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Adding an Event
Thank you for supporting the community by submitting your event. A calendar rich with cultural activities is vital to the economic development of our region. Donations will help defray the cost of this important service, and ensure its continuation in the future.
All events submitted to the calendar should be open to the public, and within the Greater Rochester/Finger Lakes region.
Terms of Agreement
How to Submit a Public Event (without a password)
How to Get a Calendar User Password Account
How to Submit a Public Event (with a password)
Join the Arts Council
Event Entry Terms of Agreement
- Think guest friendly first (short, concise, uncluttered) makes it easier for everyone to use and market the calendar.
- All events must fit one of our categories. Categories may change over time depending on demand or lack of use.
- All events must be open to the public. If not free, the cost should be posted.
- All events should occur within the Greater Rochester/Finger Lakes region including the ten counties of Cayuga, Genesee, Livingston, Monroe, Ontario, Orleans, Seneca, Wayne, Wyoming, and Yates.
- Collaborative events should not be duplicated on the calendar by each organization.
- Event locations should be complete from building name, and street address to zip code. This is tremendously helpful to newcomers or out-of-towners, and makes it easier for anyone to use MapQuest to get driving directions.
- Most fields (blanks) should be filled in Basic Options section. Advanced Options are optional.
- Use of all caps should be used sparingly. (Considered shouting on the web)
- Titles should be kept short - 3 to 4 words, to not stretch out the calendars too far. More words can be used in the description.
- Please use bold and color sparingly. Do not increase the font size of your event titles.
- Images should not be used because images distort the size of the whole calendar and increase download times.
- Descriptions should be kept short - 2 to 3 lines so that radio announcers can use them as public service announcements. Do not repeat information in the description that is already covered by the other fields. Your Calendar title links to your website, and your Event title can be linked to a page on your website that has an in-depth description of the event.
- HTML may be imbedded in the description to create a link to a flyer of the event for example, but should not be used for altering the style of the calendar format.
- Repeating events should not appear on days the event is not available, such as closed days or holidays.
- Repeating events should be time specific to the date being viewed, not a generic reference to different hours on different days.
- Ongoing exhibits are not time sensitive events, so should be entered as an untimed events with hours listed in the description. These will appear at the top of a calendar view or at the bottom of a list view. Openings to exhibits are time sensitive and should be entered separately as an event with a time so that is appears in the calendar on the right time slot.
- Your events should be updated as changes occur, or deleted if cancelled.
- Do not share your user name and password. It is a violation of our licensing agreement with WebEvent and your agreement with us. Also, two users with the same user name logging in simultaneously, bumps one user and loses their data entry, as well as causing other disruptions to screen displays.
- Add the Regional Events button to your website with a link to it. Click here to find out how.
- The Arts & Cultural Council calendar administrator retains editorial rights to all events.
- By entering an event on this calendar, you agree to the above terms.
Let's all make this a guest friendly calendar.
Thank You!
OPTIONS
How to Submit a Public Event (without a password)
This method is NOT to be used by members with passwords.
$10 fee per event waived for members and grant recipients - limit 8 events per year.
- From www.artsrochester.org click on the Regional Events Calendar.
- From the calendar home page, click on "Looking for something to do?"
- Go to the More Events calendar by clicking on the down arrow of the Calendar drop box, select More Events, and click Go.
- Click on the ADD EVENT button.
- Enter data in the Submit Event form according to the Event Terms of Agreement (above). If you are member or grant recipient, put "member" or "grant recipient" in the Hear of Calendar Where? box.
- Then click Submit Event.
- The Arts Council will post the event upon approval.
- Fees should be sent to Arts & Cultural Council, 277 N. Goodman St, Rochester, NY 14607.
How to Get a Calendar User Account
(with a password)
A calendar user account is a benefit of membership for organizations with more than 8 events per year. It includes the organization's own calendar identity. link to website, many event listings, and direct online editing access.
- Check that your dues are paid.
- Request a calendar user account by sending an email to Leah Buttery , lbuttery@artsrochester.org with the name of your organization, your name, email, desired password, and the approximate number of public events your organization has per year.
- The Arts Council will email you a user name, and password, and brief instructions within a week.
How to Submit a Public Event (with a password)
This method is to be used by members with passwords
(see above how to get a password)
- From www.artsrochester.org click on the Regional Events Calendar.
- From the calendar home page, click on "Looking for something to do?"
- Go to your calendar by clicking on the down arrow of the Calendar drop box, select the name of your organization, and click Go.
- When you see your organization's name across the screen, THEN Login.
- Click on the yellow ADD EVENT button.
- Enter data in the Submit Event form according to the Event Terms of Agreement (above) and WebEvent Guidelines.
- Then click Submit Event.
- The event is immediately posted online. If you need to edit or delete an event, you may do so by clicking on the title of the event and resubmitting the event.
Join the Arts & Cultural Council
*To become a member contact Michael Futter, Development and Membership Services Director at (585) 473-4000 ext. 202 or mfutter@artsrochester.org or see our memberhip information on our website.
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This
site is supported by funding from JP Morgan Chase;
State of New York Grants secured by Senator James
S. Alesi, Assemblyman Joseph D. Morelle, and Senator
Joseph E. Robach; and the New York State Council
on the Arts