University Calendar Policy

As the university has grown, so have our events. Each year, thousands of people attend events on our campus, and each of these events is a chance to communicate important messages and favorable impressions about St. Edward's. To ensure the university is not over-scheduling space and resources, and to ensure all visitors have a positive experience on campus, all events with expected attendance by an external audience of 25 people or more must be posted on the university-wide web calendar. Please note the policy applies to both new events and previously scheduled events.

When considering a day for your event, first look at the university calendar at for open dates.

Once you have found a preferred date, you may submit calendar information by visiting the web calendar and filling out an "add an event" form.

When submitting your information, you will be asked for the following:

• Date of event
• Time of event
• Audience
• Event contact person (name, phone number, e-mail)
• Brief description of event
• Web site link (for more information/registration, if applicable)
• Any fee associated with the event

Once your calendar submission has been received, it will be put in order by the date received for posting on the university web calendar. You and the scheduling facility (Ragsdale, RCC or theater) will receive an e-mail confirmation within 24 hours (one business day) to inform you if the date requested is available. The scheduling facility will contact you within 24 hours (one business day) to confirm the availability of the space, cost (if applicable) and set-up needs and then send you a confirmation e-mail. Please note the first confirmation e-mail is only for the date, not the space. Contracts should not be signed, nor should publicity begin until your calendar listing information and space is confirmed.

While St. Edward's can often accommodate events occurring simultaneously, there may be instances when events should not occur at the same time due to limited facilities or limited resources such as parking or security. In these cases, Laura Rivas, Special Events Associate in Marketing, will determine which event was submitted first, review the scope and purpose of each event, and then make a recommendation for how to proceed (e.g., move one event to another day and/or location). If there is some disagreement, the two conflicting events will be reviewed by the appropriate vice presidents, who will make a final decision.

Standing annual university-wide events, such as graduation, orientation, move-in day, etc., may be booked a year in advance. Events of this nature are considered black-out dates on the calendar, and only in limited circumstances can simultaneous events occur on those days.

A reminder about media . . .
The media policy of St. Edward's University requires all press inquiries to be handled through the Marketing Office. If you are contacted by the media, please remember to refer them to Mischelle Amador, Director of Communications. As a private institution, St. Edward's University does not permit external news media on campus without prior approval from the director of communications. Media on campus without such approval may be asked to leave by University Police. If you anticipate media attendance at an event you are planning, please coordinate media coverage at least two weeks prior to your event by contacting Mischelle Amador at 512-448-8404 or by using the Public Relations Request Form available online at http://www.stedwards.edu/market/Photo_Request_Form.pdf.

Please contact Laura Rivas with any questions regarding the calendar policy at 448-8740 or laurar@stedwards.edu.