Help - Entering events

Adding an event

Any registered member can add an event - just click on the 'Add event' link in the main menu. Please make sure that events fall within the genre covered by this site. The frst time you add an event you will see an introduction page and a link to start the event edit wizard which will guide you through the steps needed to add your first event.

If you have already created an event the 'Add event' link will take you to a page listing your previous events. Each of these events can be used as a template for a new event - just click on the 'Use as template' link - or you can add a completely new event.

Use the 'Add to programme' button to add a new regular event, e.g. the next date in a club calendar. This takes you to a special page where you can enter the new date, artists appearing and any Premium Text. All other information remains the same. When you save the new data you will be returned to the same page ready to enter the next event in your programme. This makes it very fast to enter the progranmme for regular events. Click on the cancel link when you have finished updating your programme.

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Editing an event

Any registered member can edit an event. Just click on the 'Edit' link at the top of the drop-down section of the event in the listing. You will be shown the expanded listing. Move your mouse over the listing to highlight the various parts and click to edit that information. You can also run the Edit Event Wizard to be guided through all parts of the listing.

Please check your changes carefully before clicking the 'Save' button.

Important change coming soon: If you edit an event that someone else entered the changes will be submitted for review by either a moderator or the original poster. There may be up to 24 hours delay before the changes appear on the site. This is to help prevent malicious changes being made to someones post.

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Deleting an event

Events can be removed from the listing by selecting to edit the event and then clicking the 'Delete this event' link. Events are not necessarily deleted from the database but will not be shown in the listing. Events can be usually be restored if you contact us with the details

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Saving an event

Event data is not saved until the very end of any changes or additions. You will always be shown the new or modified listing, exactly as the user will see it, when you have finished editing. The database is not updated until you click the 'Save' button on this page.

Duplicate events

There cannot be more than one event in a venue at any time. If you enter an event that overlaps with one already entered the duplicate event page will be displayed.

When calculating overlaps, if no end time is given for an event it is assummed to be at least 30 mins long. It is also asssumed that there will be a break of at least 30 mins between events. Thus if you enter an event that starts or finishes within 30 mins of an existing event will be treated as overlapping.

When both start and end times are given the exact times provided will be used and events can run directly from one to the next without a break. In the rare cases where events run together like this both start and end times should be entered for all events.

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Entering dates

Dates can be entered in any valid UK format (that is day-month-year order) - we will try to make sense of whatever you type. The d/m format is usually the easiest and quickest, e.g. '1/7' for the first of July. Note that the year may be ommitted in which case the next occurance of the date is assumed. Leading zero's can also be ommitted. When specified the year may be in 2 or 4 digit format.

When loading an existing event for editing the date will default to dd/mm/yy format.

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Entering times

Times can be entered in the 24 hours clock format as hh.mm, e.g. '19.30' for 7.30pm. Time may also be entered with am or pm, e.g. '8pm'. Be sure to check the time in the preview to make sure you have it right. As with dates we will try to make sense of whatever you type.

When loading an existing event for editing the time will be shown in the default hh.mm format.

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Entering venue details

Please enter as much of the venue address as you can. This not only helps the user to find the venue, the address is also used to find the geographic location of the event. This, in turn, is used when searching for events by location. Enough information must be provided to allow the event to be unambiguously located. We suggest that you provide at least the post code and street name (in the first address box). Due to licensing restrictions by the Royal Mail we can only locate a venue to the centre of its postal district using the post code. This can be a mile or two out. The street address allows more precise positioning. If you don't have the post code, town and county can be used instead.

Please use the 'official' name of the venue as used in their own publicity as this will help us to check if we already know about this venue. Where a venue is part of a larger complex, for example the Queen Elizabeth Hall in Lonodn, plesae enter the actual space in which the venue takes place. In this case that would be 'Queen Elizabeth Hall' rather than 'South Bank Centre'.

When you edit a venue you change the details for all events at that venue. Plesae make sure that your information is correct.

If the venue you enter already exists in the database the system will merge the details entered with those already stored. If there is a conflict between your new data and the stored data you will be shown the duplicate venue page and asked to confirm the details. The database is assumed to be correct and the stored data is used when creating the information for this page. You may have to re-enter some information if the stored data is incorrect. Please check the details carefully to make sure that the correct information is saved. Accepting the duplicate venue page will always update the stored details to those shown on the page.

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Entering Description / artists

The area to the top right of each listing is intended to contain a list of artists appearing at the event. If artists are not included here your event will not show up in an artist search. For events where there is no specific artist, such as workshops and pub sessions, a brief description of the event may be given instead.

Arists should be entered using the usual stage name of the act, that is, the name should be typed exactly as the artist or agent puts it in their publicity. This helps with searching and allows us to accurately identify the artist - in the future we may add additional artist information and links.

If the description gets too long for the space allowed a warning message will appear and some details must be deleted. Additional artists can be listed in the Premium Text area of the listing.

Check the preview to see how the description will be displayed.

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Event classification

In order to filter search results for individual user preferences we need to know what type event you are entering. We also ask for the activities that take place at that event. This allows us to further refine the search, for example dance workshops can be separated from music workshops. At one item must be selected in each part.

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Hints

Use the following keys to make entering events quick and easy. It saves going back and forth between the mouse and keyboard.
TabMove to the next box or button
Shift + TabMove to the previous box or button
EnterSame as clicking the Next or OK button
Space barCheck or clear a check box or radio button

Required inputs

All boxes with an asterisk * must be completed.

Errors are shown in red

Errors and ommissions are shown in red. You cannot leave any of the event edit pages until all errors have been corrected and all required information has been provided.

Completing input boxes

Please enter only the information asked for in the input boxes. For example, do not try to enter directions in the address boxes or put information other than artists names in the artist box. This can cause issues with the database search, geographic location lookup and duplication checks. Inappropriate information will be removed.

Capitalisation / Formatting

To ensure consistency in presentation throughout the site input text may be automatically formatted and capitalised. For example, proper names will be capitalised, telephone numbers and post codes will also have the spacing adjusted. If you experience any problems with this please let us know.

Entering the main contact

This is the person or organisation that the public should contact if they have a general enquiry about the event. The contact details for ticket enquiries are entered elsewhere.

Be aware that email addresses are 'harvested' from web sites and used for sending spam. If you are not prepared to take this risk or do not have good spam protection do not enter you email address. You should avoid using your personal email and have a special address for publishing on the web. Of course, if your email is already on a web site it's too late to worry and you can add it here as well.

If the contact name you enter already exists in the database the system will merge the details entered with those already stored. If there is a conflict between your new data and the stored data you will be shown the duplicate contact page and asked to confirm the details. The database is assumed to be correct and the stored data is used when creating the information for this page. You may have to re-enter some information if the stored data is incorrect. Please check the details carefully to make sure that the correct information is saved. Accepting the duplicate contact page will always update the stored details to those shown on the page.

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Entering box office details

Brief contact details for buying tickets are shown just after the 'Tickets' section title. If these details are the same as the general contact details you will still need to enter them again here. Telephone, email and website may be shown. If advance booking is not available leave this section blank.

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Entering ticket details

Ticket prices are displayed in three columns:

  • The ticket name, e.g. 'Adult', 'Youth', etc
  • The price
  • Supplementary information, e.g. '12-16yrs'
Each ticket is entered in the box on the edit tickets page as a single line, for example:
Youth season £20 12-16yrs

All text before the price will be taken as the ticket name. All text after the price is taken to be supplementary information. Thus the example above will be interpreted as:

Ticket name: Youth season
Price: £20
Supplementary information: 12-16yrs

Ticket prices must be prefixed with a £ sign or be given in decimal format, i.e. £5 or 5.00, or they will not be recognised as a price and the whole line will be taken as a ticket group title (see below).

Many events have a lot of different ticket types. It may be convenient to group tickets together under a different headings. Typically tickets may be grouped to show prices before and after a specific date, e.g. there may be a group titled 'Before 1st January' and another titled 'From 1st January'. Similarly, festivals may give prices for season tickets in one group and have additional groups for each day of the festival. You could also separate concession prices into one group and full prices into another. How you group your tickets is up to you. You can even choose not to group them at all.

To create a ticket group just enter a title for the group on a single line in the ticket entry box. Any line that does not contain a price will be taken as a group title and the group will be created and displayed - check the preview to see the result.

Once you get used to entering tickets it is quick and easy. Watch the interactive preview to see how the ticket prices will appear in the listing and to help you understand how it works.

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Entering additional details

Premuim Text allows you to add up to three lines of additional text below the main part of your listing. This allows you to sell your event or provide additional information. This text is in the always-visible part of the listing. When using the event edit wizard you will be given the opportunity to add premium Text. You can upgrade an existing event via the edit link in the listing.

There is a nominal charge for Premium Text.

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Premium listings

Premium listings are shown with a different coloured background and border and with the key text shown in bold. This makes them stand out from the other events and thus attract more attention. There is a charge for premium listings. We aim to limit permium listings to between 5% and 10% of the total events listed by periodically adjusting this charge.

When using the event edit wizard you will be given the opportunity to choose a Premium Listing. You can upgrade an existing event via the edit link in the listing.

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