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University Calendar Guidelines

The Loyola University Chicago calendar is the University's central, comprehensive events calendar. The calendar informs and connects the campus community with the wide array of events offered.  

The University Web Calendar System manages and publishes the main University Calendar, as well as the online calendars of individual schools/colleges, departments, and organizations. The main University Calendar is managed by University Marketing and Communications and is comprised of events posted by Loyola employees and students. Individual site calendar administrators manage their respective sub calendars. The general University audience must submit events for posting to these calendars through the general University Calendar submission form at LUC.edu/calendar/submit. If you are a calendar administrator, you may login with your UVID and password at LUC.edu/calendar/admin to submit and manage events. 

For questions or comments, please contact the University Marketing and Communication department, via e-mail at umc@LUC.edu.

Submission guidelines

  • Loyola University Chicago's online calendar is intended for publication of Loyola University Chicago events only. These include events sponsored by any Loyola University Chicago department, school or organization.  
  • All events should be submitted no less than 5 working days prior to the scheduled event. However, event organizers are encouraged to submit their events to the calendar as far in advance as possible to allow adequate time for event promotion, ideally a minimum of two-to-three weeks in advance of the event. 
  • When providing contact information, please provide a Loyola phone number or e-mail address. 
  • Event descriptions should clearly state any notable restrictions such as audience, RSVP, reservation, or ticket purchase requirement. 
  • Prior to submitting an event to the calendar, the event organizer/sponsor must have completed an approved room reservation through official channels and ensure that the dates and times associated with the event are correct. An event published to the calendar does not reserve the location. 
  • Unless otherwise identified, all events entered into any sub calendar should be considered as potentially appearing in the University Calendar. 

University calendar approval criteria

Events approved to the main University calendar must meet the following qualifications. 

  • Loyola-affiliated - Must be organized or sponsored by a Loyola University Chicago entity such as school, department, program, office, center, institute, or approved student club/group. 
  • Complete Information - Must include all main event information including date, time, descriptive title, event description and/or URL to event page, sponsor, and contact person. Only event information that is finalized and ready for public viewing will be published to the calendar. 
  • Be an Appropriate Event - Appropriate events include, but are not limited to, lectures, workshops, seminars, conferences, art events, performances, cultural events, community service events, social events, information sessions and athletic events. Events that aren't appropriate for the calendar include faculty and staff department meetings and other similar meetings where event attendance is limited to a small group and not a larger audience. 
  • Precedence is given to high-level, University-wide events.  

Events not approved to the calendar

  • Events submitted less than five business days before the event date. 
  • Classes, department meetings, regular reoccurring student club meetings, save the dates, call for papers/entries/submissions, and application/submission/registration deadlines will not be displayed on the calendar. 

Calendar regulation

University Marketing and Communications determines what event listings appear on the University calendar, the Loyola website, and the luc.edu Homepage Events calendar. 

Event submissions are considered on a case-by-case basis, and the approval process can take up to three business days. University Marketing and Communication may edit event listing information without notice for style, consistency, length. Loyola reserves the right to delete and/or edit event listings if they do not meet appropriate criteria, including language that doesn't meet community standards, university policies and procedures, or violates local, state or federal law. 

Best practices for calendar listings

Event Title, Description Standards and Best Practices 
University Marketing and Communication following Chicago Manual Style for calendar titles and descriptions. Please note: these standards and best practices are subject to change without notice.  

Event Title 

  • The event title should be less than 50 characters long, including spaces. Event titles that go beyond 50 characters may be truncated with an ellipsis in some calendar views. 
  • Principal words should be capitalized. Do not capitalize words like "a," "and," "in," "of," or "the" unless they are the first word of the event title. All caps should never be used. 
  • Examples of prepositions not to be capitalized (four or fewer letters): at / by / down / for / from / in / into / like / near / of / off / on / onto / over / past / to / upon / with 
  • Examples of conjunctions not to be capitalized (four or fewer letters): and / as / but / for / if / nor / once / or / so / than / that / till / when / yet 
  • Single quotation marks should be used around the titles of books, plays, magazines, newspapers, TV shows and movies when used in event titles. 
  • Event titles should generally not include details like event sponsor. These details should be included in the event description, which appears on the event detail page. 
  • Numbers 0-9 should be written out; numbers that are 10 or higher should use the figure. 
  • References to dates or numbers should not include "st", "nd" or "rd" as part of the date or number, e.g., 1st, 2nd, 3rd. 
  • Superscript and subscript should be avoided, instead use straight text, e.g., e.g., 1st, 2nd, 3rd. 
  • Please proofread titles for proper grammar and spelling. 

Events appearing on the LUC.edu homepage

University Marketing and Communication selects events to appear in a preview on the Loyola University Chicago homepage at LUC.edu. The events selected to appear on the homepage calendar are high-level, key University events which have a wide appeal.