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Submitting an event

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Calendar policy

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Submission help

Q: What’s the difference between creating an account to submit an event and using the simple form?

A: Creating an account lets you make the listing yourself. With the simple form, our calendar administrator will receive your information in an email and create a listing.

We suggest using the first method if possible, especially if you plan to submit more events in the future. Creating an account allows you to store event and contact info, upload an image, create recurring events and more.

The simple form is mostly there for a backup in case a user has problems with their account.

 

Q: What’s the deadline to have an event listed in the print calendar?

A: If you’re submitting your event using our system, Monday 6 p.m. before that Thursday’s paper.
If you’re submitting in another way, such as by email, we’ll need it by Friday at noon before that Thursday’s paper.

 

Q: I tried to create a login and password, but the system said “ERROR: Invalid username.” What gives?

A: You must register first. Follow this link to do so.

 

Q: I provided my email address and followed the link to register, then selected “RESET” beneath the password provided and was told my login and password were accepted. But I didn’t write that password down. What is it?

A: Sorry about that. “RESET” sets the password as whatever is in the password box. You’ll need to set a new one if you forgot or didn’t record it (although your browser cookies probably did). Follow this link to do so.

 

Q: What sort of information should be included in the description field vs. venue and organizer fields?

A: The description field might include:

  • What attendees should bring
  • Who is eligible to attend
  • Why some might want to attend
  • What they’ll experience

There’s no need to include contact info, cost, website or location info – those are covered in the fields below. And consequently, make sure you fill out those fields as well, rather than dumping that info in the description box. Those fields are vital to the system’s search function. Without them, users won’t be able to find your event.

And if you repeat that information in the description, you might end up with a listing full of redundant information… that is, if it gets by our eagle-eyed proofreaders. Better to just avoid such a possibility altogether!

 

Q: What do I do if my event has a start time, but no set end time?

A: Set the start time and end time equal – only one time will be printed.

 

Q: What exactly is an “all-day event”?

A: We’re not sure, but some users like to list events without start or end times, so we offer that option. We suggest always giving at least start time. We take no responsibility for attendees showing up at your event at 4:30 a.m.

 

Q: What’s the best way to list multi-day events?

A: Make a recurring event that occurs daily up to the end date. That way, you can set a start time and end time for each day, and it will be listed that way.

The alternative is to create a single event with a different end time/date. The problem there is that after day one, there’s no info on when the event starts and ends. So if you have an event that runs from Friday to Sunday, like a craft fair, there’s a pretty good chance the event runs for certain hours each day.

 

Q: The recurring events menu options are confusing. Care to explain?

A. Our pleasure! First a bit about what’s available. Recurring events can be used for:

  • An event that recurs only once on a particular date
  • Multi-day events
  • Monthly events
  • Weekly events
  • Annual events

A recurring event listing has at least two parts: The rule and the end date.

Let’s say we want to create a listing for a group that meets on the first Friday of each month.

recurrence 2
Example 1

To do so, select custom from the recurrence rules drop-down menu. (“Every Month” would, in the case below, result in the future events being listed on the 3rd of the month regardless of whether it was a Friday.)

Next, select an end date. The maximum length of time is one year. (After that you’ll have to create another event listing.)

Then, under Frequency, choose “Monthly,” every “1” Months on the “First””Friday.”

You can see all the options available in this menu, but this is probably the most common scenario.

When in doubt, use “custom”- it has the most options.

From then on you can choose to exclude certain dates. (For example, if a meeting is moved one month because of a holiday.)

 

Q: What info should be in the “Cost” vs. “Cost Details” fields?
A. Think of “Cost” as general admission. For many events, that’s enough. (If it’s free, skip it.)

If you need to give any more information about the pricing, you’ll need to input that directly into “Cost Details.”

In many cases, this will involve some redundancy, but there are good reasons for that.

Our site uses the “Cost” field to sort events by price in the user-search function. It should always be filled out, if possible. If your event has variable prices, pick the one most people would pay. “Cost Details,” when used, replaces the “Cost” field in the single-event view online and in the print listing. So if you use it, make sure you enter the information exactly the way it should appear.

When “Cost Details” is used, “Cost” is reduced to serving as a value for users to search by.

This comes up most often when an event has variable pricing. For example, if the general admission for adults is $10 and $5 for seniors and kids, you would list:

  • Cost: $10
  • Cost details: $10/adults, $5/seniors and children under 12

For another example, let’s say you’re listing an event for a club that expects the majority of the attendees will be members, who pay a lesser rate.

  • Cost: $5
  • Cost details: $5/members, $7/guests

Events composed of different sessions:

  • Cost: $10
  • Cost details: $10/half-day, $15/full-day

There are many different scenarios. As a rule of thumb, “Cost” is usually what you expect to be the most common charge. If your event costs money, you should put something there- that way readers searching for free events won’t get the wrong impression.

If your event is really free, or donations are welcome but not required, leave “Cost” blank and specify in “Cost Details.”

Examples:

  • Cost: 0 (or blank)
  • Cost Details: Suggested donation: $3
  • Cost: 0 (or blank)
  • Cost Details: Donations welcome

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Search help

The calendar search has two tiers. Use the top search bar first and the filter bar beneath to refine results.

TOP SEARCH BAR

Events from– Use this to set the start date for your search.

Search– Basic keyword search.

Near– Input a local town or city name.

FILTER BAR

Event category– Filter by event category.

Cost– Filter by admission price.

Time– Filter by time of day.

Distance– Filter by distance. This only comes up if you’ve already searched under “Near” above. By default, that search shows events with an 8-mile radius. The filter bar lets you expand or narrow that range.

City– Filter by town/city.

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How will my listing look in print?

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Calendar policy

We invite all organizers of Hudson Valley events to submit info using our online submission form. Most cultural and community events will be listed for free. Paid workshops, classes and some other types of events may be subject to a small fee. All event listings are subject to review by our calendar editor. Some submissions which appear online may not appear in print due to space constraints. All listings are published at Ulster Publishing’s discretion.

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Still need help?

Contact support and we’ll get back to you in a jiff.

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