Events Calendar Policy
In 2019, LSU launched a new events calendar with the goal of listing all university events in one place. Doing so enables university administration and the LSU Emergency Operations Center to quickly see all scheduled LSU events and determine which ones may need to be canceled, postponed or rescheduled if the university had to close unexpectedly due to extreme weather or an emergency situation.
One calendar for all events also provides the LSU community with a single place to go to look for activities to attend. One of the benefits of a large university is the number of enriching events that take place daily on campus. A comprehensive calendar makes it easier and faster for the community to learn about, attend, or publicize events in which they are interested.
Other calendars, such as the academic calendar and the LSU Athletics calendar, will still exist, but the items listed on those calendars must also be pulled into the LSU events calendar. The events calendar will have a public-facing view, with events that are open to the LSU community and the public, as well as a private view, for internal events that are not open to the public or the LSU community, but that the administration and the EOC need to know about.
Any event or activity that meets any one or more of the following criteria should be added to the university’s events calendar:
- Any event or activity that is organized, hosted, or sponsored by a campus entity/unit/department/auxiliary, to which the LSU community or the general public are invited;
- Any event or activity that is organized, hosted, or sponsored by a campus entity/unit/department/auxiliary, to which a specific group of people are invited;
- Any event or activity that is organized, hosted, or sponsored by one of LSU’s fund-raising entities: the LSU Foundation, the LSU Alumni Association, or Tiger Athletic Foundation.
- Any event or activity that will be held in a venue/building located on the flagship campus;
- Any event or activity that will be held in a venue/building that is affiliated with LSU and located in the Baton Rouge area (e.g. -- LSU Museum of Art, LSU Rural Life Museum, Pennington Biomedical, Hilltop Arboretum, Lod Cook Alumni/Conference Center & Hotel, LSU River Center, etc.)
- Any event or activity that will bring a large number of participants to campus, or any activity that is being promoted by an LSU entity/unit/department/auxiliary in order to draw participants to campus or to an LSU-affiliated venue;
- Any event or activity in which participants would need to be notified if the event were canceled due to an unexpected closure of the university;
- Any event or activity at which LSU Police are expected to provide security.
Aside from these criteria, any other LSU-affiliated events or activities may also be added to the calendar if the organizers would like to publicize the event to the LSU community or the public.
Employee meetings related to specific job duties, student organization meetings that are not open to the public, faculty meetings, and other internal meetings do not need to be included on the events calendar, as those are not public events and it would be obvious that such meetings would be canceled if the university closed due to a weather event or emergency situation.
Each campus unit should identify an employee who will be responsible for entering events into the calendar. Units should take care not to enter the same event twice, and avoid having multiple employees adding events, as duplicative entries may result. LSU will provide training to all those responsible for entering events onto the calendar.
Contact firstname.lastname@example.org for more information.