OSU Events Calendar - Moderating Events

What type of activity is suitable for the events calendar?

An event is an activity that occurs at a specific time and place and that people attend in person or virtually.

The event calendar is provided to increase visibility and increase attendance.The Oregon State University Events Calendar lists only events advertised to the public that are organized, sponsored or co-sponsored by the university or by OSU-affiliated organizations. The calendar does not include non-university events and usually will not list events simply because they occur at a university facility.

Examples of well-written, and not-so-well-written events are available here.

Items to reject or discourage

  • Items where directed communication such as email, is more appropriate
    • Announcements (closures, construction, traffic diversions)
    • General dates, deadlines and special days (exception: Academic Calendar)
    • Birthday parties, retirement celebrations, personal events (exception: prominent figures/of widespread interest)
    • Individual sessions requiring previous enrollment in a series (Chemistry 100 lab or “Yoga class tonight” events every Wednesday are only relevant to people enrolled in that class; open drop-in events are acceptable).
    • Recurring/multi-day submissions should be given extra scrutiny (a six-week contest or challenge should not appear as an event every day).
    • Small, greatly restricted or private meetings.
    • Calls to action which do not involve an actual gathering (deadline to apply for programs, challenge to reduce waste, reminders to complete open enrollment)
  • Items that should use external advertising or other web pages
    • Promotional events, meetings, fundraisers or rallies/gathering in support or protest of something that are not sponsored by an OSU department. 
    • Routine/recurring operational activities (mobile medical van on campus every Monday, meatless Mondays in a cafeteria, Payroll department hours)
    • Recruitment or job postings.
  • Check with marketing before using vendor logos or branding.


Review content


All events should include basic facts and logistics

  • What it is
  • Where (we'll meet on the front steps)
  • When (date and time)
  • Cost and any required prework (how to register, RSVP and/or buy tickets)
  • Who (name, phone, email to answer questions)

Title, description, location and photo

  • Name (title) and description
    • Should be understandable by a general audience
      • Descriptive title (not "meeting" or "lecture")
      • Minimal jargon, acronyms explained
      • Should explain what the event is (“Bard in the Quad” is an outside theatrical production)
    • Check/correct grammatical errors.
      • Correct minor errors that do not change meaning of content
      • For significant erorrs, reject event or contact provider for clarification
    • Links in the description
      • Should point to a valid destination
      • No misleading hyperlinks (e.g. a hyperlink to"google" should point to https://www.google.com/, not some other location; and a hyperlink that spells out a URL such as "https://www.google.com/" should point to that exact URL, not to a different destination)
  • Locations
    • Use a pre-configured place name when possible
    • Use rooms for places-within-places (e.g. Java II should be entered as a room inside The Valley Library)
    • If the event is online, enter "online" as the location
  • Addresses/Maps
    • Google maps can be finnicky.  Best bet is a format like "1234 Northeast Circle Boulevard, Corvallis, OR"
    • Common issues
      • Omitting city or state
      • Entering a city without an address (contact event provider for clarification)
      • Omitting commas between street address, city and state
      • Comentary within an address ("520 S Pacific Hwy W (Hwy 99), Rickreall, OR"
    • Other things to try
      • Remove ZIP code
      • Spell out abbreviations
  • Community
    • If the address is in Bend, Corvallis, Newport, Portland or Malheur County, select the appropriate community
    • Selecting Malheur county establishes the event's time/date as Mountain Time
  • Photo should be relavent and easy to view


Selectable fields

  • Filters and Departments
    • Verify selections are appropriate
    • If events will be available online and in person, include “online” audience filter in addition to physical location information.
    • "County" is needed for Extension/PACE/OSU Outreach events only.
    • If in doubt, confirm with the selected departments
  • Custom Fields
    • Check for comments/instructions in "Note to event reviewers" field
  • Tags/Filters
    • Generally, leave blank.  If desired enter free text.
      • Tags: to group related events with common search terms (Welcome Week)
      • Keywords: common misspellings (“knowledge” for “Nolij training”)
    • The following tags/keywords should only be used for academic calendar events: Academic Calendar, AC Corv, AC Bend, AC [Term] (e.g.  "AC Fall 2018")
  • User Engagement
    • Generally, leave blank to encourage user engagement.
  • Visibility
    • Generally, leave blank. 
    • Unlisted events are visible only to those who are given the direct URL (we do not track the identity of users accessing such events).
  • Sponsored
    • For use only by University Marketing (highlights events and makes them more visible in Trending list)
  • Featured
    • For use only by University Marketing (includes events in Featured carousel)


Additional Steps for Special Content

Extension, OSU Outreach, PACE and similar public events

The following selections are used in the Extension channel

  • Department = OSU Outreach & Extension
  • County.  Where possible, select a county (county filter is only visible on Extension channel and results pages)
  • Address.  If not held at a preconfigured location, include address of event to ensure map and distance features work.

Academic calendar

The following selections are used for Academic calendar events.

  • Keywords
    • Academic Calendar
  • Tags
    • AC [Fall, Winter, Summer or Spring] 2017 (enter appropriate year)
    • AC Corv
    • AC Bend
  • Settings
    • Disable User Feedback
  • Visibility
    • Display only on Channel
  • Commencement should include a location and should not have visibility restrictions



Article ID: 48314
Mon 2/12/18 12:44 PM
Mon 9/24/18 3:49 PM