Frequently Asked Questions
Of people browsing the calendar:
- Can I receive a paper-copy version of the campus calendar?
- Why can't I find information on a certain event when searching the Calendar?
Of people who put on events or have campus announcements:
- What's the benefit of submitting my listing to the Calendar?
- How can my unit listing information on the Calendar?
- What if my event is private or I don't want publicity?
- What happens if I don't list my information on the Calendar?
- I want to submit a listing to the calendar, but am not affiliated with the campus. Can I use the Campus Calendar to publicize my information?
Can I receive a paper-copy version of the Campus Calendar?
The Campus Calendar is an on-line resource only and no comprehensive paper-copy version is produced. You are encouraged to browse the calendar for the complete set of listings, noting the details for any of particular interest.
Why can't I find information on a certain event when searching the Calendar?
The best way to learn about a specific event for which little information is know is a "Custom Search," using a single key word and a wide date range. If the event may have already occurred, input a date range that includes past dates.
If you do this and the desired listing is not returned, there are two possible explanations. Some units list their events to the calendar but because their event is not open to the public, they may request no web publicity, since the calendar is viewable by all with internet access. This happens rarely, but these listings will not be available.
More commonly, while campus units are encouraged to use the calendar, their participation is voluntary and not all units chose to list all their events on the calendar. If the listing you desire is not available, we recommend that you return to your original source of information (i.e. personal acquaintance, radio program, print media) to learn information such as the sponsoring organization or the facility being used that you can contact directly. If there is a campus unit that you would like to see use the calendar more completely, please let them know! Then contact us so we may continue to encourage their cooperation.
What's the benefit of submitting my listing to the Calendar?
The on-line calendar is browsed by a large number of people interested in learning more about the events and announcements of UCSC, which will gain exposure for your listing and your unit. As well, only calendar listings are eligible to be featured in a significant number of promotional opportunities produced free of charge by Campus Calendar staff. For more information, review our Promotional Opportunities page.
Also, by listing your information on the calendar, it immediately becomes available to a group of event planners and transportation and public safety personnel who consult the calendar to best coordinate events. Your information is crucial for them as they determine when and where to schedule events, what sort of event support may be needed in the event of simultaneous events using common resources, and to anticipate other potentially problematic situations which can undermine the success of your event and the experiences of your guests. All activities benefit when advance notice is available to anticipate challenges or potential conflicts.
How can my unit list information on the Calendar?
Learn how to receive a unit password that will provide the ability to add listings, and edit your listings, by consulting our Add/Edit Listings - Password Access page. Units are able to publicize events, as well as bring attention to announcements such as deadlines, observances, and other important dates.
What if my event is private or I don't want publicity?
No listing automatically receives publicity. This decision is entirely up to you. When you add a listing, you communicate exactly what publicity you would like it to be eligible for. If "no publicity" is selected, your listing will receive none, including the on-line calendar. It is still important to list your information even when no publicity is desired. (for explanation, see next question).
What happens if I don't list my information on the Calendar?
It is critical that you submit your information to the calendar and that you do so as soon as it's available. The calendar is used as a planning tool by campus event, transportation, and public safety personnel to antcipate challenges that arise when there are simulateous events or other situations which may require a proactive response or inter-unit communication.
By choosing to not provide your information, you remove important information that campus planners need to best support for event producers and the patrons who attend their activities.
The UCSC Campus Calendar is a resource for campus units and organizations only. If you do not have a campus cosponsor, your listing is not eligible for inclusion. You may publicize your listing by contacting a variety of print, radio, or on-line media in the area, as well as a number of local organizations, to request that they assist you in publicizing your information. If you do have a campus cosponsor, they may list the information to the calendar.
The most successful events often start with someone like you! There are many elements involved in bringing a great event idea to fruition, so to present an event on campus we recommend you work in conjunction with a campus unit or organization that will be aware of the various campus resources and policies regarding events. If you are a student, consult the list of SOAR's Registered Student Organizations, or work to create a new one. Another resource is staff at one of the campus resource centers or another unit who is interested in the idea.
Remember that you are often requesting cosponsorship, which can vary widely in terms of what resources you are requesting. Spend some time considering what role you would like your campus cosponsor(s) to play in your efforts and what responsibilities you will retain. A good start is to consult the Event Checklist which addresses some of the significant elements to consider when putting on an event.