted for publication on the calendar. Those may be published on your website rather than to the central calendar. 

Event Listings

Event listings must include the following elements: a description, a location (if in person), a date, a time, and a name and contact information for an event coordinator who can be contacted with any accommodation requests under the Americans with Disabilities Act. If your event requires attendees to register, you must provide a registration link when you submit the event. Virtual events must include a registration form or the link to access the event. If guests must purchase tickets, you must provide the link they will use to do so when you submit your event. If your calendar submission is missing any of this information, the publication of your event listing might be delayed, or the calendar editor may reject your submission. 

Event Descriptions

Event descriptions should be written in sentence form and should not exceed 250 words. The calendar editor or an event administrator may shorten event descriptions that exceed this limit. 

Event Names

Event names should be limited to 54 characters. If you submit an event and the name is too long, the calendar editor may shorten the name for you or ask you to submit a shorter name. 

Timely Submissions

Submit your event listing at least 10 days before the event. Please allow three business days for the review of your submission. 

Photos

All published calendar items should include a photo (a JPEG format is best). You can submit one or more photos with your submission, but please don’t submit a photo unless you have permission to use it. You can also select a photo from our photo library (available to anyone with a UNCG ID for University-related purposes) at uncg.canto.com. If you don’t include a photo with your calendar submission, the calendar editor may select a photo for you. 

Photos should be at least 600 x 340 pixels in size. The calendar editor may remove poor-quality photos from your event listing. 

Please do not use posters, flyers, or picture files that include text meant to convey event-specific details as your photo. Images with embedded text reduce accessibility, are difficult to read on different screen sizes, and cannot be interpreted by screen readers. Providing event details in text form within the calendar ensures the information is accessible, searchable, and consistent, while allowing images to serve as clear, engaging visuals. 

Canceled, Postponed and Sold-Out Events

If an event sells out or is canceled or postponed, you should update the calendar listing for that event on your website. Do not delete canceled, postponed, or sold-out events from the calendar. If event details change or the event is canceled, please contact ucomms@uncg.edu as soon as you are able. 

Endorsements

As a public institution, UNCG is not permitted to endorse a third party’s products, goods, or services unless the two entities have a contract or a trademark licensing agreement to that effect. Any calendar submissions that include or imply an endorsement of a third party’s products, goods, or services will be rejected unless the event in question is covered by an appropriate contract or trademark licensing agreement.  

Media

Please note that public events are also open to reporters. Listings for such events should not include restrictions for who can be admitted. 

Abstracts

Do not submit an abstract as your event description or as a part of your event description. You can link to an abstract and/or provide a short summary of an abstract. 

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