Event Submission

Introduction

Welcome to the DPBC community events calendar.

Please follow our guidelines for optimizing your event calendar listings.

There are three forms involved:

  1. A Submitter Contact form
  2. The Initial Event Entry form
  3. The Main Event Information form

Why there are three forms

We are balancing the various desirable conditions of creating and managing a quality calendar. There were many considerations, including the task of managing the calendar, providing flexibility for different types of events, among others. While not ideal, we came up with a three form solution that meets the most important criteria.

Event Submission

Initial Event Entry

Submit both the Initial Event Entry form and the Main Event Information form for the initial event submission. You can fill both of them before hitting their respective Send buttons. You can also review anything on this Event Submission page without losing anything you have entered in either form.

Revisions or event deletions (e.g., event cancellations)

Submit only the Main Event Information form.

Please be sure you understand the Date Entry and Image Specs before filling out the forms.

Initial Event Entry form

Use this form to provide:

  • Title
  • Description
  • Simple Date and Time
  • Event Type
  • Ignore everything else
Main form

Use this form to:

  • Provide contact information in case we have questions or concerns about your event submission
  • Extended Dates and Times
  • Upload Images
  • Provide comments to us
Event Title

The title of the event should be very short (ca. 5-10 words). Smaller devices (mobile phones) will display very few words in the calendar view.

Event Description

Your description will contain the following general types of information:

  1. Description of the event (ca. 10-30 words). The event description should be short. More information should be provided through linked sources: website or social media.
  2. Additional date and time specifications that go beyond date information entered in the Main Event Submission form.
  3. Location: physical address, zoom link, RSVP link, map link.
  4. Contact information and relevant links to more information: e.g., email links, website and social media links.
Date and Time Information

See the Date Entry tab for options and details.

Event Type

Select the most relevant from the pull-down menu. If you cannot find a match, make a suggestion in the comments field. If we see several of these, we will add it to the list.

Images

See the Image Specifications for details

Images

Images are uploaded in the Main Event Information form.

Image Size

Text-dense fliers often look distorted on the calendar. Keep the image word count from 0-5 words. Use the Event Description to provide event details.

To make your event submission look its best, use a simple image that fits our optimized size consideration:

Approximate width to height pixel ratio: 3:2

Examples (width x height):

  • 300 x 200
  • 600 x 400
  • 1200 x 800
  • 1280 x 853

Portrait shaped (poster) images will be cropped to the 3:2 landscape. It is best to create an image that is optimized for the calendar display.

File size

File size 25K to 750K ( 1MB maximum). Use jpeg compression to reduce the file size. The images below are less than 500k.

Image File Types

Images must be in one of the following file formats:

  • jpg (preferred)
  • png
  • gif

Best Practices

Please attend to these guidelines.

  • Images should be composed so that left and right margins do not matter if the wide image is cropped into a square.
  • Text should be kept to a bare minimum (0 – 5 words).
  • Use the Description field to convey descriptive event information, not the image.
  • Date, time, and location information on the image will likely be cut off and will likely be too small to see clearly on mobile devices.
Introduction

Entering Dates & Times

Please follow these important guidelines for entering dates for your event.

All events will need to include a Start and End Date. When the Start Date is specified, the form will change the End Date to match unless you change the Start Date after initially entering it. Double check the End Date.

Add the Start and End times as needed or select All Day.

  • If All Day is selected, be sure the Start and End Time fields are blank.
  • While the Initial Entry form indicates the time values to be Optional, if there is a Start Time, there must be an End Time.

Events that repeat have special entry requirements depending on the nature of the repeated events. These are covered in subsequent tabs.

Single Date Event

These settings are entered in the Initial Event Entry form.

Examples
  • Meet and greet event
  • One day festival
Settings
  • Enter the event date as the Start Date.
  • The End Date must be the same as the Start Date.

Contiguous Multi-day Event

These settings are entered in the Initial form.

This type of an event spans more than one day with no breaks. It is the only type of event for which the End Date is not the same as the Start Date.

Examples
  • Weekend conference
  • Summer camp
  • Training retreat
Settings
  • Enter the Start Date of the first occurrence.
  • Enter the End Date of the span.

Recurring events that are not entirely contiguous

These settings are entered in the Main form.

Examples:
  • Once a week canvassing
  • Canvass on weekends: Sat & Sun
  • Bi-weekly gathering
  • Weekly phone banking
  • Monthly meeting
Settings in the Initial form:
  • Enter the date of the first occurrence as the Start Date.
  • The End Date must match the Start Date.
  • Set the Start and End Time values as needed.

Additional settings will be entered in the Main form and will be determined by context. The form will help guide you through the process.

End of event sequence

  • Enter the date of the last event.
  • Alternatively, indicate how many events recur in the Ends after ___ additional occurrences field, e.g. 11 weeks. This number does not include the first occurrence. If there are a total of 12 events, enter 11.
Weekend canvassing for several weeks

If the times differ for the two days (e.g. Sat. & Sun.),

  • Enter the times for one of them and include time information in the description.
  • Alternatively, use two separate event submissions, one for each day. In this case, upload the event image once and include a note in the Supplementary form to use the same image.

Example

Canvassing on weekends both Saturday and Sunday

  • Start Date = 1st Saturday for canvassing
  • End Date = same as Start Date
  • Repeat Every 1 Week(s)
  • Specify last date of repeated events or Repeat N times (i.e. number of weekends)

Use this form if you anticipate submitting events and revisions frequently. Doing so will add your contact information to a list of frequent flyers and add your name to a pull-down menu in the Main Event Information form, allowing you to simply select your name from a list instead of including your contact information each time.

When you submit this form, refresh the page to add your name to the Main Event Information form.

Event Contact Person

If this is the first submission of your event, use this form and the Main Event Information form.

Please review the Event Entry Parameters tab in the Overview section and be sure you understand the Date Entry specifications.

Do not use this form if you are revising or deleting an event. For those, use only the Main Event Information form.

There is an option to Add more dates. Ignore this. Anything you add will be ignored by the calendar. They are used for a facility that is irrelevant to our calendar.

Date and Time
Event-Type *

Once you submit the event, fill out the Main form. You can fill out the Main form before submitting this one. Then, return here and submit this one.

Main Calendar Entry

Use this form in addition to the Initial Event Entry form when initially submitting an event.

The form has four steps:

  1. Contact information of the person submitting the event
  2. Entry type and reference to the initial submission. Event description and type for a revision
  3. Date and time configuration for repeated events
  4. Image upload and comments

Use this form alone to submit:

  • Revisions
  • Deletion of an event or event series.
Person we should contact if we have questions
25 char max
Submission Type

The Event Title and Original Start Date below should match the original title and start date of the event in order for us to identify it.

Be sure to also submit the Initial form with Title, Start Date, and Description.

Revise
60 characters maximum
We need this so we can match this submission with the original.
50 characters maximum
Event Type
No date information requested. Skip to the next page.
No date information requested. Skip to the next page.
Date Range

Single Date is used for meetings, openings, campaign launches, etc.

For these, use the same date and time entries as entered in the Initial Event Entry form for date and times.

Use Contiguous Series for a weekend convention, retreat, or a multi day event that covers a range of consecutive days. This is different from Repeated Events that span a range of dates that are not contiguous.

Make sure that the End date is the last date of the event series.

Repeated Events is used for daily, weekly, monthly, or yearly events that are not contiguous.

Examples:

  • Saturday or weekend canvassing until an election
  • Bi-weekly meeting
  • Monthly meetings.
All Day Event
Last date of a contiguous series.
Hide Times

For weekend canvassing, select Sun & Sat. For classes that meet Mon, Wed, & Thu, select those days.

Repeat On
Repeat Monthly
Nth-week
Week Day
Yearly Type

Month Day example: November 11

Nth weekday example: 1st Tuesday of November

Scope of the Repeats

Enter either the last repeated date or enter the number of additional events in the event sequence.

End Date by
Ends after
additional ocurrences

You may upload image files only. PDF and other document types are not allowed.

Text-dense fliers often look distorted on the calendar.

  • Keep the image word count from 0-5 words.
  • Use the event description to provide event details.
  • To make your event submission look its best on all devices, use a simple image that fits our optimized size consideration:

Width to height pixel ratio: 3:2

Examples

  • 300w x 200h
  • 1200w x 800h

File size 25K to 750K ( 1MB maximum)

Images must be in one of the following file formats:

  • jpg (preferred)
  • png
  • gif
Additional notes, comments or instructions

Things we need to know that are not covered in the form fields.

Our acceptance of a candidate’s event does not constitute our endorsement of the candidate or the event.

Submitted events will be posted to the calendar soonly.

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