Event Publisher’s Guide

Standing room only. Use the Events to get the best visibility and broadest reach for your event. Use this guide to get started. For more help, contact events.calendar@dartmouth.edu.

Visibility: The calendar is the central destination for Dartmouth events. Make sure your event is seen where your audience is looking.

Ease of use: Create a beautiful, media-rich web page for your event in minutes.

Subscribing: Audiences can subscribe to your events through email, RSS, or live feeds to personal calendars. Subscriptions via RSS and personal calendar are entirely customizable by date, category, event sponsor, or even a single event.

Sharing: Audiences can promote your event with one-click options to share on email, Facebook, or Twitter.

Mobile: The calendar meets your audiences wherever they are with responsive design that works seamlessly across phones, tablets, and full-sized computers. 

Website integration: Your organization's website can be configured to pull in your events from the calendar. Update events once in the calendar, and your website is taken care of. 

Home page: Events on the calendar are considered for placement on the Dartmouth home page, as well as other high-visibility areas.

Planning: The planning calendar allows you to share information with other event sponsors, helping you avoid conflicts and plan a successful event.

Dartmouth Events Calendar Requirements

The calendar connects audiences with Dartmouth events, on campus and around the world. Events published to the calendar must be open to the public or at least one Dartmouth audience (students, faculty, staff, and/or alumni) and be sponsored by a recognized Dartmouth organization (such as departments, programs, centers, offices, clubs).

Additionally, events are expected to reflect Dartmouth’s Principles of Community. Any event that violates these principles of integrity and respect may be removed from the calendar. 


Public vs. private: The calendar is a public space for event promotion. For example, an event sponsored by a recognized student organization that is open to all students may be published on the events calendar. Notice of an event that is restricted to members of the organization, however, should be shared through other channels.

On- and off-campus: The calendar includes Dartmouth events—such as athletic events, alumni gatherings, and conferences—that are located beyond campus. You can even indicate the time zone on your event listing.

Non-Dartmouth events: The calendar is intended for Dartmouth events. Contact the Calendar Administrator with inquiries about publishing community events that are co-sponsored or hosted by Dartmouth.

Anyone with a Dartmouth NetID (all students, faculty, staff, and alumni) may submit an event to the calendar.

On the calendar home page, click on the "Submit an Event" button in the left-hand column. Log in to the calendar system using your NetID and password. Navigate to the "My Events" tab and click on "New Event" at the upper left of the page.

Your event will reviewed by a Calendar Administrator within one business day. If your event is accepted for publication, you will then have access to edit, cancel, or delete the event as needed.

If you regularly manage events for a recognized Dartmouth organization, you may request "Event Publisher" status. This allows you to directly publish and edit events for your organization, without Calendar Administrator review. See the "Event Sponsor Groups" tab for details.

Event entry tips

Clicking on blue question mark icons within the calendar system will reveal help information for the task at hand.

Title & summary: These are displayed together on the calendar listing and in event subscriptions. The event summary should provide additional key information about your event that is not part of the title.

All-day events: Check this box for events, such as exhibitions, that do not have specific start and end times.

Repeating and ongoing events: You can set your event to repeat daily, weekly, or monthly. For an ongoing event such as a month-long exhibition, set the event time as "all day" and then set the event to repeat daily for its duration.

Location: All events must have a location. Choose from the drop-down list of common campus event spaces, or select "Other" at the bottom and type in the location (on or off campus). You may sometimes want to publish an event further in the future as a "save the date" before a location has been secured. In that case, enter the location as TBD. Just remember to return later to edit the event and supply a location.

Audience: Events are marked as open to the public by default. If your event is restricted to one or more Dartmouth audience (students, faculty, staff, or alumni), click "NOT public" and select the relevant audiences. Selecting a Dartmouth audience will add that specification to your event description. It will not, however, hide your event from public view.

Photo: Once you have entered your event information, click "save" to advance to the next page. Here, you can upload and crop a custom image for your event. The calendar system crops photos to 200 x 200 pixels square; images must be at least that large before upload to display properly. The calendar accepts .jpg, .png, and .gif file formats (no .tiff files). 

If you do not have an image, the calendar system will supply a photo of Baker Tower for your event. 

Event sponsor groups can set default images for their own group's events in the group settings tab. For example, a center might choose to use its logo as a default image for all center events. The group default image can always be changed for any individual event.

Publish: Once your event information and photo are saved, your event is in "Draft" form. If you are a calendar "Event Publisher," click "Publish" to publish your event. Otherwise, click "Submit for Review" and your event will be sent to the Calendar Administrator for review. 

Log in to the calendar system, find the event on the "My Events" tab, and click on the event title. From this view, you can edit, delete, unpublish, copy, or cancel the event.

Delete vs. cancel: If your event has been cancelled, you have two options. Deleting the event removes it from the calendar entirely. Cancelling the event keeps the event on the calendar, but marks it clearly as cancelled. Choose the latter option if you want to communicate to audiences that the event has been cancelled.

Editing within groups: Any member of a (non-moderated) group can edit any event belonging to the group.

Edit a repeating event: When you edit a repeating event, you will be given the option to change just that one instance or all future instances of the event.

An event calendar event sponsor "group" can be created for any recognized Dartmouth organization. Groups allow event sponsor organizations flexibility and control over their event information. Groups also enable audiences to filter and subscribe to events by sponsoring organizations. 

To request a calendar group for your organization, contact the Calendar Administrator.

When a group is created, one or more individuals are assigned "group owner" status. Group owners can then add and remove other individuals as group members with event publishing privileges. All members of a group may publish events directly and edit any event belonging to that group.

An individual can belong to multiple calendar groups. For example, a staff member who manages events for multiple departments may belong to all relevant calendar groups.

If your organization requires additional editorial oversight for calendar publishing, the Calendar Administrator can create a "moderated group." Members of moderated groups can enter event information, but only group owners can publish. 

Event information can be exported from the Dartmouth Events Calendar and displayed on your organization's website. If your group is using this feature, you may find it beneficial to include additional events sponsored by other Dartmouth organizations—such as conferences, lectures, or important academic calendar dates—that are of interest to your audience. 

To select any event from the Dartmouth Events Calendar to include in your organization's feed: 

• Log in to the calendar system.
• Navigate to the "Curated Events" tab. 
• In the "Include in My Group(s)" column, click in the open text box to select an event.
• If you belong to multiple calendar groups, you will see a drop-down list of groups to choose from. 
• To remove a curated event from your group's feed, delete the group name in the "Include in My Group(s)" column text box.

You may curate as many events as you like to include in your organization's events feed. The original event information will not be altered in any way.

The calendar co-sponsorship function identifies an event as co-sponsored by multiple organizations. It also places the event in feeds and subscriptions for each sponsoring organization.

To create a co-sponsored event, your event must first be published to the calendar. When logged in to the calendar system, navigate to the event detail page, scroll down to "Request a Co-Sponsorship," select the group you want to co-sponsor the event with, and submit the request. Please note that only organizations that have created calendar groups are available to co-sponsor.

The owner(s) of that group will receive an email notification of the request, which they can approve or deny.

If another group requests a co-sponsorship with your group, the owner(s) of your group will receive the request notification.

The Planning Calendar is a tool that enables event planners to coordinate across campus. It allows you to see what other departments are planning for future dates and share information about your own event plans.

To view the Planning Calendar, log in to the calendar system and click on the "Planning Calendar" tab. The Planning Calendar is visible only to other event planners on campus—those who have been granted access to publish to the Events Calendar through an event sponsor group. It is not visible to the public. Here, you can filter events by date and event status.

A planning event is information that is not necessarily complete or suitable for publication to the public calendar, but is of use to other event planners.

For example, if you are planning a large conference that will happen next year, you probably don't yet have all the details confirmed to publish it publicly. However, you can put the event on the Planning Calendar. This will indicate to other event planners that you're planning a major event that will fill up the majority of hotel rooms in town. Anyone else planning an event that will draw out-of-town guests may then choose a more suitable date.

To put an event on the planning calendar, enter it as you would any other event and check the "Planning Calendar?" checkbox at the top of the event form. Planning Calendar events can be edited, deleted, or published to the public calendar at any time.

When you reserve a campus location using R25—Dartmouth's space management system—you can select the option to send the event to the public calendar.

Your event will be sent to the calendar as a "planning event" and you will receive an email confirmation. Click on the link in the email to complete your event description and publish it to the public calendar.

When an event is created in R25, the event date, time, and location remain connected to the R25 system. If the space reservation changes in R25, the change is sent to the public calendar. No calendar editing is necessary.

You may also have created the event in the calendar before reserving space in R25. In that case, you can send the information from R25 and choose to merge the R25 event with your existing calendar listing. That will create the connection between the R25-controlled information (date, time, and location) and the information you can edit in the calendar interface.

Event information can be exported from the Dartmouth Events Calendar and displayed on your organization's website using a variety of technology solutions, including RSS technology.

Centrally supported sites: Web Services can provide assistance to its client sites in the Arts & Sciences (sites using the Drupal or OmniUpdate content management systems)

Geisel, Thayer, and Tuck: Contact your school's technical services team.

Independent sites: Contact the vendor who supports your site.