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Event Submissions

Populating your Localist platform with events is not something one admin has to do alone. There are many ways to accept event submissions in Localist.

 

In this article you will find:

  • The Public Event Submission Form
  • Admin Only Event Fields
  • Repeating Events
  • Updating the Schedule
  • Event Approval

Public Event Submission Form

The Public Event Submission Form is how your non-admin users submit events to your platform for approval. Below are the fields that they have the option to fill out. To access the submission form, the user must be logged in and will navigate to the Submit an Event button.

  • Event Name (Required): This will be displayed as the event’s name in the main listing and on corresponding details pages.
    • Once you enter the event’s name, Localist may display a future duplicates warning below the field. This will detail if there are any possible matching events either in the past or future. It’s a substring match, for if there are three characters in a row anywhere in the title that match an event currently in the system, the warning links will be displayed:

  • Description (Required): No character limit. Embedding and HTML is available only to admins.
  • Start Date (Required): There are several ways you can enter a date: Oct 3, October 3, 10/3, “Next Friday,” “Tomorrow,” 10/3/18, etc. As you type the date below the field will update accordingly.
  • Start / End Time: Use “6pm,” etc. Events do not require these times, in case it is an all day event, but if there is an end time then there must be a start time.
  • Repeating: By default events are set to never repeat, but you have the option of daily, weekly or monthly. By default events are set to never repeat, but you have multiple options to create complex schedules. See below for more information.
  • Place: You can either select to manually enter a place name + address (Use:option) or you can select a place page, which will automatically link it and pull in the saved address.
    • Use: By selecting this option, you will not be connecting a place page and will instead be using a custom location.
      • If Use is not displayed before the name then this means that what is listed is a place page and is available for connecting an event.
      • If only text is entered in the field and a Use or Place Page option is not selected then Localist will save the text as is for the place name.
      • If you select to use a custom option, such as Use: Washington Monument, then fields for Address and Directions will appear.
  • Room: This is free text, so it can be words and/or numbers.
  • Twitter Hashtag: When entered, Localist will monitor mentions of the hashtag on Twitter and take mentions into consideration in the trending algorithm. Do not include the hashtag symbol as it will automatically be added.
    • Note:  Only one hashtag can be used.
  • Event Website: Any website can be entered. If you have a big festival with a dedicated site, this is a great place to link to it!
  • Photo: The Upload button allows a user to add a unique photo whereas Choose From Photo Library displays the photos in the pre-selected Photo Library for users to choose from if they do not have a unique photo (this pool is not searchable). If you do not have a unique photo, a fallback image will be assigned to your event. Click here for more information on the Photo Fallback Chain.
  • Filters: Select all that apply from each Filter Family.
  • Custom Fields: If you have added custom fields to your platform they will be listed after filters in Additional Details.
  • Ticket Cost: Enter any number with accompanying text, such as $50. If the event is free then leave this field blank or enter “free.”
  • Ticket URL: This can be any URL. If a price is entered for ticket cost then this button will display Buy Tickets, but if there is not cost or the event is free then this button will display Register.

Admin Form

The admin form offers additional and advanced functionality beyond the Public Event Submission Form and the following items are Admin-only. In order for general users to use these fields on the public submission form they would have to be knowledgeable of Localist functions and terminology. Our goal is to keep the Public Event Submission Form as simple and foolproof as possible. One thing to note for the Admin form is that only Event Name and Start Date are required, Description is only required on the Public Event Submission Form.

  • Keywords: These are free text that can be used for SEO purposes or for hidden tagging for widget purposes. These are not displayed publicly on the front end, only in the Admin Dashboard and to search engines.
  • Tags: These are free text which labels events and connect them to other events with the same Tag. If the event has free food, is dog-friendly, wheelchair accessible, or belong to a short-term festival like a Fourth of July Weekend, those are great examples of things that should be assigned as Tags. Tags are also helpful when utilizing curation tools like Channels and Widgets. These are limited to Admins to decrease confusion and clutter on the calendar. Instead, users are provided with filters to label their events.
    • Keywords and Tags are functionally the same, the only difference is visibility. Tags are visible on the front end of the platform and Keywords are only visible to search engines.
  • Vanity URL: This allows admins to customize the URL for the event.
  • Owner:  This field will display the email of user who created the event. If ownership needs transferred, the email just needs changed to the new owner’s email associated with their Localist account.
    • Note:  Events that are added via a bulk upload or feed do not receive an owner.
  • Allows User Activity:  This is checked by default. Unchecking this disables comments, reviews and user-added photos.
  • Allow User Attendance:  This is checked by default. Unchecking this disables the “I’m Interested” and “Invite Friends” functionalities.
  • Hide Attendees: This hides the People Interested box but maintains the “I’m Interested” functionality.
  • Exclude from Trending: The event will not appear in the trending list.
  • Visibility:  Events can be marked as Public, Unlisted, or Restricted to specific locations.
    • Public:  The event will be displayed on the calendar at all times and to anyone visiting your calendar.
    • Unlisted:  The event will not be displayed on the calendar. The only way to see the event is with the event’s URL.
    • Restricted:  The event’s visibility can be restricted to specific locations.
      • Widgets
      • Plage Pages
      • Channels
      • Logged In Users Only
        • Note: You may select multiple locations to restrict it to.
  • EventReach: A way to measure the anticipated ‘reach’ of the event.
  • Sponsored:  This gives your event unique styling that it maintains across the platform and an automatic boost in the Trending algorithm so it appears higher in the Trending list on your homepage.
  • Featured:  Add an event to the homepage’s Featured Events Carousel or another Channel’s Featured Events Carousel.

Same Day Instances

It is possible to have an event occur at multiple times on the same day or across all days in a schedule. Follow these steps:

1. Add the day/schedule with the first time frame

2. Select the Add Above to Schedule button

3. Navigate back to the start time and end time fields and enter the second time frame

4. Select the Include Above in Schedule button

5. Repeat as many times as necessary

Repeating Events

A repeating event is any event that happens more than once. Instead of entering two or more separate listings, Localist’s event form offers repeating options that connects the various dates to one listing that will be displayed on the respective results pages for each instance.

Repeating events include two layers:

  • Event:  This is the overarching “what’s happening,” for example a series of Open Houses.
  • Instance:  If the Open House event spans multiple days then each day is one instance.

When creating an event, you will see a Schedule section that contains all date related details. As soon as you enter a valid start date, you will see the Summary updated to reflect the field data as well as the Add Above to Schedule button activated.

Once you have entered a start date and times, use the Repeating drop down to create your custom schedule. The options in the drop down will dynamically update to correspond to your start date. For example, “The 1st day” would say the “The 2nd day” if the start date was March 2nd and not March 1st.

Every day (Sunday – Saturday)

  • Every = 1 day – 30 day pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every weekday (Monday – Friday)

  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every Mon, Wed, Fri

  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every Tue, Thu

  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every week

  • Every = 1 week – 30 weeks
  • Repeat on = Only recur weekly only on the days checked off
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

The 1st day (corresponds to numerical calendar date)

  • Every = 1 month – 30 months pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

The first Wednesday (corresponds to day of the week of start date)

  • Every = 1 month – 30 months pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Every year (corresponds to exact date)

  • Every = 1 year – 30 years pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Once you have completed all of the fields, confirm your schedule in the Summary then select the Add Above to Schedule button.

The dates will now be listed below in the Confirmed Dates section. From there you can delete or edit the times for individual instances.

Updating The Schedule

Adding a second (or more) schedule to the confirmed dates and overwriting the confirmed dates are both done by changing the previous data in the Schedule fields. If you are navigating back to an already saved event then these fields will be cleared.

Once your schedule is set one of the following options then save:

  • Add to = Include Above in Schedule button
  • Overwrite = Check off Overwrite scheduled dates to redo the schedule

Event Approval

Events are reviewed and approved by Event Admins in the Pending Queue.

After adding the event, the user will be taken to the event’s landing page where they can access the form for editing if needed.

They will also receive an email notification with a link to the event and it will be also listed under Pending Submitted Events in their Activity Feed, which is accessed by selecting Dashboard in the user menu. The event will now be in the pending queue.

At all times, the Edit Event button will be visible to the user who submitted the event and edits can be made at any time. However, if edits are saved then the event will become a pending event again and be removed from the public calendar until approved by an Admin again.

 

 

Related Articles: Places | Photo Library | Photo Fallback Chain | Tags & Keywords | Visibility | Event ReachPending Queue | Featured & Sponsored