policies and procedures


How do I submit an event?

A campus organization may have one or more designated calendar administrators, who can login to the calendar admin system via SUNetID. Once logged in, the calendar administrator can add new events or edit previously submitted events.

If you represent a Stanford academic department, organization, or student group which does not have a calendar administrator, you may complete our online training and request an account.

Contact us via HelpSU if you have additional questions about obtaining an administrator account.

What events can be posted?

Approved events that are open to the Stanford community or open to the public can be advertised on the Stanford Event Calendar if they meet the following requirements:

Outside companies or organizations do not qualify as Stanford sponsors and may not post events.

For more information about the event approval process, please refer to the Registrar's Scheduling Office, Office of Special Events & Protocol, and for student events, Student Activities and Leadership (SAL).

When will events be posted?

Published events will generally be posted within 8 hours of submission. The calendar editor reviews newly published events regularly. If an event does not appear to meet the requirements, it will be removed from the system. Publication of events is at the discretion of the calendar editor.

Can my event be a "featured event"?

The calendar editor selects events to be listed on the featured events page. To suggest an event to be featured, contact us via HelpSU. Please include the date, title, and sponsoring organization of your event.

How do I change event information on the calendar?

As a calendar administrator, you can edit, cancel or remove previously entered events. A change of venue, date/time or scope must be approved by the space-granting entity. If a publicized event has been canceled, we strongly recommend that you mark the event as such under the "Publish" tab of the event editing screen rather than removing it from the system.

How do I add a photo or image to an event listing?

Images should be cropped to 150 x 150 pixels and saved as JPEG. On the "Image" tab of the event entry screen, you will be prompted to browse for the image file on your computer (similar to attaching files in most e-mail programs). You may also select from a library of generic images available from the "Image" tab.

How can I integrate event listings into my own website?

All the listings in the Stanford Event Calendar are available via XML feeds, as well as iCal and RSS feeds. The XML feeds provide the richest source of data and the most advanced options for integration into your website. Please refer to the XML feed documentation for more details and code samples.

How can I have my event recorded for Stanford on iTunes U and/or YouTube?

The sponsoring department is responsible for producing the audio or video recording. We recommend using Stanford Video. For more information on how to contribute your recording to Stanford on iTunes U or YouTube, please visit their Contributor Information site.

What are the penalities for misuse of this website?

Event submissions must comply with the Fundamental Standard and the university's Computer Usage Policy. Individuals will be held responsible for all information submitted using their account.

The calendar editor reserves the right to delete and/or edit event listings if the information provided does not meet the above mentioned criteria or violates university policy, local, state or federal laws.

Participation in the Stanford Event Calendar is a privilege that can be revoked at the discretion of the calendar editor.

How do I contact the calendar editor?

Contact us via HelpSU.