Calendar

All departments and offices should publish their events on the calendar, which serves as the central source of event information for campus. All student-organized events should be entered through our student network, Get Involved @ Colgate, which automatically feeds the events into the main calendar.

It is important to note, however, that anyone with a valid Colgate network ID can enter an event by clicking Submit an Event on the main calendar. Events submitted this way must be approved before being published, and there could be a delay. The preferred method is for a person to be designated as a calendar administrator for an office or department. This allows the person to add, modify, or immediately publish events by clicking Manage Events.

If you have a question or if you need to add or remove someone as a calendar administrator, please submit a request.

Frequent Questions

What should I do before entering an event?

First, please reserve a room or meeting space and take care of any requests such as catering or IT support through the Event Management System. Also, check to see if the event has already been entered by another group (or by another member of your group). Making this a habit will help us avoid duplicate entries. Because you can only edit events added by your group, if you'd like to change an existing event created by a different group, you'll need to contact the original poster (use the contact information attached to the event).

How do events get entered?

Most departments and offices have designated calendar administrators who are authorized to enter events. If your organization doesn't have a calendar administrator, contact us. Alternatively, you can use the Submit an Event link on the main calendar to submit an event for consideration.

How can the calendar help me promote my organization's or group's events?

The online calendar receives hundreds of page views a day. It is important that all events are placed on the calendar as early as possible to ensure good attendance. The calendar also allows users to add the event to personal Gmail calendars and to Facebook profiles and other social networking sites.

Can I use the calendar to reserve rooms or "hold" dates?

No. It is important for all campus users to first reserve a room or meeting space by using the university's Event Management System. After a room is booked and any requests for catering or IT services are logged, users then should add the item to the public calendar.

Can I enter events in a variety of text styles and font sizes?

No. The new calendar applies a standard format to event entries so that entries will have a consistent look. A designated calendar administrator will review the calendar entries regularly and look for any irregularities (for example, using all caps or all lowercase in event names and descriptions is strongly discouraged).

Are there categories that are specific to a particular group?

All of the categories in the calendar are available to all groups. We urge all users to check only the two or three categories that are most relevant to their event. This ensures that the views and filtering systems will work properly.

What happens if I mark an event with both the “Ongoing” category and a second category?

Any event with the category Ongoing will appear only under the Ongoing heading on the calendar. Note that a recurring event is one that occurs repeatedly on (fairly regular) intervals over a period of days, weeks, or months. An ongoing event is one that occurs consecutively over a period of time — days, weeks, or months — like many of our art exhibitions.

Can I include an image with my event entry?

Yes. When entering your event, use the Image URL field to link to your image. The image must reside on a public server (you cannot upload or attach the image to your event in the calendar). Images should be no larger than 400 pixels wide by 400 pixels high. The file size should be less than 800 KB.

How should I describe my event?

In general, make your titles succinct and descriptive: rather than "Lecture" (which won't mean much to a user when looking at the month grid) use Music Lecture Series: "Uses of the Neapolitan Chord." Bear in mind that your event will "share the stage" with other events in the calendar; try to be as clear as possible when thinking of titles. Elaborate on the event in the description field, but don't repeat location, time, and date information, all of which is already highlighted elsewhere.

How do I mark an event as cancelled? 

If an event needs to be cancelled, simply set the event status to "cancelled." The event will appear in gray in the web client. If an event should simply be removed, you may delete any event posted by your group. PLEASE NOTE: we do not encourage the deletion of old events. Only delete events that are truly erroneous.