Frequently Asked Questions
Yale Arts Calendar — Event Submission
Event submission video tutorial
- Before creating an event, see if it has already been entered. Be sure to search by both date and title, since it is possible an event has been created under a different title (e.g. the “Big Event,” rather than “The Big Event.”) Even small variations can cause an event to mistakenly appear twice.
- Make your titles descriptive. Rather than Lecture use Music Lecture Series: “Uses of the Neapolitan Chord.” Give the potential audience enough detail to encourage specific interest.
- Provide rich information about the speaker or performer. Rather than Led by Mary Miller write Led by Mary Miller, Dean of Yale College.
- The box “All Day” should be checked for an event, such as a festival or exhibition, that spans multiple days without a specified start or end time.
- Be aware that the event submission Date & Time interface uses a 24-hour clock.
- Elaborate on the event in the Description field, but try not to repeat information offered elsewhere. Include subsequent details (time, location, etc.) within their relevant fields, unless specific explanation is required.
- We highly encourage the inclusion of a representative image to help draw interest to your event.
- An Event URL can be helpful to further contextualize your event. If available, include a website that will provide an interested audience member further information.
Your event will be reviewed within two business days. If there are no errors the event will appear immediately after review. You will receive an email confirmation when your event is posted.
Once you have submitted an event, it will remain available for further change and update within the My Pending Events tab until publication. This review phase gives the calendar administrators an opportunity to verify the details of your submission.
Upon approval and publication, the event will no longer be available as a pending event. If at that time your event is still not showing up on the YAC, or if any detail has changed or requires clarification, please contact the calendar administrators at YCArts@yale.edu.
The easiest way to provide an image for your event is to include an Image URL from an externally hosted source, such as your website, within the submission.
If you want to include an image that is not hosted online, you may send the image to YCArts@yale.edu as an email attachment. Please be sure to reference the appropriate event in your e-mail.
All images should abide by the following rules:
- Standard digital image format – JPG (preferred), PNG or GIF
- RGB color type
- Approximately 72 dpi
- Less than 1mb in size
- 1.5:1 width ratio is required for any image to be included in an Arts Highlight section (304px by 203px, or any larger multiple recommended)
- At least 150px on the shortest side
- Make sure the image has no border or frame
Provide a caption and photo credit (if known) for each image.
If a program occurs multiple times, such as a gallery tour, we can assist you in creating and maintaining an archive of stock photos for rotating use. Contact
YCArts@yale.edu for more info.
Take advantage of the Event URL link to offer your audience access to external web content for the specific event or for your organization generally.
A separate external Sponsor URL link may be included to highlight the primary sponsor of an event.
All URL information must be submitted in its fullest form: http://examplewebsite.com.
If a recurring Event Location is not available through the pull down menu, enter the address through the “Other” location option and, as part of the Final Notes, suggest that this venue be added. This will initiate an approval process for adding a new Event Location to the system.
Similarly, if recurring Event Contact information is not available through the submission pull down, enter this information manually, and suggest these details be added to the system for future use.
Remember that the Event Contact should be the person a potential audience member will contact to request further information; this might or might not be the same person that is submitting the event.
The Event Categories and Badges help filter your events when a user initiates a search. Check the boxes that best represent your event, so that users can find it using various search criteria.
Any suggestions for potential future Badges should be sent to YCArts@yale.edu.
What if I don’t have all the details for my event finalized, but I would like to have it listed on the calendar?
Try to verify all details before submitting an event for publication. If details are still TBD, or last minute changes are expected, make sure to communicate this in the Final Notes section of the submission.
Upon instruction, a submitted event can be left unpublished until the submitter is able to complete and verify all details. Until an event is accepted for publication, it remains available to be edited through the My Pending Events tab.
At the point of publication an event will no longer be available for you to edit. Past this point you need to contact the calendar administrator (YCArts@yale.edu) to change event information.
Always include a valid e-mail address, as the event submitter, to ensure that we are able to contact you with any questions or follow-up.
Do I need to submit my events to the Arts Calendar if I already submit my events to the Yale Calendar of Events?
No, if your arts related events are consistently being submitted to the Yale Calendar of Events, then you do not need to submit those events directly to the Arts Calendar. The Yale Arts Calendar is able to pull such events from the central university calendar.
If you are an exclusively arts related program that does not currently post events on the Yale Calendar of Events, but would like to do so, please contact YCArts@yale.edu to discuss how this process can be made most efficient for you.