Skip to Main Content

LibCal Best Practices

Standards for managing events, appointments, group study rooms, and hours.

Exhibits

An exhibit is a formal presentation of library materials spanning multiple days.

Example of past exhibit:

Quick Reference for Exhibits

  1. Submit Your Exhibit in LibCal — Include your preferred date(s), location, and any additional marketing/planning support you may need. The Outreach Team will work with you to finalize scheduling and location.
  2. Edit Your Exhibit in LibCal — It is possible to modify, copy, or delete your exhibit. Any edits will go through the same publishing workflow described above.

Submit Your Exhibit in LibCal

Create a draft of your exhibit directly in LibCal, including preferred date(s), location, and any additional marketing/planning support you may need. The Outreach Team will work with you to finalize scheduling and location. Your submission will also be reviewed to make sure all required information is included and accessibility best practices are followed.

Getting There

  1. Log into LibCal.
  2. Select Events from the menu at the top of the page.
  3. Find the Modify/View Calendar column and select Events, Displays, Exhibits from the list.

Add a New Event

  1. Click the Add New Event button above the calendar.
  2. Select Exhibit Template from the dropdown list, then click Continue.

Enter Exhibit Details

Work through each section of the exhibit details:

  1. Date — This field is required. It is the first day your exhibit will be up.
  2. Start Time, End Time, Setup Padding and Teardown Padding —  Leave these fields blank. They are reserved for events only.
  3. All Day Event and Multi-Day Event — Check both of these boxes. Exhibit are all day events that last multiple days.
    • Note: Multi-Day Events have a cap of running 45 consecutive days. If your exhibit runs longer than 45 days, you will need to make a copy of your exhibit and have it start on the day immediately following the last day of your first exhibit.
  4. This Event Repeats — Leave this box unchecked. It is reserved for events only.
  1. Event Title — Enter a short, descriptive exhibit title. The title should clearly communicate what your exhibit is about.
  2. Event Description — Enter a short description — 3 to 10 sentences — of the exhibit.
    • Remove the formatting of any text that was copied and pasted into the editor (e.g. fonts, font sizes, bold type, etc.)
  3. More Information — Leave this blank. The More Information field is reserved for events.
  4. Featured Image — The Exhibit 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 exhibit a friendly URL. This makes your exhibit easy to share. Friendly URLs use lowercase letters only with spaces separated by dashes. Examples:
    • https://libcal.usfca.edu/calendar/library/exploring-silence
    • https://libcal.usfca.edu/calendar/library/
More Information

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

  • Event Organizer — There must be an organizer for every exhibit. This makes it easy for patrons to contact the organizer with any questions.
  • Category — All exhibits must be assigned the Exhibit category.

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

  • Internal Tags
  • Event Note

Exhibits are required to have an In-Person Location, an Online Location, or both.

  • 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 Online Event via Facebook Live (or other) and input the web address for your online exhibit in the Event URL field.

Leave this section blank.

Leave this section blank.

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

More Information

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

Submit: Add New Event

Publishing Status

  1. Select the status of your exhibit:
    • Unpublished Draft — This will save your changes, but it will not submit your exhibit for review. Exhibits with this status are hidden from the public.
    • Submit for Review — Once you are ready to publish your exhibit, submit it for review. This will save your changes and notify all reviewers (Chanda, Rina, Anders, Katlyn) that it is ready for review. If you'd like to send along a note to the reviewers, enter it into the Message to Reviewers text field.
  2. Click the Submit: Add New Event button.
    • Your submitted exhibit will be reviewed to ensure it conforms with the requirements and criteria listed above. A reviewer will reach out to you with any questions. Once a reviewer publishes your exhibit, it will be viewable by the public.

Edit Your Exhibit in LibCal

You can modify, copy, or delete your exhibit.

Getting There

  1. Log into LibCal.
  2. Select  Events from the menu at the top of the page.
  3. Find the Modify/View Calendar column and select Events, Displays, Exhibits from the list.
  4. Locate and click the title of your exhibit on the calendar. A modal will appear with several options.
  1. Click the Modify Event button at the bottom right of the modal.
  2. Make the necessary edits to your exhibit — see Add Your Exhibit 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 exhibit — see Add Your Exhibit 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 exhibit 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 exhibit, it will be viewable by the public.

If you need to cancel a planned exhibit 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.
University of San Francisco Logo

2130 Fulton Street
San Francisco, CA 94117-1080
415-422-5555

Follow Us

Copyright © 2025 University of San Francisco