Public Meeting Notices

Event Name: For best functionality on the calendar platform, please keep event names under 50 characters if possible. Please utilize the Character Counter tool if helpful.

• The event name can be longer than 50 characters with the submission, however, please note that longer event names have a chance of cutoff in different areas of the calendar and will include an ellipsis (...) at the cutoff point.

Event Description: The event description should be at least 160 characters for efficient promotion on the event calendar. Please utilize the Character Counter tool if helpful. The description of the event must also include the following information at a minimum.

• Date, time and location of the event.
• UWF unit organizing the event.
• If your event requires ticketing or registration, include that relevant information. See the Ticketing collapsible text section for more information.
• Event contact name, email and phone number. You may include the contact information of the department organizing the event. Example: "Please contact Institutional Communications at calendar@uwf.edu or 850.474.2212 for more information."
• The official UWF ADA statement will be auto added at the end of the event description.

As the event calendar is public facing for the broader UWF community and general public, the information included in the event description should make sense to individuals outside UWF as well as the department organizing the event.

Spell check and review the description for accuracy. The description field currently does not include a spell checker, however, Institutional Communications is in communication with the event calendar vendor regarding this update.

All event submissions are considered for publication at the discretion of Institutional Communications and may be edited to comply with the UWF Editorial Style Guide and web accessibility standards.

Please note the event description and unique event webpage link on the event calendar will be the same for each date in the schedule if multiple dates and times are included with the submission. If you include multiple dates and times with the Schedule, you must include all relevant schedule information in the event description.

Start Date: Enter date with the MM/DD/YYYY format. Please note that if you include a past date with the event submission, the submission will be auto rejected. Please review the date for accuracy before submitting.

Start Time: Include am or pm accordingly (example: 8 am).

End Time: Include am or pm accordingly (example: 2 pm).

Repeating: Only use if your event occurs on a repeating basis (example: second Monday of each month).

• If Repeating is used, ensure the appropriate option is selected and that option is filled appropriately.
• If your event occurs on multiple dates, but not on a repeating basis, do not use the Repeating feature. Instead, see Add Above to Schedule below.

Summary: The output of the above schedule inputted. Review for accuracy.

Add Above to Schedule: If the Summary output is accurate for your event, click the Add Above to Schedule button to confirm.

• If your event occurs on multiple dates, you may include multiple dates with your submission. After you add one schedule, you may repeat the process above to add additional schedules. With each schedule input, ensure you click the Add Above to Schedule button and review the Summary for accuracy before submitting your event.

The UWF Event Calendar is integrated with the UWF Campus Map. With this integration, we are asking event locations to be submitted as follows with the event submission form. All location details must also be included in the event description.

If the event is occurring at multiple buildings (example Buildings 4, 22 and 76A), an event submission form must be submitted for each location or one location should be designated as the main event location for the event on the calendar (example Building 4) then include all of the location details in the event description (example Buildings 4, 22 and 76A). If the event is taking place in multiple rooms or locations within a single building (example Auditorium and Great Hall in the Commons, Building 22), only one submission is needed, however, include the multiple sublocations in the Room field and the event description.

Place: All submissions must follow one of the below options based on the location of your event. If your event is taking place at a physical location, but includes an online or virtual component, include the relevant details for the online or virtual attendance option in the event description.

• UWF Location: Type and search for a UWF location by building number or name for the Pensacola campus, Historic Pensacola, or UWF downtown Pensacola properties. An embed from the UWF Campus Map of the UWF location will be included on the event webpage.
  • UWF Emerald Coast events at the Fort Walton Beach location will type and search for UWF Emerald Coast then select the entry with the appropriate building number. The room number may be entered in the Room field. Example: Room 101.
  • If your event is taking place in a sublocation at that UWF location, you may enter the sublocation in the Room field.
  • If you enter a custom location using the Use: [typed text] functionality for a UWF location, your event submission will be rejected and returned for correction. If the Address field autofills for you, you have entered the UWF location correctly for the Place field.

• Non-UWF Location: If your event is taking place at a non-UWF location, such as the Pensacola Bay Center or Blue Wahoos Stadium, type the name of the location in the Place field then click Use: [typed text] to enter the location. Ensure the spelling and sentence casing is accurate for the location. A Google Maps embed will be included of the non-UWF location on the event webpage.
  • If your event is taking place in a sublocation at that non-UWF location, you may enter the sublocation in the Room field.
  • Enter the full and accurate address of the non-UWF location in the Address field including the city, state and zip code.

• Online or Virtual: If your event is fully online or virtual, type to find and select the Online / Virtual location option in the Place field. Include relevant information on how to attend the event in the event description.
  • Leave the Room and Address fields blank for fully online and virtual events.

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Room: If your event is taking place in a specific sublocation within a location, you may type the sublocation in this field. Ensure the spelling and sentence casing is accurate for the sublocation.

• Examples of a sublocation could be the Great Hall in the University Commons or the Mainstage Theatre in the Center for Fine and Performing Arts.
• Room numbers should include Room in front of the room or office number (example: Room 101).
• If your event does not include a sublocation, leave the Room field blank.
• If your event is fully online or virtual, leave the Room field blank.

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Address: See below based on your respective action for the Place field.

• If you selected a UWF location option, the Address field should have autofilled.
• If you entered a non-UWF location, enter the full and accurate address of the location including the city, state and zip code.
• If you selected the Online / Virtual location option, leave the Address field blank.

Public meeting notice submissions should not upload a photo or choose a photo from the options available. Public meetings will utilize the default calendar fallback chain photo of the campus entrance sign. If a custom photo is uploaded or an option is selected from the calendar photo library for a public meeting notice submission, the photo will be removed during the review process.

For the UWF Photo Library Link field under Additional Details at the bottom of the form, public meeting notice submissions should type N/A in this field.

The Filters are searchable to help you find your selections for the respective field.

Event Type: Select the Public Meeting option.

Topic: Select the appropriate topic(s) for the public meeting. Multiple topics may be selected, however, each selection should be appropriate and relevant for the public meeting.

Audience: Select the General Public option.

Department: Select an appropriate department hierarchy with your event submission. This hierarchy will allow for better functionality of calendar RSS feeds on UWF webpages.

• Example 1: A Department of Biology event submission should include both Biology and Hal Marcus College of Science and Engineering for the Department filter.
• Example 2: A Counseling and Psychological Services event submission should include both Counseling and Psychological Services and Division of Academic Engagement and Student Affairs for the Department filter.

Group: Leave the Group field blank.

If your event is not ticketed or requires registration, leave both fields blank.

If your event is ticketed or requires registration, you may utilize the Ticketing section. Fill the Ticket Cost and Ticket Link fields appropriately for your event. All event ticketing or registration information must be included in the event description.

If your event requires registration, but is not ticketed, you may leave the Ticket Cost field blank. If the Ticket Cost field is left blank upon submission, the Buy Tickets link for the event on the calendar will update to Register. Ensure you include the registration link in the Ticket Link field.

If your event is free, but is ticketed, enter No Cost in the Ticket Cost field. Please note if you enter Free or $0 in the Ticket Cost field, the Buy Tickets link for the event on the calendar will update to Register. Ensure you include the registration link in the Ticket Link field.

Institutional Communications is not responsible for the accuracy of the displayed ticket prices, ticket/registration links, or availability of tickets or registration for approved events on the UWF Event Calendar. If the status of ticketing or registration changes for an event, the event submitter should contact Institutional Communications at calendar@uwf.edu with the event link and changes needed for ticketing or registration for the approved event on the event calendar.

Ticket Cost: Enter the event ticket dollar amount in this field.

• If your event has ticket tiers, enter each tier with the dollar amount. Example: $8 General Public, $5 Student

Ticket Link: If your event has a website that will handle ticket sales, such as the University’s tickets website, enter the website URL.

• If your event is ticketed, but does not have a website to handle ticket sales, leave this field blank.