Events Calendar Policy & Standards

​​​​​​​​The Queens University of Charlotte calendar is the university’s central, comprehensive events calendar. The calendar informs and connects the campus community with the wide array of events offered at Queens. If you have questions regarding the calendar contact us at digitalstaff@queens.edu.

Note: The Events Calendar Policy and Standards is subject to change without notice.

Event Submission Requirements

Events may only be submitted for consideration for the calendar by members of the Queens community through the calendar’s event submission form. A current university network username and password is required to login and submit events to the calendar.

Use the Calendar Submission Form – Events must be submitted through the calendar’s online event submission form. Events cannot be emailed to the Marketing and Communication staff for inclusion in the calendar.

Be an Approved Queens Entity – Events should be organized and/or sponsored by a Queens University of Charlotte entity (school, department, program, office, center, institute, or approved student club/group).

Have an Approved Room Reservation – Prior to submitting an event to the calendar, the Queens 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. Queens uses the Ad Astra room reservation system. An event published on the calendar does not reserve the location. Please note: Events submitted to the university calendar without an approved room/location reservation may be removed from the calendar ​at the discretion of the calendar administrators.

Provide Complete Event Information – Event listings must include the event title, date and time, location, complete and thorough description, sponsor and contact information, and a high-quality image. A website link for additional information is encouraged. Only event information that is finalized and ready for public viewing will be published on 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, student club/group meetings, and other similar meetings where event attendance is limited to a small group and not a larger audience.

Meet Calendar Submission Deadlines – Event submissions must be submitted at least five business days before the event to be included in the calendar. 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.

Consideration for Inclusion in the Cultural Calendar – Applicable events submitted to calendar by the bi-annual publicized deadlines, typically in June and October, will be eligible for consideration in the printed cultural calendar.

Use Best Practices – Use best practices for event titles, descriptions, and images as documented in the Standards & Best Practices section.

Events Not Approved to the Calendar

• Events submitted using a non-queens.edu email account.
• Events that lack required information.
• Events that lack appropriate sponsorship by a Queens entity or lack a clear connection to Queens.
• Events that lack the approval of an appropriate Queens entity.
• Events found not to have an approved room reservation.
• Events submitted less than five business days before the event date.
• Classes, department meetings, 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 & Authority

The Marketing and Communication office determines what event listings appear on the university calendar, the Queens website, the Featured Events calendar, the Featured Events sidebar, and Featured Events in calendar newsletters.

Featured events are selected based on their appeal to a large audience, therefore please refrain from contacting Marketing and Communication with special requests to feature your event in the Featured Events area of the calendar.

Event submissions are considered on a case-by-case basis, and the approval process can take up to three business days. The Marketing and Communication office may edit event listing information without notice for style, consistency, length, and provided image. Queens University of Charlotte 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.

Event Updates & Cancellations

Update or cancellation requests from event organizers will be considered and managed in a timely manner (within 24 hours) whenever possible. Exceptions may include holidays and weekends or cancellations due to inclement weather.

Canceled events should not be removed from the calendar, instead, they should be marked as canceled or postponed so people planning to attend the event can see the posted event cancellation, e.g., [CANCELED] Sample Lecture Title, [POSTPONED] Sample Lecture Title.

Please note that the university calendar may “push” event data to various other sites or apps and the timing of updates to these sites or apps falls outside the direct control of calendar managers. ​

The calendar administrators are not responsible for alerting possible event attendees of event cancellations. Event organizers/sponsors should take proactive steps to alert possible event attendees through available channels.

Event Title, Description and Image Standards and Best Practices

​​Marketing and Communication follows the Associate Press (AP) Style for all written communication, including calendar titles and descriptions.

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 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.

Event Description

Event descriptions should typically provide a sense of who, what, and how. Briefly explain who is speaking or performing and what attendees can expect to see or hear. An event title alone generally won’t get people to attend. Provide more details and context to generate interest. If there are multiple event sponsors, the description will also list the co-sponsors. Also, note if the event is free and open to the public.

Please proofread descriptions for proper grammar, spelling, and APA style.​

Event Title & Description Examples

Event Title: HR Leadership Summit

Event Description with Two Sponsors:

The Human Resources (HR) Leadership Summit is for professionals seeking to effectively lead business change in the face of today’s complex challenges.

The summit will focus on key trends found in Deloitte’s annual Global Human Capital Trends report that identifies critical human capital trends. Sponsored by Queens University of Charlotte and Queens McColl School of Business.

 

Event Title: Preyer Lecture: ‘The Two Souths of ’68: Remembering Revolution in these Hard Times.’

Event Description with Multiple Sponsors:

Dr. Robin Kelley is Distinguished Professor and Gary B. Nash Endowed Chair in U.S. History at the University of California, Los Angeles. Dr. Kelley will explore how everyday acts of resistance and survival shaped and changed the lives of civil rights activists and what led to the defeat of revolutionary insurgencies in the late 1960s U.S. south and global south. Kelley asks to what extent these histories relate to and can inform the current landscape of American civil rights movements and national politics. An open Q&A with the speaker will follow the lecture. Sponsored by the History Department, Organization of American Historians, Norris and Kathryn Preyer Lecture Series. Admission is free and open to the public.

Event Title: Actors Theater of Charlotte: ‘The Legend of Georgia McBride’

Event Description Highlighting Partnership with External Organization:

He’s young, broke, just found out his wife is going to have a baby, and now Casey has lost his gig as an Elvis impersonator. When his club brings in a drag act led by Miss Tracy Mills, Casey is given the opportunity to trade one sequined outfit for another. This music-filled comedy celebrates finding your voice and singing your own song. Presented by Actor’s Theatre of Charlotte, in residence at Queens University of Charlotte.

​Event Title: ​World Languages’ Film Series: ‘Toni Erdmann’

Event Description with Sponsor:

The 2016 German-Austrian comedy-drama film ‘Toni Erdmann’ is about a divorced music teacher from Aachen with a passion for bizarre pranks involving several fake personas. Following the death of his beloved dog, he decides to reconnect with his daughter, Ines, who is pursuing a career in business consulting in Bucharest, Romania. She is consumed by her work and seems to have little time for her family, least of all her father. Sponsored by the World Languages Department. Free and open to the public.

Event Image

To maintain quality standards, only high-quality images are posted to the university calendar. Events posted without images may be delayed in their approval to the calendar until a suitable image is identified. Event newsletters and other promotion tools require event images to be present.

The following kinds of images are not permitted on the calendar:

• Low-quality images or low-resolution images that are provided at a size not large enough for the calendar.
• Images provided at the incorrect aspect ratio, e.g., a vertical image is provided for horizontal display.
• Images containing text (per federal website accessibility requirements).
• Any type of logo.
• Screenshots or images of posters or document attachments. Images of poster (and text) is not legible on smaller sizes like smartphones and images containing text don’t comply with federal website accessibility requirements.
• Images that are clearly copyrighted or subject to copyright and written permission has not been provided for online use.

Documents & Attachments

All documents posted to the calendar must comply with federal accessibility requirements. Document types include PDF, Word, Excel, PowerPoint, among others. If documents are found not in compliance, accessibility remediation may be required, which may delay approval to the calendar.

Documents that duplicate the same information that is already provided in the calendar title, description or image will not be posted to the calendar.