Events

Find out what’s going on daily at The University of Texas at Austin in the UT Events Calendar. Browse events by topics or sync your phone or computer calendar to help you stay up to date on the latest events around the university.

About the UT Events Calendar

The UT Events Calendar provides all users with better personalization, better integration of social networking, and a mobile-friendly design (though complete use of these features requires EID). It's also able to aggregate events from multiple sources, meaning that those with an existing calendar solution should be able to add their own standards-compliant content to our centralized events hub quickly and easily, without adjusting their established workflows.

The UT Events Calendar service is available to everyone in The University of Texas at Austin community. A UT EID is required for faculty, staff and student members to submit items to the calendar. Event submissions will be reviewed and edited for publication by University Communications. Please allow a minimum of 48 hours for your events to be reviewed and up to 3-5 days at the beginning of each semester.

Note for Students:
If you are submitting an event for an official student organization, please go to Hornslink to submit that event. Instructions on how to submit an event using Hornslink can be found on the Dean of Students website. We are currently working on a way to automatically integrate Hornslink events into the UT Events Calendar.

Requirements

The event listed in your submission should:

  • be sponsored by an academic or administrative unit or by an officially sanctioned university organization (includes university sponsored and registered student organizations).

  • be of wide interest to The University of Texas at Austin community. Do not submit regular department/organization business meetings.

  • comply with the university's Responsible Use of Information Technology Policy.

  • not contain any offensive or inappropriate content.

Location

Events aren't restricted to being on The University of Texas at Austin campus as long as they're sponsored by an organization of the university. If you have a university-sponsored event that takes place off the Forty Acres, feel free to include that event, but make sure to be descriptive about location. Events held in bars will not be approved or posted in the UT Events Calendar.

Featured Items on the University homepage

Featured items are chosen to represent a wide range of colleges, schools and activities and demonstrate the depth and breadth of the university. There are limits to how many events we can highlight, therefore we cannot guarantee that your item will appear as a featured item.

Requirements for selection:

  • The event must be submitted via the event calendar at least 10 days in advance of the event. 
  • Events should be open to the public. No exclusive events. 

Event Listing Emails

University Communications sends out a daily event listing email during the long semesters and a weekly email during the summer. Events included in the message are generally non-recurring due to the sheer quantity of events. They are listed in time order from earliest to latest. At this time it is not possible to sort them in any other manner; however, we are in the process of moving to a new event platform that will have better functionality and will also be intergrated with social media.

Staff and Faculty may manage their subscription to the event emails via UT Direct

Students recieve event emails as part of their subscription to all "Informational" messages. 

At this time it is not possible for UT retirees or external persons to subscribe to the University's event email.

Using the UT Events Calendar

New features include:

  • The “Featured Event” carousel at the top of the homepage. Events featured here are selected by the calendar administrators. 
  • The “Submit an Event” button can be used by an logged-in user to submit an event for review and addition to the calendar.
  • The monthly calendar can be used to find events on an exact date quickly and intuitively.
  • Categories such as “Event Type,” “Department,” Target Audience” can be assigned to your events when submitted in order to group them with similar or related events.
  • Categories can be further filtered to display the events for a day, a week, or a month
  • Users can “build a widget” to create a URL that automatically produces either an RSS feed or an HTML document that displays only the content they choose, based on the Categories above and other factors.

We also invite you to look at Localist's own documentation, which can be found here:

http://support.localist.com

... and Localist's YouTube channel, which covers a number of the basic features available in the new UT Events Calendar:

http://www.youtube.com/LocalistCalendar

We have provided this guidance as a resource to UT Austin users, but Localist is ultimately the primary expert on the use of Localist and should be viewed as such.

Submitting to the UT Events Calendar

Please note: the process for submitting an event to the Events Calendar through the website is limited to EID users.

  1. Log in at calendar.utexas.edu
  2. Click “Submit an Event” in the right side of the screen.
  3. Fill in the “Add a public event” form.
    1. Event Name: Required. Name of the event as you want it to read on the site. Recommended to include name of sponsor if possible.
      1. Please note: titles longer than 50 characters will be truncated with “…” if featured on the homepage carousel. Full title will be preserved on event page.
      2. Please note: titles longer than 100 characters will be truncated with “...” when shown in events listing or index pages. Full title will be preserved on event page.
    2. Descriptions: Required. Plain text or HTML description of your event. Should definitely include name of sponsor if unable to include in Event Name.
      1. Please note: descriptions will likely be truncated at two lines or so when shown in events listings or index pages. Full description will be preserved on event page.
    3. Start Date: Required. Date (or beginning date) of event. Can be written as numeric date (12/31/2013), using natural language (“December 31, 2013”), or casual language provided it is clear (“next Friday”). As with other date/time fields, Localist will show the presumed exact time beneath the form field.
    4. Start Time: Beginning time of event. Can be written as “2PM” or “2:00 PM). As with other date/time fields, Localist will show the presumed exact time beneath the form field.
      1. Please note: this field is not required to accommodate “all-day” events.
    5. End Time: End time of event. Beginning time of event. Can be written as “2PM” or “2:00 PM). As with other date/time fields, Localist will show the presumed exact time beneath the form field.
      1. Please note: this field is not required to accommodate “all-day” events.
    6. Recurs/End Date/Schedule: Denotes recurrence of event – daily, weekly, or monthly – and if used, provides an “End Date” field to denote exact date of ending, and a list of all dates that fall within this schedule for exact confirmation or deletion. (For example, a year’s worth of weekly events can be added in this manner, and then the events falling on holidays can be deleted.)
      1. Please note: the public events form can only be used to create events that recur at consistent times -- every Friday at 8pm, for example. For events with inconsistent times, special permissions can be requested to facilitate creating the event by emailing Bryan Christian at bryan.christian@utexas.edu.
    7. Event Place: The name of a venue or building that the event where the event takes place. If the place is included in the default list of University buildings, this field will autofill with the correct building. (We suggest using the building code to test this out.) Using this autofilled name will provide the event with a custom image and specific address and map data, so take advantage of it if you can.
      1. Please note: as listed next, this event place does NOT include the room number.
    8. Room: the room number within the “Event Place” where the event will take place. This can be written as “121” or “MAI121”.
    9. Address: enter the street address of the event if it has not been autofilled via the “Event Place”.
    10. Event Website: A full URL to more info on the event. This should be an info page – pages where tickets can be bought are provided below.
    11. Facebook Event Page: A full URL to the event on Facebook.
    12. Event Photo: If a photo is available for this event, it can be uploaded here.
      1. Please note: photos may be cropped as part of the initial upload process. The user may have some control over this cropping, but not complete control.
      2. Please note: Photos uploaded here will almost certainly be cropped when the event is listed on indexes.
      3. Please note: photos will be policed for trademark, copyright, or ownership infringements.
    13. Event Type: Please indicate the general field of interest for this event.
      1. Please note: We hope to expand this list of types as the calendar grows, so please get back to us with feedback!
    14. Department: If an event is tied to or sponsored by an official department of the University, please indicate that here.
      1. Please note: Multiple departments may be indicated.
      2. Please note: Sub-departments will likely never be included in this pulldown, since there are so many (hundreds, without counting individual libraries, research units, foundations, etc.) that any complete list would be unusable on a website.
    15. Import Type: Please do not use this pulldown. Using this pulldown may jeopardize the import of external feeds to Localist.
    16. Research Opportunity: If the event is a Research Study, please indicate whether the subjects will be paid.
      1. Please note: it would be a good idea to include this information in the description as well.
    17. Target Audience: Use this field to indicate the groups upon which the event is intended to focus.
      1. Please note: Combinations of groups are encouraged.
      2. Please note: It might be a good idea to include any of the groups available that are welcome to come. This will ensure that, for example, users who are checking either “Students” or “General Public” will find the event under either listing.
    18. Ticket Cost: Leave a dollar amount here to indicate the cost of a ticket for this event. If this is left blank, readers will be given the opportunity to “register” for this event, i.e.: indicate they will attend this event. (This registration process should not be considered an primary registration system.)
    19. Ticket Link: A full URL can be added here to give readers a direct link to purchase a ticket.
    20. Note for Events Admin: This field can be used to add a note accompanying your event. This note will not appear anywhere on the event listing.
  4. To check on your event once it has been submitted, but before it has been approved/rejected, click on “Me” in the small toolbar next to the calendar search button. On the bottom right, you can see a list of your events that are currently in the queue. We hope to clear out all pending events on a daily basis, but this may be difficult depending on the rate of submissions.
  5. If your event has been:
    1. Approved
      1. You will receive a notice from Localist via email (using the address attached to your calendar account)
      2. Your event will be removed from the “Pending” queue
      3. You may submit edits to the event by finding the event in Localist and cicking “Request a change to this event.” These changes will be again be approved or denied through the normal review process.
    2. Rejected
      1. You will receive a notice from Localist via email
      2. You may also receive a note from the calendar admins as to why your event was rejected
      3. Your event will be removes from the “Pending” queue
      4. You may submit the event again if you want through the normal channels
        1. Please note: once rejected, an event can not be retrieved from the system, so it might be a good idea to archive a copy of the event as well.

Editing Events Pending Approval

Unapproved events that you have submitted may be edited through your "My Profile" page (under "Me" in the admin toolbar).

Editing Approved Events

To make adjustments to an approved event, a user must request those changes at the Contact page

Frequent and consistent users of the Events Calendar can also request an upgraded permission level from the Contact page in order to make these changes themselves. Abuses of these upgraded permissions, if reported, can be verified through activity logs and, if required, the users in question may have their permissions downgraded at any time.

Submitting Events Through an Automated Feed

If you are interested in using your own calendaring solution, but would like to have your events appear in the UT Events Calendar, please contact Bryan Christian at bryan.christian@utexas.edu to submit your RSS or iCal feed to Localist.

You can use the RSS and iCal feeds produced at the bottom of any UT Events Calendar page as an example of what format will be expected.

Submitting Events Through a Bulk Upload

At this time, bulk uploading events in a CSV is not officially supported by the UT Events Calendar admin. We may be able to officially open this option to users in future, but only at such time as the admins are able to both dedicate resources to supervising the importing process and troubleshooting and approving the many uploaded events attached to each import process.

For the time being, we encourage the use of RSS/iCal feeds to import events in a continuous and manageable manner. Please feel free to contact Bryan Christian at bryan.christian@utexas.edu to discuss the matter further.

Exporting Events

There are two ways to retrieve event data from the UT Events Calendar, other than simply using the calendar. widgets and the API:

Widget (for HTML embeds and RSS feeds)

  1. Click on the “Build a Widget” link on the homepage
  2. Use the “Widget Builder” page to choose the parameters of your output: number of results, categories, format specifications, etc.
    1. “Keywords and Tags” field should not be used
  3. To see/test ouput, click:
    1. “Preview Widget”: this will open, in a new window, a link that will produce a webpage of unstyled HTML content based on your parameters (or, if you change the “format” at the end of the URL from “html” to “rss,” an RSS feed)
    2. “Generate Embed Code”: this will provide an embeddable script that can be incuded in the code of a website (or possibly an application) to provide up-to-date events calendar data.

Contact Bryan Christian at bryan.christian@utexas.edu if you would like further guidance.

API (for JSON data)  

  • Access to the API is public and requires no special access or administrative rights
  • Documentation on the API is available from Localist: http://www.localist.com/doc/api

Substitute Feeds

As noted in the schedule spelled out above, known feeds currently being produced by Know Events will need to be replaced with Localist feeds. These feeds do not currently match the exact specs of the previous feeds. However, with one exception, they should match the content, and conform to better standards, than the previous versions.

They are also able to be manipulated to produce variations on content based on the use of the URL query string parameters listed here:

http://support.localist.com/customer/portal/articles/1288914-building-widgets

As with the widgets listed above, their output can also be switched to HTML by switching the “format=” parameter from “rss” to “html.”

TODAY

http://www.utexas.edu/know/events/rss/today.xml?cal=global
becomes:
http://calendar.utexas.edu/widget/view?schools=austin&days=1&num=50&hidedesc=1&hideimage=1&show_times=1&show_types=1&target_blank=1&format=rss

TOMORROW

http://www.utexas.edu/know/events/rss/tomorrow.xml?cal=global
becomes:
http://calendar.utexas.edu/widget/view?schools=austin&days=1&start=YYYY-MM-DD&num=50&hidedesc=1&hideimage=1&show_times=1&show_types=1&target_blank=1&format=rss (where date is tomorrow)

THIS WEEKEND

http://www.utexas.edu/know/events/rss/thisweekend.xml?cal=global
becomes:
unavailable until further notice

THIS WEEK

http://www.utexas.edu/know/events/rss/thisweek.xml?cal=global
becomes:
http://calendar.utexas.edu/widget/view?schools=austin&days=7&num=50&hidedesc=1&hideimage=1&show_times=1&show_types=1&target_blank=1&format=rss

THIS MONTH

http://www.utexas.edu/know/events/rss/thismonth.xml?cal=global
becomes:
http://calendar.utexas.edu/widget/view?schools=austin&days=31&num=50&hidedesc=1&hideimage=1&show_times=1&show_types=1&target_blank=1&format=rss

THIS YEAR

http://www.utexas.edu/know/events/rss/thisyear.xml?cal=global
becomes:
http://calendar.utexas.edu/widget/view?schools=austin&days=365&num=50&hidedesc=1&hideimage=1&show_times=1&show_types=1&target_blank=1&format=rss

COMPLETE

http://www.utexas.edu/know/events/rss/
becomes:
http://calendar.utexas.edu/calendar.xml

PLEASE NOTE: These feeds are currently limited to 50 items, with the exception of the final “complete” calendar feed, which is limited to 1000 items. We have hopes that Localist will expand this limitation in the near future. Users wishing to work with more than 50 items are recommended to parse the “complete” feed and narrow their results from that data at this time.

Features Wishlist

Because Localist is a cloud-based solution, and we have no access to the back-end code or servers, University Communications is quite limited in what adjustments can be made to the UT Events Calendar. In terms of design and layout, we have some control over the fonts and colors on the page; in terms of functionality, we have almost no control whatsoever.

However, we intend to work with Localist to request and facilitate updates to their feature set, and some of the items we’ve already marked as “wants” are:

  • the ability to administrate “Groups” by feed (or administrate “Groups” in some other way that would allow us to automatically assign events, or limit events, based on sponsor or group affiliation)
  • the ability to sort events in the admin forward or backward
  • the ability to track submitted events by submitter
  • the ability to use multiple names for a single building
  • the ability to import images via RSS/iCal
  • the ability to list more than 50 items in a widget