Adding Events

The video below will take you through the steps to add an event to Zouk Timetable. For maximum readability, make sure you switch the video to full screen and HD for viewing.

This video was created for our Tango Timetable site but the steps are the same.

The following guide also covers the process.

Guide

Once you have successfully signed up, created an Organisation and added your event's venue to Zouk Timetable, then you are ready to start adding your organisation's events to the calendar for everyone to see.

The process that we are going to step through allows you to create single events or a series of repeating events. Repeating events are events which happen at the same time each week, like a series of classes or socials. You have to specify the number of weeks or months that the event repeats for, you cannot ask it to repeat forever. Do not worry though, you can always come back and add more events to the series later.

To create an event, make sure you are logged in and click on the Add Event entry in the Events menu in the top navigation bar.

This will take you to the Add Event page where you have to enter the details of your event in the form.

• Organisation

  Select the organisation that is organising this event. If you are following the Getting Started guide then this should be the organisation that you created in the second step.

  The form allows you to select other organisations to allow for more community driven aspects of the site.

• Name

  This should be the name for you event or series of events. For example, 'Sunday Social' or 'London Festival 2014'. This is displayed on the calendar.

• Event Types

  Zouk Timetable supports a number of different event types from classes & workshops to festivals & marathons. The event types allow users to filter the calendar view when looking for particular events. You can select more than one event type if applicable.

• Description

  The following parts of the Add Event form allow you to describe different aspects of the event.

  • Brief Description

    An overview description of your event. For example:

    A relaxed evening of Zouk with classes for beginner & intermediate dancers and a social to finish.

  • Sessions

    A break down of the sessions within the event. You do not need to describe the overall start and end times of the event as they are covered separately. For example:

    • Beginner Class: 7-8pm
    • Intermediate Class: 8-9pm
    • Social: 9pm until late

  • Pricing

    A description of the cost of your event. You might also include booking information if required. For example:

    £6 for one class or £8 for both. Social is included with the classes or £4 separately. Discounts available with term passes. No booking required for classes.

• Venue

  The venue where you are hosting the event. If you are following the Getting Started guide then this should be the venue that you created in the third step, if you needed to create it.

  In order to select your venue, you must enter a nearby town, city or postcode into the search box and venues close to that location will be displayed. You can then select a venue from the suggestions. If your desired venue does not appear, it is either not on the registered on the website or you need a more accurate search location as there are too many other venues nearby.

  If it is not registered then you can register it using the Add Venue page.

• Date & Time

  This section allows you to enter timing details for a single event and then choose whether or not to repeat that event at set intervals to form a series of events.

  • For a single event, you should fill in the Event Start and Event End fields. You should check to make sure that the calculated Event Duration appears to be correct and set the appropriate Time Zone for your event's location. You can skip the further fields as they are associated with repeating the event to form a series.

  • For a series of events, you should fill in the Event Start, Event End and Time Zone fields for the first event in the series. You should make sure that the calculated Event Duration looks correct. Then check the Repeat This Event box and select whether you'd like repeat the event Weekly or Monthly and enter the Total Number of Events in the whole series.

    For monthly repetition, the site calculates which weekday within the month at which the first event takes place. For example, an event on 18th November 2014 takes place on third Tuesday of that month. So a monthly repetition will calculate the third Tuesday in December, January, and so on, and use those dates.

  Do not worry if there is a mistake and the number of events is wrong, you can delete events and add more events easily to correct for this later.

Once you have entered all the relevant details, click Add Event at the bottom of the form. Your event will be created immediately and you will be taken to your organisation's new page on Zouk Timetable.