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Leavey School of Business calendar managers should consult the following best practices when adding events to our public website calendar.

What Events Should Be on the Calendar?

Any event hosted by Leavey staff! The calendar serves both our current community, prospective students, and other external audiences.

Ask yourself:

  • Would I submit a digital sign for this event? → Add it to the calendar
  • Would I send a bulk email promoting it? → Add it to the calendar
  • Would I want the event to display on a webpage?→ Add it to the calendar
  • Would I request additional marketing support? → Add it to the calendar

Do not add:

  • Internal staff/faculty meetings
  • Events hosted by other campus units (direct them to share with the group "Leavey School of Business" via Livewhale instead)

What Information Should Be Included?

Since events also display on the main University calendar, certain details are required:

Must Include:

  • Title: Descriptive yet succinct. Avoid obscure acronyms or repetitive location info.
  • Time: Avoid “All Day” events when possible due to digital screen displays. Use specific start/end times (e.g., 8 a.m.-5 p.m., 11:59 p.m. for deadlines)
  • Location: Even vague is better than none (e.g., “Online,” “Lucas Hall”)
  • Description: At least one sentence. Include:
    • Acronyms spelled out or explained
    • Intended audience (e.g., “MBA candidates and alumni–join the Dean’s office...”)
    • Call to action: link to RSVP or more info
    • Accessibility statement (see below)

Events for Specific Groups: If your event is invite-only or limited to certain groups, still include it on the calendar.

  • Use a general location (e.g., “Lucas Hall”) on the calendar and share specifics (e.g., "Lucas Hall 106") via email or invitation.
  • Note in the description that the event is invitation-only or that attendees should check their email for details.

Upcoming Federal Accessibility Mandate

The University is required to bring all digital platforms to meet WCAG 2.1 AA standards by May. Leavey Marcom recommends adopting accessible practices as soon as possible to form this habit.

Common Accessibility Pitfalls for Events:

  • Links/URLs: Use descriptive text instead of “click here” or raw URLs.
  • Images: Include alt text if using images in email or calendar. Avoid embedding text in images for email or calendar; Marcom can help brainstorm accessible alternatives.
  • All Caps: All caps (e.g., "LEARN MORE") reduces readability and confuses screenreaders. Consider bold or italic text instead.
  • Accommodation Statement: Include in every advertisement (calendar entry, digital sign, email, etc.) promoting the event:
    • "In compliance with the ADA/504, please direct your accommodation requests to [name] at [email address or phone] at least 72 hours in advance."
      • Preferred language. Use when events are promoted at least one week in advance.
    • "In compliance with the ADA/504, please direct your accommodation requests to [email address or phone]."
      • Alternate simple language. Use when events are promoted on short notice (not recommended).
    • Don't just copy and paste the ADA disclaimer onto advertisements and forget about it. If an event attendee reaches out about an accommodation, make sure it is met.
    • If you use Leavey's Google calendar system to add events to Livewhale, please reach out to Leavey Marcom about automatically adding an accommodation statement.