LibCal Best Practices

1. Date, Start Time, and End Time — These fields are required.
2. Setup Padding and Teardown Padding — Padding is only necessary if your event is located in one of our study rooms.
3. All Day Event and Multi-Day Event — Leave these boxes unchecked. They are used for displays and exhibits only.
4. This Event Repeats — Use this field if you are holding the exact same event over several days in a short period of time. If you are holding a series of events with different titles and descriptions, manage the as separate events.

1. Event Title — Enter a short, descriptive event title. The title should clearly communicate what your event is about.
2. Event Description — Enter a short description — 3 to 10 sentences — of the event.
   • Remove the formatting of any text that was copied and pasted into the editor (e.g. fonts, font sizes, bold type, etc.)
   • Include any accessibility information at the bottom of the description as a separate paragraph.
3. More Information — Per the USF Federal Updates Task Force, please ensure that all events clearly state that everyone from USF is welcome. The Event Template includes the following phrase at the end of the event description:
   • This event is open to all USF community members.
   If the event is indeed a private event, please ensure that it does not exclude others in a manner that violates state or federal discrimination laws.
4. Featured Image — The Event Template includes a placeholder featured image. Replace the placeholder with an image that adheres to the following criteria:
   • Use a 16:9 high resolution image with a small file size — Your image should be at least 1600 pixels wide, with a 16:9 aspect ratio. File size should not exceed 1MB. Use Red Ketchup to quickly edit your images to meet these criteria.
   • Images must not include text and photo collages must be avoided — These types of images will be illegible on the thumbnail image, in the mobile view of the page, and text will get cut off when the image is cropped for various screen sizes.
   • Add alt text to your image — Use the Add via Image Manager option. Alt text is what a screen reader will use to describe the image to a patron with a visual impairment. Alt text should be brief and contextual.
   • Do not use posters or postcards containing redundant and/or inaccessible text — As long as the posters or postcards are accessible, they can be used in the Attachment section at the bottom of the page.
5. Related LibGuide — Select an associated LibGuide if applicable.
6. Friendly URL — Always assign your event a friendly URL. This makes your event easy to share. Friendly URLs use lowercase letters only with spaces separated by dashes. Examples:
   • https://libcal.usfca.edu/calendar/library/camp-gleeson-2023
   • https://libcal.usfca.edu/calendar/library/zine-workshop-fall-2022

Fill out all fields that are applicable to your event. Note the fields below are required:

• Event Organizer — There must be an organizer for every event. This makes it easy for patrons to contact the event organizer with any questions.
• Audiences — Choose the intended audience for your event. This information is helpful to know when your event is cross-posed on the USF calendar.
• Category — All events must be assigned the Event category.

Submit requests for social media and other support by filling out these fields:

• Internal Tags
• Event Note

Events are required to have an In-Person Location, an Online Location, or both. Online events managed by LibCal require registration.

• In-Person Location — Select a location in the library from the list. If your location is not listed, contact Anders to have it added.
• Online Location — Select the platform that will host your online event (see below for more information).

It is possible to require registration for your event (see information below).

Leave this section blank.

File attachments can be added here (posters, postcards, etc.) All attached files must be accessible (see information below).

Leave this section blank. Social Media support is requested via the Event Details section of this form.

1. Click the Modify Event button at the bottom right of the modal.
2. Make the necessary edits to your event — see Add Your Event in LibCal for more guidance.
3. Scroll down to the Publishing Status section and change the Status field to Submit for Review.
4. Click the Submit: Update Event! button.
   • Your submitted changes will be reviewed to ensure they conform to our standards. A reviewer will reach out to you with any questions. Once a reviewer publishes your changes, those edits will be viewable by the public.

1. Click the caret icon next to the Modify Event button at the bottom right of the modal.
2. Select Copy Event from the drop-down list.
3. Make the necessary edits to your event — see Add Your Event in LibCal for more guidance.
4. Scroll down to the Publishing Status section and change the Status field to Submit for Review.
5. Click the Submit: Add New Event! button.
   • Your submitted event will be reviewed to ensure it conforms to our standards and best practices. A reviewer will reach out to you with any questions. Once a reviewer publishes your event, it will be viewable by the public.

If you need to cancel a planned event for any reason, make sure you first notify Chanda.

1. Click the caret icon next to the Modify Event button at the bottom right of the modal.
2. Select Delete Event from the drop-down list.
3. Follow the on-screen instructions and click the Delete Event button.