Events

All of the websites are different and each content editor may choose different techniques for handling events. Following are some general guidelines. Please contact the COFA Web team to discuss your specific needs.

Three types of events

  • Single day – Happens one time and displays a start date and time. End time is optional.
  • Multi-day – A production, like a Broadway play, happens numerous days and times. Displays as a date range in aggregated list views and with a start date and time for each instance. (End time is optional.)
  • Ongoing – 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.

Events Sharing

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.

Automated Sharing

Most of our Drupal websites generate feeds of events that allow other websites to pull those events and display them. The automation is unreliable and requires that you verify the process is working and continues to work. 

To automatically share events with the university and college calendars simply fill out the fields in the “Share with Other University Calendars” field set and check the “Share Event” box when ready. Carefully read all instructions on the form.

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.

University Calendar

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.

Deleted, Canceled or Sold Out

Unchecking the “Share Event” box does not remove the event from the other calendar. If you uncheck the box on an event that has already been shared, the edits made on your calendar will not override the item on the other calendar until the box is checked again. This is handy if you determine you want the content to be different from your website and the other.

If you delete an event that has been shared with the university and the College of Fine Arts, 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.

Canceled & Sold Out

If you check the status of an event on your site as canceled or sold out, the College of Fine Arts website will display to visitors that the event is canceled or sold out. However, if the event is not immediately happening, you may wish to simply login to the college website, https://finearts.utexas.edu/user and delete it.

Also, you’re encouraged to remove ticket buying fields or other misleading content.

The university calendar has no cancellation/sold out notification functionality so we encourage you to simply delete the event.

Note: For consistency the college and departments communications teams have decided to spell the word canceled with a single l.

“Emergency” Cancellations, Sold Out & Rescheduled

When there’s a last minute event change please consider using your special homepage features to announce the change. You may also add a tile to the College of Fine Arts homepage. Also, consider editing the event to change the Title, Summary or  “On Sale Info” fields. Don’t forget to remove any ticket buying fields.
For a multi-day event where only one date is effected you may wish to edit the summary with a note about the canceled or sold out date and/or adjust the date range.