Calendar Policy and Guidelines

Calendar Policy and Guidelines

Marketing and Communications

Powered by Localist, the University calendar is Salve Regina’s central, comprehensive events calendar. The calendar informs and connects the campus community with the wide array of events offered at the University. If you have questions regarding the calendar, email communications@salve.edu.

Submission Requirements

Events may only be submitted for consideration by members of the Salve Regina community (students, faculty and staff) through the calendar’s event submission form. A current Salve Regina username and password is required to log in and submit events.

  • Use the event submission form: Events must be submitted through the online form. Events cannot be emailed to Marketing and Communications staff for inclusion in the calendar.
  • Be an approved Salve Regina entity: Events should be organized and/or sponsored by a Salve Regina department, program, office, center, institute or approved student club/group.
  • Have an approved room reservation: Prior to submitting an event, the organizer/sponsor​ must reserve space through the 25Live event planning system. Submitting an event to the calendar does not reserve the location. Events submitted without an approved reservation may be removed at the discretion of calendar administrators.
  • Provide complete information: Submissions must include event title, date and time, location, thorough description, sponsor and contact information and a high-quality image (posters or images containing text will not be used to comply with federal website accessibility requirements). A website link for additional information is encouraged. Only event information that is finalized and ready for public viewing will be published.
  • Be an appropriate event: Calendar submissions should be of general interest to the entire University community. Events with a narrow audience are considered for inclusion at the discretion of calendar administrators. 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 submission deadlines: Submissions should be received at least 10 business days before the event. You are encouraged to submit your event as far in advance as possible to allow adequate time for promotion, ideally a minimum of 2-3 weeks in advance, earlier for larger events, event series, etc.

Events Not Approved

  • Events submitted not using a salve.edu email account.
  • Events that lack required information.
  • Events that lack appropriate sponsorship by a Salve Regina entity or lack a clear connection to Salve Regina.
  • In-person events without an approved room reservation.
  • Classes, department meetings, student club meetings, save the dates and calls for papers/entries/submissions will not be posted.

Calendar Regulation and Authority

The Office of Marketing and Communications determines which event listings appear on the University calendar, the salve.edu website, SALVEtoday, social media and other digital platforms.

Submissions are considered on a case-by-case basis and the approval process can take up to two business days. Event information may be edited without notice for style, consistency and length. Salve Regina reserves the right to delete or edit event listings that do not meet appropriate criteria.

Event Updates and Cancellations

Updates and cancellation requests will be managed in a timely manner (within 24 hours) whenever possible. Exceptions may include holidays and weekends or cancellations due to inclement weather. Canceled events are not removed from the calendar, instead they are marked as canceled or postponed so people planning to attend can see the posted cancellation.

Calendar administrators are not responsible for alerting possible attendees about event cancellations. Event organizers/sponsors should take proactive steps to alert possible attendees through available channels. Also consider posting a sign on the building and door where a canceled or postponed event was to be held.

Please note that the calendar may push event data to other websites or apps. The timing of updates to these websites or apps falls outside the direct control of calendar administrators.