Why does the university need a new calendar process?
As the university has grown, so have our events. Each year, thousands of people attend events on our campus, and each of these events is a chance to communicate important messages and favorable impressions about St. Edward’s. A calendar process has been put in place to ensure the university is not over-scheduling space and resources, and to ensure all visitors have a positive experience on campus. Available parking spaces for events is currently a challenge.

What types of events have to be calendared?
All events with expected attendance by an external audience of 25 people or more must be posted on the university web calendar. However, the university appreciates knowing about all university events held on campus excluding business meetings, classes and study groups.

How do I get my event posted?
When considering a day for your event, first look at the university web calendar at www.stedwards.edu/market/calendar for a preferred date. Once you have found a preferred date, you may submit your event via the web calendar “add an event” form at www.stedwards.edu/market/calendar/newadd.htm.

How soon will my event be posted?
Once your calendar submission has been received, it will be put in order by the date received for posting on the university web calendar. You and the scheduling facility (Ragsdale, RCC or theater) will receive an e-mail confirmation within 24 hours (one business day) to inform you if the date requested is available. The scheduling facility will contact you within 24 hours (one business day) to confirm the availability of the space, cost (if applicable) and set-up needs and then send you a confirmation e-mail. Please note the first confirmation e-mail is only for the date, not the space. Contracts should not be signed, nor should publicity begin until your calendar listing information and space is confirmed.

What happens if there is a conflict with two events?
While St. Edward’s can often accommodate events occurring simultaneously, there may be instances when events should not occur at the same time due to limited facilities or limited resources such as parking or security. In these cases, Mia Allen, special events associate, in Marketing will determine which event was submitted first, review the scope and purpose of each event, and then make a recommendation for how to proceed (e.g., move one event to another day and/or location). If there is some disagreement, the two competing events will be reviewed by the appropriate vice presidents, who will then make a final decision.

What if I don’t have e-mail?
Please call Mia Allen at 448-8740 to have an “add an event” form sent or faxed to you.

How far in advance can I post my event?
You can submit requests for events one year in advance. However confirmation of the facility is contingent upon the scheduling policies for each particular facility (Ragsdale, RCC or theater).