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How to submit an event to the calendar

We aim for our website calendar to be up-to-date and available to members and groups to contribute their events. Please read on for the process on how to get your event up onto the calendar.

If you are on a VanU group or committee and would like to add some content, events, or news to the site, please fill in the form below to make contact.

Useful links:

Step 1 – Availability and approval

All events using space at VanU first need to be checked for availability by the office. Please fill in this form so that we can first establish that the space is available. You will hear back by email once that has been established. Please note VanU’s office hours and be prepared to wait a little bit if your entry gets sent outside of those hours.

Step 2 – Prepare your information and graphics

To add an event, you’ll need these bits to hand:

  • Event title
  • Description – this can be any quantity of text you like, complete with basic formatting and links
  • Event time and date
  • Image – more on this below
  • Event Category – please select from the list available
  • Virtual Event link
    • If your event only happens online, please mark it as a virtual event and supply the meeting/registration/event link
    • If your event happens in person AND online, please mark it as a hybrid event and supply the meeting/registration/event link
  • Venue – please select from the list available
  • Organiser – you have the option of using VanU as the organiser (enquiries will go to, or you can add yourself along with your phone/email details. Please note that these details will become visible on the site if someone clicks on your organiser name to find out how to reach you.
  • Event website – if there is a link to a page which has more information about this event, please add that

Images / Graphics

The new site uses a consistent style and size of images across the board and so we are keeping to one size format for header images. Images need to be in a 16:9 ratio, which usually means pixel measurements of 1920 x 1080. This is a standard landscape image size.

If that doesn’t mean anything to you, don’t worry – please submit whatever image you have and we’ll edit it.

If you don’t have an image, here are some sites that offer free graphics:

If your image isn’t the right size/shape or you’d like to do something creative with your event image, feel free to use our online graphics template which you can use to generate a 16:9 image.

Step 3 – Submitting your event

Now that you’ve heard back that your booking is confirmed and you have all the information listed above, you’re ready to submit your information to the calendar. Here are the steps:

  1. Make sure you are logged into the website. If you don’t have a login, you’ll need to register first.
  2. Once logged in, click here to fill in the new event form

Step 4 – Wait for checks and publishing

When your event gets submitted, an email is sent to notify staff in the office and they will check over the details and then publish your event to the site. You will get an email to confirm it is up on the site once published.

Step 5 – Verify and update

Please check that your event looks correct once it’s been published, by looking for it on the website calendar.

You are able to update your event by clicking on the link in your event confirmation email or going to your events page, which is here.