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Sunday, 05 May 2013 15:00

Adding an event to the community calendar

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The Yourradioplace.com area events calendar is the largest, most comprehensive list of events in East Central and upper Ohio Valley. It's the BEST way to promote your organizations events, festivals, meetings and more to our community for FREE! Selected events from this calendar are also featured on our six AVC Communications radio stations!

Here's what you need to know to add your event to the YourRadioPlace.com Community Calendar. It has many options, not all of which you have to take advantage of. It is important you read these instructions before you use it the first time. You may even want to print a copy for future reference. If you have any problems email the webmaster at This email address is being protected from spambots. You need JavaScript enabled to view it. .

PLEASE NOTE! Submitting an event does not guarantee it will be published online and used on the air of the 6 AVC Communication radio stations! Submitted items are reviewed usually within 2 business days and are either approved and put online or denied. Events submitted more than 3 business days in advance are eligible for air on the radio.

 


 Adding your event to the calendar

REQUIRED: Indicates that this information is required to submit an event

 

How to fill out the add event form:

REQUIRED: Adding an event: The instance you click on the New button or Add New Event link, an event is created.  

TIP: When you save your event with the "UPDATE EVENT" button, look for messages at the top of the screen and the red icon in the left side menu indicating where to go to complete the missing information. You event won't be submitted successfully until you get a "SAVED" message. 

REQUIRED: Event name: the name of the event. Only text input is allowed.

event-cal-timeREQUIRED: Starting date and time: The date on which the event will start. (See graphic to the right) Click on the calendar icon to the right of the date/time shown to select the correct date. Change the start TIME by either holding your shift key down and clicking on the hour or minute you want to advance OR click your mouse button of the time and HOLD the mouse button down then drag your mouse left and right to change the hours or minutes. The gray block under the time show in the pop-up has instructions to remind you how to change the time.

REQUIRED: Ending date and time: The date on which the event will end. This needs to be the same or higher than the starting date. (See graphic to the right) Click on the calendar icon to the right of the ending date/time shown to select the correct date. Change the end TIME by either holding your shift key down and clicking on the hour or minute you want to advance OR click your mouse button of the time and HOLD the mouse button down then drag your mouse left and right to change the hours or minutes. The gray block under the time show in the pop-up has instructions to remind you how to change the time.

Recurring Event:  If checked, this will provide an additional Recurring configuration step. This is particular useful when you have an event that occurs on a regular basis and only want to enter it one time. If the Recurring option has been checked within the Event details area, this screen will become availablle. Using the repeating events feature, implies that event duplicates will be created.

Repeat every: allows you to specify an interval and time frame. Example - repeat every 2 weeks.
End repeat: allows you to set on which date the repeat process will end.
Repeat on: allows you to select the days on which the events will be repeated (from Monday to Sunday). This is available for the dayly and weekly repeating time frame only.
Repeat also on: if you don't have a fixed interval for repeating events, you can select the actual dates on when the event will occur.
Apply changes to all occurrences: by checking this option during the event editing process, you can choose to apply the modifications to all instances of your repeated event.
Show repeated events: This is a drop-down menu that contains all of the child events, along with their start date and end date. This option is only available when editing a parent event.

REQUIRED: Location: by typing in a location name or keyword, a list of previously submitted locations will be displayed that match your text. If your text doesn't match anything, or none are the correct location, you can add the new location for your event without leaving this page.

REQUIRED: Description: a simple text area that allows you to add more information, details or an in depth description of your event. If there is not a specific place for the information you want included this is where you can put it!

Comments: check / uncheck. If checked, public commenting options for your event through social media sites like Facebook will appear on the event page. This is a way to get more publicity for your event.

Event picture or icon: Clicking on the generic gray calendar icon in the upper left hand part of the add events screen will allow you to upload an icon or picture for your event. A cropping tool is also provided, so you can properly select the thumb image. This image will be displayed with your event throughout the site where it appears.

REQUIRED: Categories: An event can be assigned to multiple categories. Click on the field and you can select as many categories as you like. 

Files: For each event you can add some downloadable files. By default, these will be listed below the main event information. You can add as many files as you need, by clicking on the Add more files button. Flyers, Meeting Information in standard document or PDF formats are examples of files you can upload

 REQUIRED: Contact: The event contact information must be specified here. Here you can add / adjust the event owner, web address, phone and a contact email address.

Event Registration (optional) If you would like to offer free registrations for your event... a way people can tell you that they will attend, you can check the Event Registration box. Users will then have the option to "register" by filling out the simple form. Thiere information will then be sent to you via email. For additional details and how to use this feature scroll down the page to the green header. 

TIP: You can continue to add info or otherwise edit your event as long as you need. MAKE SURE you click on the UPDATE EVENT BUTTON and get a "SAVED" message at the top of the page when you are finished adding your event. There is NO "submit" button... once "SAVED" you can click on any other link in the website or click on the "add event" link in the main menu to start a new event.

That's it! That's all you have to know to submit your event.

Now, if you would like to have a bit more control over the display of your event, continue with the advanced options below.

 


 

ADVANCED OPTIONS

Frontend Tab: This configuration options allows you to control what is displayed on your event details page. By default these items WILL APPEAR on your event page!

Sharing options
Enable event rating: if enabled, this will allow you and others to grade the event from a scale of 1 to 5 (star pattern).
Enable Facebook like button: if enabled, a Facebook like button will be displayed.
Enable Twitter share button: if enabled, a Twitter share button will be added to the frontend area.
Enable Google+ share button : if enabled, a Google+ share button will be added to the frontend area.

Event options
Show start date: the start date of the event will be displayed.
Show end date: the end date will be displayed.
Show description: the event description will be displayed.
Show location: location info will be displayed.
Show categories: the categories in which the event has been published. Note that you can assign an event to multiple categories.
Show tags: enabling this option will display the tags of the event.
Show files: enabling this will display a download link for each of the configured event files.
Show contact information: having this enabled will display the information added within the Contact area.
Show map: if the Google Maps is being used, you can choose whether to display it or not.
Show export event: if enabled, an export to calendar option will be displayed. This generates a standard ICS file users can download and import into Outlook and other personal calendars.
Show invite: if enabled, an invite button will be displayed on the event details page. Clicking on it will open a standard invitation form. This also allows you to import contacts from Gmail and Yahoo.
Show posted by: if enabled, the event poster will be displayed.

 

 


 

This information (below) is required only if you have checked the Registration option above!

The From and To calendar fields allow you to restrict the period in which a user can register for the event.
Unsubscription end date: Users can also unregister from events. This date allows you to set up a limit for this. From the configured date on, users will not be able to unregister from an event.
Payment methods: Only FREE registrations are accepted.
Allow overbooking: if this option is checked then users will be able to register to an event even though the configured free tickets ran out. The number of "free tickets" or registrations that can be aquired at this point is provided by the Overbooking amount field.
Allow maximum attendance: if allow overbooking is not checked, you can specify a maxim attendance limit. This basically limits the number of free tickets available. The actual amount can be specified within the Maximum attendance amount field. For example, if set this to 10, you will be able to have a maximum of 10 registrations to your event, regardless of the configured ticket(s) quantity.
Notify the owner on new subscriptions: if this is checked a notification email will be delivered to the event owner, you. 
Notify the owner when users unsubscribe: an email will be sent to the event owner notifying them that a user has unsubscribed from the event. 
Automatically approve free registrations: having this enabled will allow you to automatically approve all registrations.
Enable discounts: Not used

 

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