Submission Guidelines
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Main Calendar Event Submission Guidelines
- Any member of the OHSU community (faculty, staff or students) may submit an event for listing on any of the OHSU event calendars. Events must be sponsored by an OHSU department or recognized entity.
- Events included on any public-facing calendar must be open to the public, even if by invitation only. Departmental events or other events to which no one outside the OHSU community is invited or would be allowed to attend, are not appropriate for inclusion on this calendar.
- All fields on the submission form are required. Incomplete submissions will not be accepted, with the exception of fields that do no apply to the event, such as Series Name.
- Submitting a calendar item does not guarantee publication. Submitters will be notified by e-mail if a submission is not accepted. Reasons for rejection may include but are not limited to:
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- Event targets a small internal audience, for example, a potluck, team meeting or call schedule
- Event is a commercial advertisement or promotion for an outside group not sponsored or endorsed by OHSU
- Event contains private or other inappropriate information
- The Director of Protocol and Events, or their designee, reserves the right to refuse, edit or withdraw events at their discretion.
- For more information, please e-mail events@ohsu.edu.
Featured Events on OHSU Home Page
Only events sponsored by entities wholly owned and operated by OHSU may be featured on the OHSU home page calendar. Because only a limited number of events can be featured on the OHSU home page, not all submitted events will be included.Events featured on the home page must:
- Be aligned with OHSU's mission
- Be pertinent to a wide audience and primarily aimed at an audience external to OHSU (i.e. the primary audience should not be OHSU faculty, staff and/or students)
- Not be in conflict with OHSU policies
Submission Form Help
Event Types
The following event types are available when you submit an event:
- Class
- Community Events
- Conference
- Lecture/Presentation
- Meeting
When you choose an event type, a certain set of fields are available for your event. If you change your mind, you can select a different event type. The fields on most of our event types are identical, with the exception of Class, which allows you to specify if an event is, for example, eligible for CME or CEU credits.
The following are basic event type guidelines:
Class: Pertains to anything that someone considers to be a class, such as a continuing professional education class or a March Wellness class.
Community Events: Social, philanthropic or educational events open to anyone who wishes to participate. For example, the farmer's market, a 5k run, a job fair.
Conference: This event type will have more customized fields in the future. This is an event that has several presentations or classes contained within it.
Lecture/Presentation: Any event that has a speaker presenting information to the public or industry.
Meeting: Use for events that bring a large group of people together to discuss a topic or to work together to solve a problem. For example, a workshop or town hall type of meeting that is open to a large community. This event type is not for department meetings. Those should go on a different calendar, such as Outlook or the Ozone employee calendar.
Event Title
Put the official event name here. This is what shows in the summary view of calendar events.
Category
Use the category field to select the OHSU calendar on which you would like your event to appear. The submission form will be sent to the editor of that calendar for approval. The editor for that calendar can also place the events on other calendars. If you would like your event to appear on more than one calendar, please check the appropriate calendars in the "Applicable Calendars" field further down in the form.
Location
Please put as much detail in this field as possible. Remember, people outside of OHSU aren't familiar with the acronyms we use for our buildings, so please use full names and street addresses. If you include a full street address, it's possible for the calendar editor to place a Google map link in your event.
Series Title
This field is only necessary if your event is part of an on-going series, for example, "Ask the Health Expert."
Presenter
Please include the full name and credentials of the speaker, if applicable.
Campus Location
Select the appropriate OHSU campus or non-OHSU location.
Cost
If there is no cost for your event, leave this field blank--otherwise, enter the dollar amount.
Audience
Click in the appropriate check boxes to indicate who might be interested in attending your event.
Applicable Calendars
Use this field to tell editors where you would like your event to appear (for example, on both the Research and Education calendars). This field will not be visible on the published calendar--only editors can see it.
Web Link
If there is a web page with more information about your event, or if you have a separate web page for registration, put the URL (link) in this field.
