The event title will be displayed as the event’s name. Use title case (first letter of every word is capitalized). Keep it short; long titles are cut off. Put lengthier lecture titles or speaker credentials in the event description instead of the event name.

Options are Live (the default for all events), Canceled, Postponed, and Sold Out. When the default status is changed, the status will be applied to the event’s title. For example, “CANCELED: Series Talk”

Share the basics about your event. Write in sentences and paragraph form. Aim for 160 to 250 words. Use the editing tools to create hyperlinks to faculty pages, abstracts, or other web pages.

Start Date (required): Enter the date of your event. If it is not an all-day event, add an estimated start and end time.

The following date format variations are accepted: 1/1, Jan 1, January 1 2026, "tomorrow," or "next Friday."

To add multiple sessions of the same event, add each day or time separately, pushing the "Add Above to Schedule" button after each instance.

Experience: The default is In-Person, but can be changed to Virtual or Hybrid to unlock virtual specific fields. Virtual fields include:

Event Place: For in-person events, there is a directory of more than 60 locations to choose from on the platform. Start by typing the name of the place and click on the location when it appears.

Room: Add a room number only.

Address: If you add a custom place, the field will remain empty to provide the address.

Use the best image possible! The platform accepts JPEG, PNG, and GIF formats. Aim for an image that is at least 1000px (width) by 593px (height). Rectangular images will translate better than square photos in Localist.

Do NOT use flyers or text-heavy images. They are unreadable, especially on mobile devices.

If you must use a photo with text, aim for the text to be as close to the center of the image as possible.

Provide a written description of the image so it provides textual access to visual content. Read more about best practices for writing a photo description.

There is also a photo library if you need a generic image.

Select all that apply or event administrators may add to your submission. These filters provide users with search options. Event admins may identify and mark events for specific calendars around the University.

Provide information on how attendees may request accommodations.

Information for attendees in case of event inquiries. The preferred style is (xxx) xxx-xxxx.

If applicable, the number of fulfilled education and credits the activities receives. Example: 1.5 AMA PRA Category 1 Credit.

Ticket Cost: Enter Free or leave blank and a Register button will be added to your event. Adding anything else will trigger a Buy Tickets button.

Ticket Link: Redirects users to any website of your choice so they can purchase tickets for your event.

When entered, the Localist platform will monitor mentions of the hashtag on social media and take mentions into consideration for its trending algorithm. Do not include the hashtag symbol as it will automatically be added; only one Hashtag per event.

Any website URL can be entered here. A dedicated event website goes well here and can drive traffic to your own site

Once you hit the Submit Pending Event button, you will see an Event Saved message. The event is saved in a Pending Queue where an admin will either approve, manage and edit your submission, or reject your submission based on the University guidelines for events. You will receive an email notification once the event has been approved. See About the Calendar for information. The waiting time should not be any longer than 72 business hours.

You may edit the event, by logging back into the platform at events.rochester.edu and selecting Dashboard under your profile photo – where you’ll find your submissions.

Email calendar@rochester.edu with questions.