Creating Events

We encourage all Event Calendar contributors to familiarize themselves with the Create an Event fields and the standard styles and syntax for each. It will make it easier for calendar users to find your events.

Get Started

To create a new event:

Sign In: Go to the UB Events Calendar and scroll to the footer. Click Sign In and provide your UBITName and password.

Create an Event: Once you sign in, mouse over the left function panel and it will open. Click Create an Event.

Save or Publish: If you have permission to publish your own events, you will see an Approve or Publish button at the bottom of the Create an Event screen. If you do not have publishing permissions, click Save and let your authorized approver know you have an event waiting to be published.

Adding Event Details

It is important to work with your Calendar Team Leads to ensure events include all required settings and keywords, events are coded to appear on the appropriate websites, and that events are easy for your users to find.

Below are instructions for completing each field in a new event. They are presented in the order in which they appear in Create an Event.

Name of Event

  • Use a name that clearly identifies the purpose or topic of the event. 
  • Limited to 250 characters
  • Do not use your unit name in the title unless absolutely necessary. It's a waste of precious characters and can be communicated in several other places in your event. 

Summary and Description

  • A Summary is mandatory and should be a short overview of your event.
  • Character limit: 250 
  • Plain text only

To add a more detailed event description, click the Add a full description box directly beneath the Summary field and enlarge the field by pulling down the page extender in the bottom right of the Summary field. This will open a Description field where you can add formatted text, HTML and links to other websites, including registration sites.

  • Include a full description of your event
  • To add a link to a website:
    •  Click the Insert Link icon (world and chain link) and add the Link URL (e.g. http://buffalo.edu/myeventname) and Link Text (e.g. Corporate Challenge Registration)
    • In the Target field, choose New Window
  • Character limit: 1,000
  • HTML is okay.

Highlight or Feature anEvent

Highlighted/Featured Events are the four photo displays that appear at the top of calendar.buffalo.edu. An event is worthy of a highlight if:

  • it has wide public appeal
  • is crafted to position UB appropriately within our brand guidelines
  • has compelling images and persuasive text
  • includes clear and complete information 

The calendar system automatically populates the four highlight spots based on:

  • Whether a user has tagged the event as a highlight by checking the Highlight this Event box 
  • Whether an image is included with the event
  • Which events occur soonest

The UC Calendar Team has no control over what events appear there and we are unable to force events into those four slots.

Categories and Keywords

Keywords - Ad hoc words or phrases can be added to your events to make them easier to find in a search. These also become part of the navigation -- people can click on the phrase to bring up any other entries that use the same keyword.

Keywords are NOT used in our website feeds (cf. Feed Keyword).

Categories - Categories are provided as filters in the calendar search.

Event contributors can choose more than one category, or may combine category, event format, and audiences to refine their event purpose and content, and to make it easier for people to find your events, it is recommended that you assign at least one category. Best practice is to add at least one category for your school, and one for the event topic or theme. The following are categories available to you and their definitions. They represent the most commonly used event topic/themes.

Category Subcategory Definition Examples
Academic  

Events focused on instruction and scholarship.

  • Physics Seminar
  • Genetics Symposium
  • Education Safety Conference
Arts & Culture  

Events featuring creative or imaginative, or cultural expression in visual arts, dance, drama, and performances or exhibitions thereof.

  • Concert
  • Dance Performance
  • Poetry Readings
  • Movies
Entertainment & Recreation  

Activities or events that provide amusement, fun, or pleasure.

  • Oozefest
  • Late Night UB
  • Yoga
  • Chess Club
Health & Wellness  

Events and activities focused on personal, mental or physical well-being.

  • Flu Shot Clinic
  • Stress Management Workshop
Other  

Events that don't fit into any other listed category.

 
Personal & Professional Development  

Event focused on training and skill-building to improve work life or personal life.

  • Time Management Workshop
  • Resume Workshop
Schools  

UB's 12 academic schools. Choose the UB school presenting your event. If your event is for a UB administrative or academic support unit, do not select anything in this field.

  • Architecture & Planning
  • Arts & Sciences
  • Dental Medicine
  • Graduate School of Education
  • Engineering & Applied Sciences
  • Law
  • Management
  • Jacobs School of Med. & Biomed. Sci.
  • Nursing
  • Pharmacy & Pharmaceutical Sciences
  • Public Health & Health Professions
  • Social Work

UB Athletic Events

(this category may be used only by UB Athletics)

UB Athletics - Home

UB Bulls intercollegiate athletic team games, matches, meets or tournaments, held at UB or in Western New York.

  • Bulls Football at UB
  • Women's Soccer at UB
  UB Athletics - Away

UB Bulls intercollegiate athletic team games, matches, meets or tournaments, held at competitors' home turf.

  • Men's Basketball in Akron
  • Women's Tennis in Miami/Ohio
UB in the Community  

Events and programs designed to facilitate interactions between UB and the broader WNY community.

  • Free Tax Preparation
  • UB on the Green
  • Community Day

Locations

Adding a location to your event is essential. The UB Event Calendar's default list of locations includes the most commonly used rooms and venues at UB. Locations are searchable.

  • All locations include either latitude and longitude coordinates or street address, city and state for the benefit of visitors using GPS-enabled wayfinding (e.g. Google maps).
  • If you are publishing an event to the master UB Event Calendar, and a desired location is not listed, contributors may add an ad-hoc location manually
    • Use the ADD button to the right of the Location field. Your Location should use the style and syntax in the table below
  • When you add a new ad-hoc location:
    • it will not appear in the location drop-down for future use. Nor will it be searchable. But you can copy and alter previously submitted events.
    • it will not be Google map-enabled. Please include complete street address, city and state to make wayfinding easier for event attendees.
  • Requests to add locations to the global drop-down menu can be submitted on the Calendar Service Request form

When adding new AD-HOC locations, structure your entries as follows:

Location format
On-Campus Examples
BuildingName - Room Number or Venue/Suite name

Clemens Hall - Room 120

Davis Hall - Agrusa Aud, Room 101

Student Union (SU) - Landmark Room, Room 210

Off Campus Examples
BuildingName - Street Address, City, State

Albright Knox Art Gallery - 1285 Elmwood Ave, Buffalo, NY

Buffalo General Medical Center - Ortho Conf. Room, 2nd floor, 100 High St, Buffalo, NY

And use the following usage styles:

Location Usage Style
Location Usage/Style Examples

Building Name 

Do not use "UB" or "University at Buffalo" in any location name. (EXCEPTION: UB Stadium)

YES: Center for the Arts (CFA)
NO: UB Center for the Arts (CFA)
  Include acronyms in parentheses () at the end of Building Name only if the acronym is commonly used/understood.  Clinical & Translational Research Center (CTRC)
 

Always use "Hall"  (when appropriate)

YES: Capen Hall
NO:  Capen
  Use common abbreviations (without periods) for brevity:  Building = Bldg   Center = Ctr  Quadrangle = Quad Community Bldg
Fitness Ctr
Richmond Quad
Room Number or Venue/Suite Name

Use the word "Room" (when appropriate)

Room 223    

Flickinger Suite

Street Address 

Use Street Addresses for off-campus locations only. Off-campus locations must include either:
  • a specific location (street, city, state), or
  • latitude & longitude

321 Bailey Ave

Buffalo, NY

 

 
  • Use common abbreviations for brevity.
  • Do not include periods after St, Rd, etc. to be consistent with postal abbreviations

Street = St

Road = Rd

Avenue = Ave

City, State

Include City and State for off-campus locations only.

Buffalo, NY

Contact

Include contact information for the person or office that can provide more information about the event.

Contact Name:

  • First and last name of the person who can provide more information about the event.
  • Character Limit: 25

Contact Phone:

  • Area code and phone number of the primary contact
  • Character Limit: 100

Contact Email:

  • Email address of the primary contact
  • Character Limit: 250

Images and Attachments

Images

  • Images are encouraged, and are required for Highlighted/Featured Events
  • Image must be under 3MB in size, and the total size of all images must be under 10MB.
  • File name character limit: 250
  • Images must be one of these formats: gif, jpeg, png, tiff or bmp.
  • Images must include ALT text for accessibility

Attachments

  • We suggest using this feature sparingly.  
  • Attached files must be under 10MB in size.
  • File name character limit: 250
  • A wide variety of file formats are permited: gif, jpg, jpeg, png, tiff, bmp, mov, qt, avi, mp4, wmv, wma, wmf, wav, mp3, m4a, ram, doc, docx, xls, xlsx, ppt, pptx, vsd, vsdx, pdf, txt, swf or html.

Feed Keywords

See Feeds to Websites section for more information.

To push your event directly to your UBCMS website calendar, select the appropriate Feed Keywords.

To select multiple Feed Keywords, hold down the Control button as you click. Be careful not to deselect existing selections!

Speaker Name and Affiliation

Use this field for:

  • Name and company, organization or school affiliation of the person who will be presenting, lecturing or speaking at the event
  • Example:  Dr. Eric Von Federstein, NIH

Cost

In this field:

  • Include the primary cost (including $), per person, to attend your event. Use “Free” if appropriate.
  • If there is more than one cost (e.g. $20 general public, $10 UB students), include the UB-specific cost here (e.g. student cost) and the additional information in your event description.
  • Example: Free - Registration is open to current faculty and staff only. Registration is REQUIRED.

Campus (required)

The Campus field is mandatory. Choose from among these options based on where the event will primarily be held.  If your event takes place on more than one campus, choose the primary campus and note additional campuses in your event description.

  • Downtown Campus
  • North Campus
  • South Campus
  • Off Campus
  • Online

Audience

Audience options include the primary audiences who are the targets of UB's events. Choose the primary audience to whom your event is directed to make your event easily found in user searches.

You may choose multiple audiences.

Audience Definition Example
Current UB Students

Events intended for currently enrolled UB students

  • Late Night UB
  • SA events

UB Faculty & Staff

Events intended for current UB faculty and staff

  • University Club
  • HR workshops

UB Alumni & Friends

Events intended for UB graduates, partners, donors, parents and families

  • Young Alumni gatherings
  • Alumni Association events

Prospective Students

Events open to and geared toward students who are potential recruitment targets for UB.

  • Open House
  • Accepted Students Day

Public

Events intended for surrounding UB community and/or general public

  • Distinguished Speakers Series
  • Center for the Arts events
  • UB on the Green
  • Linda Yalem Safety Run
Other

Events intended for other audiences not mentioned above

 

Event Format

Event Format options allow you to specify the mode or manner in which your event will be presented.

Event Type Description Example

Activity/Workshop

Instructional or informal gatherings, promoting companionship and engagement or skill development.

  • Life & Learning Workshops
  • Late Night UB

Ceremony/Celebration

An occasion commemorated with organized special & enjoyable social activity. Ritual observance or formal social gathering to recognize an individual, event or milestone.

  • Homecoming
  • Commencement

Clinic/Screening

Temporary set-up designed to provide medical diagnosis and care.

  • Flu Shot Clinic
  • Give Kids a Smile Day - free dental clinic

Conference/Seminar/Lecture

Formal gatherings of scholars or subject matter experts for deliberation or discussion on a specific academic topic. Usually large and open to audiences within and outside UB. Instructional group sessions or educational talk by a subject matter expert from within or outside UB.

  • Human Rights Symposium
  • Safe Schools Seminar

Film/Video

Events featuring video or cinematic presentations, including, movies and TV.

  • Outdoor Movies
  • International Film Series

Game/Competition

Any game, competition or match or tournament. (e.g. UB Bulls games, intramurals)

  • UB Bulls Football Home Opener
  • Chess Match
  • Quidditch Tournament

Meeting/Info Session

Occasion when members of the public are invited to visit UB, to gather information or tour facilities. Formal assembly of group, especially members of common group, dept, or committee, for discussion or business.

Events providing information, displays and demonstrations.

  • Admissions open house
  • Nursing Info session
  • Sustainability Fair

Other

Any event format that doesn’t fit other listed formats.

 

Performance/Exhibition

Presentation or display of works of art, artistic entertainment, or other items of interest. (e.g. shows, concerts, recitals, art gallery exhibitions)

  • Twelfth Night
  • Anderson Gallery Exhibition
  • Lehrer Dance
  • Poetry reading
  • Slee Symfonietta

Speaker/Presentation

Speeches or lectures (not limited to teaching or instruction) given by high-profile people, who share insights, explore issues, and experiences.

  • Distinguished Speakers Series
  • Signature Series