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Meetings & Events

Adding an Event Request through the Open Entry Submission Form

How to Submit an Event

Complete the form provided. Certain fields on the open event submission form are required and some are optional. Any field that is marked with an asterisk (*) is a required field and must be completed before you can finalize your event submission. Other details regarding each field are noted below.

Event Submitted By
Any information entered in this area is for event processing only and will never be displayed with the Calendar event details if approved for posting.

  • *First Name: This field supports up to 50 maximum characters.
  • *Last Name: This field supports up to 50 maximum characters.
  • *Email: This field supports up to 100 maximum characters. Be sure to check your email address carefully so that a Calendar administrator can contact you if there is a question with your event submission.

Event Information

  • *Event Name: This field supports 100 maximum characters.
  • *Event Categorization: You may select one, multiple or all Category(s) or Category(s)/Subcategory(s) from the list box provided. Click the checkbox beside of the Category/Subcategory that you would like to add your event for classification on the Calendar.
  • *Event Description: This field supports 1,000 maximum characters. HTML can be entered within this field. You can also enter a hypertext link in this field using "http://", "https://" or "www." and the hypertext link will be automatically created for you once the event is approved and posted live to the Calendar.
  • Upload Image: You may browse and upload an image that will display along with the other event details. The image must be either a .GIF or a .JPG and the maximum file size should not exceed 80K. The maximum pixel size of an uploaded image when displayed to the visitor on any screen is 280 X 280 pixels. The aspect ratio of any image that you upload will remain constant.
  • Image Alt Text:This text field allows you to enter image alt text if an image has been uploaded. The alt attribute is used to specify text which will be displayed in place of your image if the image cannot be viewed for any reason. The image alt text is required if any image has been uploaded. This field supports 75 maximum characters.
  • Upload Attachment: You may browse and upload an attachment file that will display as a link within the event details screen on the Calendar. The attachments can be any of the following document types: .doc, .xls, .wav, .wmf, .wma, .jpg, .gif, .pdf, .avi, .mp3, .ram, .qt and .swf. *NOTE: Attachments cannot exceed 5 MB.
  • Attachment Link Text: This text field allows you to enter text that will serve as the link that a Visitor sees on the Calendar event details. Visitors will be able to select this link in order to download/open the attachment file. The Attachment link text is required if you choose to add an attachment. This field supports 75 maximum characters.


    • Event Date(s)
    The only information required for the event schedule is the start date. All other fields are optional for selection.

    • Start Date:  You may either enter in a valid date within the field provided (mm/dd/yyyy) or you may use the Calendar Date selector to display an interactive Calendar interface to select your start date.
    • End Date:  The end date field is automatically updated to reflect the same date entered/selected for the event start date.  An alternate end date(different from the start date) may be entered or selected from the Calendar Date selector but it should be cautioned that this will create a multi-day continuous duration event.  *NOTE: Most events will have the same start and end date.  Rarely will you want to change the end date of the event to be a different date than the start date since within Calendar this creates a multi-day, continuous duration event.  A true multi-day event is something that begins at a select time on one date and continues through to the end date/end time selected without any break.  An example of a multi-day event would include a "Dance-a-Thon" or "Fall Registration" if registration can be conducted at any time throughout the dates selected. 
    • Recur Type: If your event is part of a recurring series and follows a specific pattern, you may select that recurring pattern from this drop-down.
    • Number of Occurrences: If you have selected to repeat your event, you will be required to select the number of repeating occurrences you would like for your event series. As you change this selection, the Calendar submission form will show you the date of the last occurrences in your series.

    Event Time

    If "All Day" is selected, this checkbox disables the fields for Start Time and End Time.  If the checkbox for "All Day Event" is left unselected, then you can choose to select/enter from the Start Time and End Time fields.  It is optional if you want to enter a Start Time or End Time for the Event.  If you would like to add an event notice to display without a Start Time/End Time or without the designation of "All Day Event", then do not check the box for All Day Event and do not select a Start Time or End Time.

    Time selections made from this main screen will be applied to all occurrences of your series as the starting and ending times. 

    You may enter the time in the text field provided (00:00 AM) or you may click inside the text field to use the drop-down selector.  The End Time field will automatically show the duration between the start time already selected and the end time options in the drop-down.

    Contact Information
    This information is required to designate the contact person for any questions or additional information related to this event. This information will be displayed along with the event details to any visitor viewing your event.

    • Name: This field supports 100 maximum characters.
    • Phone #: This field supports 20 maximum numeric characters.
    • Email Address: This field supports 100 maximum characters.

    Other Information

    • *State Agency(s) This field supports up to 255 maximum characters. HTML can be entered within this field. You can also enter a hypertext link in this field using "http://", "https://" or "www." and the hypertext link will be automatically created for you once the event is approved and posted live to the Calendar.
    • Other Details: This field supports up to 500 maximum characters. HTML can be entered within this field. You can also enter a hypertext link in this field using "http://", "https://" or "www." and the hypertext link will be automatically created for you once the event is approved and posted live to the Calendar.
    • Website Link: This field supports up to 255 maximum characters. HTML can be entered within this field. You can also enter a hypertext link in this field using "http://", "https://" or "www." and the hypertext link will be automatically created for you once the event is approved and posted live to the Calendar.


    Once you have completed the necessary event information, click the "SUBMIT" button to finalize your entry and see a preview of your event details.

    Review your event preview. If you would like to make changes to any of the information, click the "BACK" button at the bottom of the preview screen. If you are ready to finalize your event submission, click the "SUBMIT" button.

    You will then see a confirmation screen that your event has been successfully submitted for consideration. Please print the final confirmation screen for your records. You will also receive an email confirmation with the event details submitted. Please be sure to keep a copy of this confirmation email since it will include a link to withdraw your event submission if you need to in the future.

    The event will be reviewed by the appropriate Calendar administrator(s) and you will be notified via email once it is approved or denied for inclusion on the Calendar.

    Withdrawing your Event from the Calendar
    You may withdraw your event request from consideration at any time. You must have a copy of your original confirmation email in order to perform the automated withdraw option. Click the link included in your confirmation email and you will be asked to confirm that you want to withdraw the event. Click "Yes" to confirm the withdraw/delete action or "No" to exit out of the withdraw option.