If you are a member of WOTFA, login to the website prior to posting your event.

Member posted events are automatically approved.  If you are not a member or if you have not logged on to the website, then your event will not appear right away.  It will be posted and saved to the website but will need to be approved by the administrator before it is appears on the calendar or other pages.  This usually occurs within 24 hours.  Remember that the administrators of the website are volunteers and do not monitor the website activity full time.

Getting Started

• Mouse over the Events menu option, and select the Post Event option.
  • If you are on a page that displays the Post Event button you can also click the button to begin posting your event.
• You will be presented with an event form on your browser page.

The Event Title

The title of your event should be short but descriptive enough to tell the user what the event is.  Titles such as Workshop or Meeting, are not descriptive enough to identify the event to the user.  However District X Meeting and Jam is an acceptable title that will identify the event for the user.

Event Description

• In the Event Description box, describe your event fully.  Identify some the highlight points of the event.
  • Do not  include dates, times or location in the description.  This information will be provided by the form as you proceed.
  • Make sure you proof read your description and correct any spelling or grammatical errors.
  • Have someone else proof read the description.  Ensure that the description is complete and makes sense to someone unfamiliar with your event.

Dates and Times

•  Next select the dates and times for your event.
  • Note that the first list includes the starting and ending dates and times
  • If this is an all day event, check the box for All Day Event.

Recurring Events

Reoccurring events can be created by selecting the Schedule Multiple Events button. So, if this is an event that will occur on the 3rd Saturday of the month for example, you can simply fill out this form for one event and the calendar will automatically populate all the events for the other months.

• Click the Schedule Multiple Events button and the form will expand to include the options for reoccurring events.
  • Select the interval of occurrence as Daily, Weekly, Monthly, Yearly or Once.
  • For example, you are creating events that will occur every month on the 2nd Friday of the month.
    • Select the Month interval
    • Select the span of the occurrence, 1 is every month 2 is every other month and so on.
    • Select when the event will occur during the month. In this example we would click the drop down box and select a different day. Then we would select the second option on the next drop down.  Select the day of the occurrence as Friday.
    • You can choose to select a different time if that is required, or leave the default set to Same Time.
    • Selecting a Series Ending will allow you to set the series to end on a specific date.  You can leave this set to the default if your event will continue for the foreseeable future.  If your event will only be for a few months, you can select the option to stop the event series on a given date.

Adding Images

Adding images to your event can help to bring attention to the event, and dress it up.  Most people are visually stimulated by the images that we see.  It becomes more appealing and interesting to the user when an image is present.

Your image can be a logo for the event or a photo of past events that help to identify it.

Make sure that you have the image readily available on your computer prior to creating the event.  Know where the image is located so that you are not interrupted by having to search for the image you wish to use.

When you click the Choose Image button, a dialog box will open on your computer.  Navigate to the location of your image and select the image you wish to use.  Click the Open button on the bottom right of the dialog box. The name of the image will appear on the screen next to Selected:

You can only add one image as your Event Image.

Event Categories and Tags

Categories and Tags help to identify event type and location.  They are used to search and filter events for display on the website.

There are several categories and tags to select from that will assist the user in their search and help them to locate events that are appealing to them.  The categories are also used by other pages of the website to display events that meet the necessary criteria.  The District 4 page will only display upcoming events for District 4 as on example.

You can select multiple categories for your event.  For example if you are creating a District Meeting event, make sure that you select the District for which the event will be held.  Then add the Meeting and jam categories.  The order of the selections is not important. Just that you add all the categories that will describe your event.

Venue (Location)

The location of your event is defined by the Venue option.  You have the option of creating a new Venue or selecting from an existing Venue.  The list of existing venues is predefined by previous events that have been created.  You can simply select the existing venue from the dropdown list and the location, address, phone etc. will be automatically displayed with your event.

If you are creating a new venue for your event, you will need to provide the name, address, city, state and zip code for the event.

To create a new venue, enter a name for the Venue, such as Kitsap County Square Dance Club and tap the enter button on your keyboard.  The name should be short but descriptive enough to identify the location.

Then enter the address information in the boxes provided.  If the location has a website you can also add this to the venue description.  It will create a link on your event page for the user to select.

A map will be displayed on your event page automatically.

Organizer Details

Every event should include contact information for users to access.  You can choose to select one from the drop down list or create a new organizer profile.

Selecting an existing contact profile will provide all the contact information to your event such as phone number and email address.  Contact information does not include physical address of the contact person.

You can add as many contacts as required for your event.  Simply click the Add Organizer button to provide additional contact information.

To create a new contact, type the name of the contact in the text box.  If the contact does not exist already, a profile form will appear to allow you to add the contact information.  After saving your event, the contact information will also be saved, and can be used on other events.

Event Website

This system will create a page on wotfa.org for your event.  However, if your event has a separate event site, you can add the url, or link to that website as well.  Simply enter the full site address, or url in the text box provided.  The event page on wotfa.org will provide a link to your events website.

Cost

If your event has a cost associated with it, for example an entry fee to a show, or a registration fee for a workshop, include the cost here.  It will be displayed on the event page for the user.