Creating Events

We encourage all calendar contributors to familiarize themselves with each of the event creation fields detailed below as well as their accompanying best practices. Doing so will make it easier for calendar users to find events.

On this page:

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

It is critical to work with your calendar team lead or senior communicator to ensure events support the UB brand, include all required settings and keywords, are coded to appear on the appropriate website feeds, and are easy for your users to find.

Adding Event Details

Below are instructions for completing the fields in a new event. They are presented in the order in which they appear on the event creation screen.

Name of Event

  • Use a name that clearly identifies the purpose or topic of the event.
  • Provide strong “scent” by hinting to the specifics of your event:
    • To make sure people understand what it is.
    • To entice people to read the details.
    • To encourage people to attend. 
  • Limit the name to 250 characters.
  • Do not use your unit name in the title unless absolutely necessary.

Summary and Description

  • A summary is mandatory and should be a short overview of your event.
  • Summaries are limited to 20 characters.
  • Use 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. 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 URL (e.g. http://buffalo.edu/myeventname) and link text (e.g. Corporate Challenge Registration).
    • In the “Target” field, choose “New Window.”
  • Limit description to 1,000 characters.
  • It is OK to use HTML.

Highlight or Feature an Event

Highlighted events appear in the carousel at the top of calendar.buffalo.edu. The calendar system automatically populates these four highlight spots based on the following:

  • The event must be flagged as a highlight by checking the “Highlight this event” box.
  • The event must include an image.
  • Chronology—the most recent event is listed first.

The UC calendar team has no control over what events appear there; we are unable to force events into those four slots. All unit admins and power contributors have permission to highlight an event, but regular contributors do not.

In addition to these system requirements, please also adhere to the following best practices: 

  • Highlighted events appeal to a large part of the UB community, such as students (regardless of field of study), alumni, etc.
  • Highlighted events position UB appropriately within our brand guidelines.
  • Highlighted events have persuasive text.
  • Highlighted events (all events!) include clear and complete information, including a contact.
  • Highlighted events must have an image.
    • For a series, we recommend using a stock image.
    • For a one-off event, if you don't have a specific image handy, the interlocking UB logo or spirit mark will do.
    • For instructions on how to upload an image to your event, please see “Images and Attachments” below.

Categories and Keywords

Categories and keywords can help your audience find your event by narrowing search results.

Keywords are ad hoc words or phrases added to 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.

Categories are provided as filters in the search function of the calendar program.

Event contributors may choose more than one category or combine category, event format and audiences to refine their event purpose and content. 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 table below details the categories available to you. They represent the most commonly used event topics and 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 calendar’s default list of locations includes the most commonly used rooms and venues at UB. Locations are searchable.

  • All locations include either latitude/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 a 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 location:
    • It will not appear in the location drop-down for future use, nor will it be searchable. You may copy and alter previously submitted events.
    • It will not be Google Maps 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 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:

  • Include the first and last name of the person who can provide more information about the event.
  • Limit to 25 characters.

Contact phone:

  • Include the area code and phone number of the primary contact.
  • Limit to 100 characters.

Contact email:

  • Include the email address of the primary contact.
  • Limit to 250 characters.

Images and Attachments

Images

Images are encouraged for all events and are required for Highlighted/Featured Events.

  • Images must be under 3MB in size, and the total size of all images must be under 10MB.
  • Limit image file names to 250 characters.
  • Images must be one of these formats: gif, jpeg, png, tiff or bmp.
  • Images must include alt text for accessibility.

Please observe these best practices:

  • Images should position UB appropriately within our brand guidelines.
  • Images should be compelling.

To upload an image:

  1. Navigate to the “Images” section of the event creation window.
  2. Click “Media Library.”
  3. Click “Branding Elements.”
  4. Select from:
    • Official Logo Interlocking UB 400x400px
    • Official UB Spirit Mark 400x400px

Interlocking UB vs. Spirit Mark?

Use the interlocking UB logo by default for any eventit works especially well for more official events (e.g., academic or business meetings) as well as formal university activities (e.g., Celebration of Academic Excellence), but it is always appropriate for any UB activity. Use the spirit mark for more casual events, such as sporting or high-energy student or alumni activities.

Read more about UB brand identity guidelines.

Attachments

Attachments include documents that are of use to attendees. We suggest using this feature sparingly.  

  • Attached files must be under 10MB in size.
  • Limit attachment file names to 250 characters.
  • A wide variety of file formats are permited, including 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 the Feeds to UB 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 or to select additional keywords when one or more have already been selected, you must control-click your selection; otherwise, all other previously selected keywords will clear.

Several Feed Keywords are encouraged for general use:

inclusion-event to promote or inform on diversity and inclusion topics.

ubgreen-event to promote or inform on sustainability topics.

Speaker Name and Affiliation

Use this field to include the name and company, organization or school affiliation of the person who will be presenting, lecturing or speaking at the event. For example: T. J. Eckleburg, OD, Eckleburg Corrective Lenses and Billboard Design Co.

Cost

In this field:

  • Include the primary cost (in USD) 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), prioritize the UB-specific cost (in this example, the student cost) and include any additional cost information in your event description.
  • Example: Free - Registration is open to current faculty and staff only. Registration is REQUIRED.

Campus

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 more 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

These 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