Types of Events
We generally have 3 types of events in the college:
- Single day – Happens one time and displays a start date and time.
- Production – A production, like a Broadway play, which happens numerous days and times. We want these to display as a date range in aggregated list views and with the date and time for each instance on detail pages.
- Exhibition – A multi-day event happening over consecutive days, like an art exhibition. Displays as a date range. Check the box to display no times. We recommend including space or gallery hours in the body field.
Occasionally, we have repeating multi-day events that should display as single day events in aggregated listings. A repeat option is available on some sites.
The system allows you to indicate sold out and canceled events, however, in most cases you will need to manually manage and mitigate issues around these special circumstances and think carefully about all instances where these events are displayed, for example, you should remove ticket buying fields or other misleading content. Please read carefully the Event Sharing section below. For events that are completely canceled, you may wish to completely delete them from your calendar after the event date is passed.
Spelling of Canceled
For consistency the college and departments communications teams have decided to spell the word canceled with a single l, as guided by AP Style. However, in the source code schema, used for search and other metadata, it is sometimes spelled with two letter ls.)
You are encouraged to promote your events in as many places as possible. The college website, http://finearts.utexas.edu/calendar and the university website, http://calendar.utexas.edu are both places you should promote.
Most of our Drupal websites generate feeds of events that allow other websites to pull those events and display them. Historically, the automation has been unreliable and we recommend you verify the process is working and continues to work.
College site: For most sites, events share automatically with the college calendar (news similarly shares to the college site). There are checkboxes to not share an item.
University site: There are also checkboxes to control what is shared with the university. You can customize the information that is shared in the “Share with Other University Calendars” field-set. Carefully read all instructions on the content creation form.
Other sites: We can create feeds to share with University Blog Services sites. Other entities may also be able to take advantage of these feeds.
Managing Shared Events
If you are managing events, please contact the COFA Web team for access to edit the university or college events calendars. You will need special access permission to manage events that have been shared with the university or college.
Check out the page about the university calendar on the College of Fine Arts Communications team wiki, a https://wikis.utexas.edu/display/cofacom/UT+Calendar+-+Localist.
Do Not Delete
Without deleting the event manually from all sites that it has been shared with.
If you delete an event that has already been shared with the university or the college, it must be manually deleted from all calendars. Someone must log in to your website, the university and the college website to delete the event. The system is not smart enough to delete it from all 3 places. Remember, most sites published events are automatically shared with the college. In the strange chance that you want the event to remain on your site, you must appropriately check or uncheck the box so that it does not share in the feed the next day.
Also, checking the “Do not Share” or unchecking the “Share” box does not remove the event from the other calendar.
Canceled & Sold Out & Rescheduled
If you check the status of an event on your site, the university and college websites will display the same or similar message after the feed is updated.
Also, you’re encouraged to remove ticket buying fields or other misleading content.