Are you in the process of buying a new event calendar? We know that sometimes it can feel like you are climbing a mountain versus taking a walk in the park when you have to get buy-in from departments across your university to make a new technology purchase. You have technical and procurement staff plus your administrators and users that have to all have their needs met.

Localist has prepared this handy checklist to save you a headache and guide you through your calendar buying process.


In Summary

  • Ensure your technical team has the information and tools they need to evaluate the product (see Technical)
  • Have a clear and accurate understanding of your purchasing process, and all necessary steps involved (see Purchasing & Procurement)
  • Enroll your users and administrators to gain product buy-in (see Admins & Users )



  • Create a project timeline and specs, and include relevant stakeholders
  • Secure both project time and hours for implementation
  • Confirm all integrations that will touch your calendar (note: Localist integrates with all CRM and legacy systems)
  • Confirm product compatibility requirements
  • Define and confirm plans for possible customizations (e.g. API availability, etc.)


Purchasing & Procurement

  • Define your timeline and approval process (remember this is different at every organization so it is critical you understand yours)
  • Identify your source of budget (department and stakeholders)
  • Ensure budget is allocated and secured for your calendar
  • Identify and get to know your procurement officers and their requirements (this person will be your BFF over the next few months)
  • Identify and enroll your legal team (if needed) for contract review
  • Keep in contact with your procurement officer to understand contract status and any unexpected turbulence
  • Inform your vendor of any schedule changes or important updates


Admins & Users

  • List all admins and users of the calendar
  • Define the goals and requirements of calendar administrators and users (e.g. departments and individuals that will use the calendar to add or edit events) to ensure the product meets their expectations
  • Provide product specs and features to day to day users to ensure product fit and answer questions (if necessary)