Users: Submitting an Event to the College Calendar

These instructions will be updated periodically. If you print them out for reference, be sure to check back here occasionally for updates.

Last updated April 26, 2012.

Getting Started

  • Go to
  • Log-in with your Williams username and password.
  • Click “Add an Event” near the top of the right column.

Title & Description

  • Event Title: Required. Shorter titles work best for calendar displays. Informative or catchy titles attract larger audiences (“Tying Yourself in Knots” vs. “Mathematics & Statistics Department Colloquium”).
  • Description: Required. Concise information about the event and/or the speaker/performer. URLs entered here (with “http://”) will become live links on your event page. Sponsors may be listed here. Profane, graphic, or otherwise inappropriate language may be removed/edited.

Date & Time

  • Date of Event: Required. Begin typing, wait for autofill to the right of Scheduled Date (3 lines down).
  • Start Time: Begin typing, wait for autofill to the right of Scheduled Date (2 lines down).
  • End Time: If your event is significantly shorter than one hour or longer than an hour and a half, this information is helpful for attendees in planning their time.
  • Add Another Date: If your event occurs on more than one day, click this button. Current date will move below the button, and the Date and Time fields will clear so you can enter the next date/time. (If your event occurs more than once on a single day – e.g., a matinee and an evening performance — you must enter the event twice for that day.)


  • Location of Event: Required. Begin typing name of building (not room), wait for autofill, then select from drop list (this will add the building address to the field below — and a Google map to your event page!).
  • Room: If your location is Thompson Chemistry, this is where you would enter “Wege Auditorium”; if your location is Griffin Hall, this is where you would enter “3″; if your location has no room, leave blank.
  • Address: If your event occurs at a venue not in the calendar system, enter the address here.

More About Your Event

  • Event/Performer Website: If you have a press release or a website for your event enter the URL here — don’t forget the “http://”. If your speaker/performer has a website unrelated to this event, you may add that URL to the event Description.
  • Add a Photo: Images add interest. Browse for an image on your computer here. If you do not have an image for your event, a picture of the event location will appear instead.

Getting Your Event on the Right Calendars

Events appear on various calendars and displays based on the Event Type and Department selected here. You may select more than one, but you must select at least one.

  • Event Type: Required. Event Type determines on which calendar(s) your event appears:
    • Arts at Williams: performances (see below) and events related to performances or to ongoing exhibitions (but not the exhibition itself)
    • lecture/seminar/presentation: colloquia, workshops, panels; any event in which information is offered and/or exchanged
    • ongoing exhibition: exhibits or displays available over a period of days with no set event time
    • performance: music, dance, theater, and film presentations
    • sports: away: away games
    • sports: home: home games and other athletics-related events such as a lecture about sports injuries, the Deford Awards, etc.
    • student-only event: any event limited to student participation Do not select any other event type for student-only events
  • Department: Select any departments (offices or programs) on whose website calendars your event is to appear. A lecture on Latina teens, for example, may appear on both the Latina/o Studies website calendar and the Women’s, Gender & Sexuality Studies website calendar by selecting both of those programs here.
  • Group: If you belong to a student neighborhood or group, a drop menu will appear here. You must be a member of a group in order to submit events to that group’s calendar.

Ticket/Admission Information

  • This event is free: If your event is free, skip this section; if your event has admission information, uncheck the box and continue.
  • Ticket Cost: “$15 per person,” “$10 adults; $3 students,” “Free, but tickets are required”
  • Ticket Link: URL for box office, order form, etc. No phone number here (if needed, put box office/ticket info phone number in Description field above).

Editing Your Event

You can edit your event before it is approved by clicking the “Edit Event” button in the gray bar at the top of the event page.

Once your event is approved, you no longer have access to edit it. Contact [email protected] to request changes to public events and [email protected] to request changes to student events.

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