LibCal Calendar Events

With multiple calendars and contributors scheduling can be a challenge. It is important for event organizers to be mindful of all of the working parts and teams involved in hosting library events. All event bookings are done through LibCal; further action in Outlook is not necessary.  (Please note:  when you book a learning studio via LibCal  - it automatically adds 15 minutes to the start and end of each reservation to allow for setup and clean-up.  do not additional time unless more is needed)

DO:

• Select your location at the time of event creation. Even if you only make a draft of your event, it will hold the space for you.
• Make sure that the LibCal system confirms that the space you'd like to use is available at the time of your event. It will automatically tell you if it is or isn't when you make the location selection.

DON’T:

• Double book a space. If a space is already booked, seek an alternative location, date/time, or consult with LibCal admin about your event.
• Forget about set up and clean up time; this also needs to be booked accordingly on LibCal to avoid double booking.
• Publish a LibCal event without selecting a location.

• Titles (title case ex. Research Skills for Graduate Students) should be as short, but as meaningful as possible.
• Subtitles may be used but are neither required nor discouraged.
• Event types and format designations such as drop-in, workshop, panel, etc. do not need to be part of the title, but should be included in the first sentence of the event description (i.e. "This workshop will...").
• Recurring Series (on-going series, regularly offered but with varying content) needs to include the series title first, followed by the specific event name as follows: “Series Title: Event Title” (i.e. “Friday Tech Talk: Common Assessment Tools”).

The drop-in, workshop, or event description is a critical piece of information that will help people decide whether they want to participate. Generally you would use the same description across marketing materials (such as a print/digital flier, calendar entries, and outreach emails). When writing an effective description:

DO:

• Be Organized and Concise - We want to give our users everything they could possibly need, but they are often better served by content that is concise and selective rather than exhaustively thorough.
• Keep the intended audience in mind, make it welcoming and inviting. A beginner level workshop should not include jargon and abbreviations that are confusing or unclear. More on writing for your readers.
• Identify the format or event type in the first sentence, followed by meaningful outcomes or objectives of the drop-in, workshop, or event (ex. __).
• If it is appropriate, include a bio for guest speakers and outside partners or facilitators.
• Add accessibility statements in the event description. I.e. “Questions or requests regarding disability-related accommodations should be directed to..." or “We are dedicated to creating a more accessible event. Please let us know if you have any accessibility needs (i.e. ASL interpretation, scent free space, wheelchair access)”
• For recurring series and repeat offerings include appropriate version of following at the end of description:
  • “For alternate sessions, select 'show more dates' below”
  • “Monthly (or weekly) workshop. Select ‘show more date’ below for other options”
  • “For more in the Friday Tech Talk series, select ‘show more dates’ below”

DON’T:

• Use jargon or abbreviations that participants interested in the topic may not understand.
• Use “click here” text descriptors if you are including URLs. Rather, use meaningful, active, succinct phrases for naming links such as “Review Adobe guide” or “Submit food request.”
• Add accessibility statements without first familiarizing yourself with the space (to identify barriers and limitations), your ability to make the space accessible based on requests, and university resources for accessibility.

• Select the appropriate location for your event from the drop-down options in LibCal.
• If the event is online, you have the option to provide zoom information OR an event URL and password. If you do not require registration, the link will be available to anyone who views the event page. It is recommended to require registration for online events other than drop-in sessions.

• For online events it is recommended to require registration. The basic registration form is a low barrier and only includes name and email.
• Consider what other information you need and why before creating a registration form of your own.
• Please use a LibCal registration forms vs. an external registration system (such as eventbright):
  • LibCal registration will allow you to manage an event and communicate with attendees using a single platform
  • An additional registration link within a LibCal event may cause confusion for attendees
  • To keep the registration process more consistent across events and workshops, so that our attendees become familiar with that process over time.
• LibCal allows you to communicate with attendees in a few ways:
  • Email all registered attendees. You may set up and customize a reminder email when you create the event (or at a later date).
  • You may follow up with attendees after the event with feedback surveys and/or resources requested during the event.

Benefits of registration:

• Allows event organizer to track and limit # of attendees.
• Adds professionalism and formality to your event or workshop
• Allows event organizer to communicate with attendees, including soliciting dietary and access needs prior to the event.
• Allows event organizer to monitor and assess participant data, such as department, affiliation, etc.
• Promotes deeper engagement and level of commitment from attendees.
• Allows event organizer to streamline event check-in.
• Allows to safely send zoom links and meeting passwords to registered attendees vs. leaving them open to zoom bombing.

Drawbacks of registration:

• Room for human error (such as entering the wrong email)
• Does not make sense for calendar entries such as drop-in sessions.
• Requires an extra step that may deter potential attendees

• LibCal allows event organizers to link to an existing/related LibGuides when building an event. This can be helpful for an event that requires in-depth and curated resources.
• Event organizers may also embed external links in the description. Be sure not to use “click here” text descriptors if you are including URLs. Rather, use meaningful, active, succinct phrases for naming links such as “Review Adobe guide” or “Submit food request.”

• One image is required for every workshop or workshop series.
• Images should be no larger than 200px x 200px
• Image should be uploaded into the “Shared Library > Workshop Images >” in Springshare
• Typically, one promotional image is all that is needed for an event. However, exceptions may include a profile picture for the speaker, etc. Additional images may be added in the description/body. When adding images, make sure you size them according to % instead of pixels. % refers to the percentage of the screen they will take up when viewed on any device.

This is where we need to provide guidance and instructions on cross promoting on Drupal, if that is something we are going to do. Who to contact What they will need to create a redirect to the LibCal event General guidelines on when/why this is used. It should be minimal to avoid duplicative work.

You may wish to send follow up surveys and/or thank you emails to your attendees; it is important to do this immediately following the event.

When you create the event there is an option to set up a follow up email and customize it. This is the easiest way to do so, however, you may also go into the event page after the fact and send an email to those who registered.

After an event has concluded it is important to go in and report the number of people who actually attended and hit "save." This may be used for tracking participation and attendance at events both within your department and library-wide.