University of Vermont

University Communications

Posting Events to the Calendar

Information for events published in the Campus Calendar of Events is pulled from the EMS room scheduling system, available at This is the only way to enter events into the campus calendar.

Only those who have completed the training class or the online training will have access to EMS for submitting requests. Online training is available.

All events listed in the Campus Calendar are considered to be free and open to the public unless otherwise noted. University Communications reserves the right to edit event descriptions for brevity and format and to remove inappropriate events (including weekly meetings, classes, non-UVM organizations using UVM space).

Please note: Reserving a space on campus does not add your event to the calendar unless you select the option for posting to the campus calendar.

Suggestions and clarifications

Event name: Choose something basic but descriptive, such as Biology Lecture Series, Music Department Concert or Career Services Workshop.

Start and end time: Please be sure to use the precise time for the event. This is what will show up in the calendar. Do not include set-up and take-down time.You will have the opportunity to identify how much time you need for set up and taken down later in the process.

Space preference: Choose a space from the drop-down list. If the space you are requesting is not in the list, choose UVM Campus. Please note that some commonly used campus spaces are not scheduled by Conferences and Event Services (CAES), and you will have to first secure the space reservation through them.

UVM events being held in campus spaces not currently scheduled by CAES should be entered using this system as well. Choose "UVM Campus" from the drop-down box for Facilities. Be sure to include the specific location in the "Calendar Text" section at the end of the form.

UVM events being held at off-campus locations in the Burlington area should be entered using this system as well. Choose "Other" as your space preference and type the location in the box as well as in the Calendar Text section.

University calendar information

The following information items are necessary for your event to appear on the Campus Calendar of Events:

Event category:

You must choose at least one of the event categories to activate the choice to submit to Campus Calendar and/or UVM Bored Calendar. These categories will filter the events into proper categories; you can select more than one category for your event.

Submit to the Campus Calendar of Events:

Your event will not appear on the calendar unless you check this box. Regular classes should not be included in the calendar, nor should events that happen daily or weekly.

Open to the public:

If you answer that your event is open to the public, please be sure that you have checked to have it appear on the campus calendar.

Calendar text

Type your short description here. Do not repeat the date, time, or location as these are taken from your reservation specifics.

Fill in the event URL to bring people to a Web page of your marketing piece or flyer.

Contact for more information

Please provide an event information contact name, phone and e-mail address identifying someone who can answer questions about the event itself. It may or may not be the same as the scheduler.

Ticket price/cover charge

If there is no charge, type in the word "free"; if admission will be charged, use format $number, ie: $5.

Note: If you are reserving multiple rooms for your event, mark only the main room to be entered in the calendar.

Updating/changing calendar information

If you have submitted your space request and later need to change or add more calendar details, make your changes directly in EMS.

Log in to Virtual EMS.

Click on "Request" and then "View My Requests."

Click on link of the name of the event to be changed.

Click on the green + sign, under "Services"

Click "Additional Information" - in the gray bar, toward the right.

Click on "Edit Additional Information" at top of the list.

Make changes as needed, including description.

Save. Close small window.

Click link for "Back to Reservation Summary."

Your reservation summary will now show the new information. Calendar data for the next 30 days is refreshed every 30 minutes. All data for future dates is refreshed overnight.

If you skipped over the calendar section when completing your space reservation but would now like it to appear in the campus calendar, you can do so by going back into your reservation in EMS.

Log in to Virtual EMS.

Click on "Request" and then "View My Requests."

Click on link of the name of the event to be changed.

Click on the green + sign, under "Services"

Click on University Calendar in the list of available services.
Fill in the data fields.

Last modified August 22 2013 02:00 PM