Policies and Procedures

Why is it important to include my event information in a calendar?

The primary purpose of the events calendar at Middlebury College is to help you to increase audience for your events. The Featured Events Calendar and the Campus Events Calendar are the College's central, comprehensive source of accurate information about all events happening on campus. Because it is online, it is updated daily and can be accessed at any time by any member of the college community through the College Web site. It's the central place to go to find out about the many lectures, performances, athletic contests, workshops, or meetings that are available to you!

Who manages the calendars?

The Department of Event Management manages and edits the calendars.

Who can submit event information for a calendar?

Anyone with a scheduled College event can submit their event information for inclusion in a calendar, as soon as they are ready to begin promoting the event. Individuals, however, cannot directly enter information into the calendar. Only the Department of Event Management and a few other designated offices have access to the calendar software to enter or change information. Therefore, individuals, departments or organizations must submit their event information through the Department of Event Management using the online form.

How do I submit an event to a calendar?

Before your event information can be included on the calendar, you must first secure a room/space reservation for the event. Room/space reservations are typically made through the Department of Event Management (and a few other offices designated as schedulers for specific event types. See Policies for Specialized Venues on the Department of Event Management Web site for details).

You can reserve a room reservation or submit a calendar posting request by completing the appropriate form at:

NOTE: The online Calendar Information form is the most efficient and accurate way to submit your event information. Please refrain from phone calls, email, or in-person requests.

What events can be posted to a calendar?

Approved Middlebury College events that are open to the college community or open to the public can be publicized in a calendar if they meet the following requirements:

  • The event must be confirmed for a room/space reservation for the proposed date and time
  • The event is not a student party

In addition to events, we encourage College organizations and student organizations to also list their regularly scheduled meetings for the semester or year in the calendar. 

Are photos permitted in the calendar?

Yes! Both the Room Reservation Request and Calendar Information forms include the opportunity to include a .jpg file. Please keep the dimensions to approximately 450 pixels x 300 pixels or less, and under 300 KB.

When will events be posted to the calendar?

Generally, an event will be posted to the calendar within one business day of receipt of the event information in the Department of Event Management.

How do I change my event reservation or the information in the calendar?

To correct or change an event reservation, please send an email to scheduling@middlebury.edu. Any change of venue, date, time or scope must first be approved by the Department of Event Management.  Any changes to a calendar posting request should be directed to the calendar editor at mtwc@middlebury.edu or by phone at x. 5362.

How do I reserve space on campus?

You can request a room reservation by completing the online Event Reservation Request form at: http://www.middlebury.edu/offices/business/scheduling/forms

Detailed instructions for reserving space on campus are found at the Department of Event Management web site: http://go.middlebury.edu/schedule