Events: Add and Edit
Event Add
There are two ways to add a new event to the system.
The first method is to choose “Add New” from the page, the first page you reach after logging in. This will take you directly to a “New Event” page where you will first enter basic event information. Once you have entered the information on that primary screen click “Create event.” You will then be taken to a tabbed page where you can finish entering your event information.
You successfully add an event to the system by following a six-step sequence, as represented by the following menu options:
- Event Info
- Categories and Subcategories
- Schedule
- Discounts
- Information
- Image
Another method for adding an event is to click on EVENTS on the Primary Navigation at the top right of the page. Once you have entered this section, you will see four navigation options at the upper left, “Active,” “Scheduled,” “Pending” and “Past. Below your list of events on the left are the options to “Add new” or go back.
The top options lists the events related to your organization already in the system and the “Add new” option will take you to the basic information section to begin adding an event.
Basic Event Information
Step 1: In the first text box type your Event Name.
Step 2: In the second text box, enter a concise but thorough description of your event. Think of this section as your marketing brochure. In your description use marketing language, complete sentences free of grammatical errors, and check for typos. (There is a 2,500 character limit in event description field.)
Step 3: Select your venue from your venues or choose “view all venues” to select from others in the system.
Step 4: Enter the date you would like to make the event visible to the public. IMPORTANT!! THIS IS NOT THE DATE OF THE EVENT and is almost always left as today’s date unless you need to schedule the release of multiple events at the same time for PR purposes!! The default date is today's date. If you wish to make the event appear at some point in the future you may type the date directly into the field by using a mm/dd/yyyy format or you may use the calendar function.
To set the date using the calendar function click on SHOW CALENDAR immediately next to the box that contains the date. A calendar will appear with the current date highlighted. You can move one month forward or back by clicking on the left and right arrows at the top of the box. You can move to future or past years and months by clicking on the small down arrow at the top of the box immediately to the right of the current month. If you use this option, choose the year and month you would like and click on OK. Then choose the day you would like and you will be returned to the scheduling screen. Your date will appear in the date box.
Click “Create event”
Note: As noted above selecting a future date is recommended only for special situations such as embargoing an entire schedule related to a special series or for a blockbuster event so that the release of the information can be timed to the public and media.
You will now be on a more complete event information screen. This screen is also where your third level event navigation appears and where you will complete your event add process.
On the Event Information tab complete the following fields:
Ordering Info
Step 1: Click on the text boxes to add your Admission Price information, in dollar amounts (just enter the numbers, with no dollar sign). If your event is free, you MUST enter 0 in both the minimum and maximum price boxes.
Step 2: Enter the URL to order tickets, if applicable. Then, enter the phone number. You must provide either a URL or a phone number. Please note: The URL and phone fields will in most cases fill in automatically from the information you entered on the organization information page during registration.
Step 3: Enter any URL for a site that provides further information about your event and how to get tickets. Then, enter the phone number.
Step 4: Once you have entered the event information as you would like it to appear on the site, you may move directly to the next required tab. There is no save button exclusively for the Event Info tab.
Note: Before you are able to save the event entirely you are required to select at least one category and add at least one time and date in the SCHEDULE tab. Clicking Update Event without going to the categories or schedule tabs will result in error messages.
Categories and Subcategories
This tab displays any current Art and Non-Art Categories listed for your events.
To Add Categories and Subcategories
You are required to choose at least one category for your event but you may select as many categories as you like. Categories are searchable on the ArtsinOhio.com advanced search page so you will maximize your event’s visibility by choosing the most appropriate category or categories for your event. You must select categories and subcategories one at a time and click “Add category” for each one you want to associate with your event. Use the scroll bar to move through the entire list. If an appropriate subcategory does not exist for your event, select “general” under the primary category name.
Schedule
In this section you can add the time(s) and date(s) information for your event. You will also see a list of any current, successfully submitted dates and times if you are editing an event already in the system, and you can edit or delete the dates and times that are currently in effect for that event.
To Add One Date and Time:
Step 1: Select the appropriate information from the drop-down boxes to complete the Start Date and End Date and the Start Time and End Time. You may type the date directly into the field by using a mm/dd/yyyy format or you may use the calendar function. To set the date(s) using the calendar function, click on SHOW CALENDAR immediately next to the box that contains the date. A calendar will appear with the current date highlighted. You can move one month forward or back by clicking on the left and right arrows at the top of the box. You can move to future years and months by clicking on the small down arrow at the top of the box immediately to the right of the current month. If you use this option, choose the year and month you would like and click on OK. Then choose the day you would like and you will be returned to the scheduling screen. Your date will appear in the date box.
To set the time of your event, click on the dropdown boxes for hour, minute and AM/PM, then scroll until you find your selection. Select it. The box will then display your selection. Otherwise use your tab key to advance to the next box, and the Up- and Down-Arrow keys to move within the values for a drop-down box. Click “Enter” to select. The box will then display your selection.
Note: You are required to set an end date even for one-day events.
Step 2: Click on the text boxes to add Special Offer information for Price and Description.
Step 3: Once you have entered the date and time information as you would like it to appear on the site, you may click on the “Add Date” button to complete the update. This will save the current event session info for this tab only.
You will remain in the Schedule tab, showing the dates and times currently in effect for your event. You can continue adding dates and times for the event. When you have added all of the dates and times, click on the “Event Info” tab. Your schedule will be saved and you will be returned to the Event Info page.
To Add a Series of Dates:
Step 1: Select the appropriate information from the drop-down boxes for the start time and date and fill in the Special Offer Information.
Step 2: To make a series of events, there must be an end date that is later than the start date. You may type the date directly into the field by using a mm/dd/yyyy format or use the “Show Calendar” function to select your end date. You can choose the individual days of the week to which the date range applies by checking the boxes next to all of the days of the week that apply to your event's date range and times. A check will appear next to the days of the week when they are selected.
Step 3: Once you have entered the date and time information as you would like it to appear on the site, you may click on “Add Date” button to complete the update. This will save the current event session info for this tab only.
Note: If you add special offer information for a range of dates it will apply to the ENTIRE range of dates you entered.
You will remain in the Schedule tab, showing the dates and times currently in effect for your event. You can continue adding dates and times for the event. When you have added all of the dates and times, click on the “Event Info” tab to return the link where you may save your edits and make your event public. Your schedule will be saved and you will be returned to the Event Info page.
You cannot edit a date and time once it has been entered. You can delete the specific date and time by selecting the trash can icon next to the event, or if you’ve made a mistake in entering a series of dates, you may delete them one at a time or choose “Clear all dates.” A confirmation message will display asking you to confirm that you want to delete this date(s) and time(s). Once you confirm the delete (or cancel it) you will be returned to the main Dates and Times page showing your updated list of dates and times for your event.
You may then re-enter the correct date information.
Please keep in mind that you may need to delete a date and time when entering range of dates if the event spans holidays. Delete the specific date and time by selecting the trash can icon next to the appropriate date. A confirmation message will display asking you to confirm that you want to delete this date and time. Once you confirm the delete (or cancel it) you will be returned to the main Dates and Times page showing your updated list of dates and times for your event.
Once you have added all the dates and times for your event you may choose another tab to complete the information for the event or you can return to the event info tab and click “Update Event” which will save your event information and return you to the Welcome page.
Discounts
This page displays any current Discounts for your event. There is no required information on this tab, entering information here is optional.
Add Discounts
Note: For discounts or special offers related to specific dates you have the option to add
this information to specific dates and times in the "Schedule" section.
Step 1: Select the appropriate discount from the drop down menu. Choices include some city specific discounts, such as High Five, Enjoy the Arts, 20/20 Passport, etc. and more widely used discounts such as AAA, Group, Member, Senior, Student and two Special fields for organization-specific discounts. Enter any additional text or description needed to explain the discount (For example, if you select the Senior discount, in the text field next to it you can add: Golden Buckeye: $3 discount; AARP: $2 discount) and click “Add Discount Info.”
Step 2: Once you have entered the discount information as you would like it to appear on the site, you may choose another tab to complete the information for the event or you can return to the Event Info tab and click “Update Event,”which will save the event and return you to the Welcome page.
Note: Discounts are searchable and therefore you should make the most of this section for your customers who will benefit. If your event is free you may consider checking all preset discounts and entering the word "free.” People who look for discounts will likely be interested in free events.
Information
This page displays any Additional Info for your event, along with the URLs or text for event reviews.
Note: There is no required information on this tab, entering information here is optional.
Step 1: Under Additional Info select from the drop down box any additional event descriptors that apply to your event (Annual Event, Family Oriented, Child Event, Multicultural Event, Audio Description, Sign Language, Large Print). Click “Add” after selecting the appropriate category, repeat if needed for additional categories. These options are displayed on the Event Detail pages on the ArtsinOhio.com system.
Step 2: Under Reviews and External Links choose either “Article text” or “Link” from the drop down box and add either the text of the article or the URL (in the format www.URL.com).
Please keep in mind that newspapers and other publications often only keep articles posted on their sites for a certain period of time (sometimes as short as a week). If you are uncertain of the paper's policy, contact them or use the paste text option. You may copy and paste the text directly into the text box. Please do not use any HTML tags. Each entry is limited to 4,000 characters.
Step 3: Once you have entered the additional event information as you would like it to appear on the site, you may choose another tab to complete the information for the event or you can return to the event info tab and click “Update Event” which will save your event information and return you to the Welcome page.
Image
In this section you can add an image to your event description.
To add an image click the browse button and find the picture you wish to upload. Once this is done you may type a description to go with the image. The description should also include any necessary photo credit information.
After both steps are completed, chose “Save Image.” The image will now appear along with your event on the public sites. The image will appear on an event list as a small thumbnail and slightly larger on the event detail pages. These images are also reviewed for possible inclusion on the AIO.com front page.
Once you have added an image you may choose another tab to complete the information for the event or you can return to the event info tab and click “Update Event,” which will save your event information and return you to the Welcome page.
Events: Edit
Click on the Event name from the Welcome page or the EVENTS option in the primary navigation to see a list of your events. The list of your current events entered into the EventFinder will display on the page along with information such as Event Name and Dates. You also have the option to view Pending (only basic event information was entered—waiting on dates), Scheduled (all event information is in but a future date has been selected for the event to post to the public sites) and Past events.
Click on the name of the event you wish to edit.
Follow all the same procedures as you would for adding an event.
To delete an event click the trash can button next to the event you wish to edit. A confirmation message will appear asking you to confirm that you want to delete this event. Once you confirm the delete (or cancel it) you will be returned to the main Events page showing your updated list of events.