Add An Event

This area is at the left side of the screen, shown here in red.

Add Event allows you to add an event to CivIS. Depending on the level of access that you have been granted, the event you add will be published immediately, or will be assessed by the CivIS administrator before publication.

If you are adding an event for the first time, we recommend that you look at events already in CivIS to get an idea of the layout and content.

  1. If you have not yet signed in to CivIS, do so now.

If you do not have a username or password, you can still add an event, but it will be assessed by the CivIS administrator before publication.

Click here to learn about Sign-In

  1. Click Add Event.

The Add Your Event window will appear.

Note:  * means the field is mandatory - you must enter the required information.

Usage of data submitted to CivIS is controlled by the Data Protection Act of 1998.

  1. In Event Name type the name of the event.

  2. In Details type in details of the event. This is usually an introduction to the event, explaining what the event is about and, in the case of a fund-raising event, whom will benefit from it.

  3. In Start date type in the date on which the event will start. The date must be in the format dd/mm/yy. For example, if the event starts on 9 November 2005, type in 09/11/05.

  4. In End Date type in the date on which the event will end. For a one-day event, this date will be the same as in Start Date. The date must be in the format dd/mm/yy. For example, if the event ends on 12 November 2005, type in 12/11/05.

  5. in Image you can choose a picture to be included in the event record.  This may be a photograph of the event, its location, an event poster or emblem, or perhaps patrons at last year's event. Click Browse. The Choose File window will appear. browse to the file, select it, and then press Open to load it.

The image width can be up to 450 pixels wide. Images that are larger than this may be reduced or rejected by the CivIS administrator. Pictures can be in GIF or JPG format.

  1. In Website URL choose a website address for the event, if it has one. For example, www.ds.co.uk.

  2. In Age Groups tick the age groups that you believe will be most interested in this event. Tick All/No Specific Age, or leave this field blank if you have no age preference.

  3. In Gender tick the genders that you think will believe will be interested this event. You may leave this field blank if both genders are likely to be interested in this event.

  4. In the Contact Details section fill in details for the person who will be the contact for this event. This will normally be the event organiser.
    Tick the Private box beside any field in the contact details to make it private. When ticked, the information in that field will not be made available to the public.

  1. In the Venue Details section fill in details for the event venue.

  2. In Accessibility tick the facilities that the venue supports. If you include a facility here, then you may have a legal obligation to ensure that it is available during the event.

  3. In Accessibility Details type in details of accessibility. For example, if the venue is unsuitable for pushchairs or prams, you may mention it here.

  4. In Timetable Info type in the opening and closing times for the event, or other information such as door-opening time and curtain-up time.

  5. In Attachments you can choose a picture or html document to be included in the event record. Click Browse. The Choose File window will appear. browse to the file, select it, and then press Open to load it.
    Image width can be up to 450 pixels wide. Images that are larger than this may be reduced or rejected by the CivIS administrator. Pictures can be in GIF or JPG format.

  1. In Locations click on a location to select it. To select more than one location, hold down the Ctrl key while clicking on a location.
    The scope of the Locations list can be varied. When you have selected a location, click Broader to list locations to which the selected locations belong, or click Narrower to list locations that are within the selected location. You can then make new selections, and then click Broader or Narrower as required.
    For example, if you select London and then click Narrower, the list will show locations within London, such as Westminster and Chelsea.

  1. In Category you can specify a category for the event. Click on a category to select it. To select more than one category, hold down the Ctrl key while clicking on a category. If you do not want to specify a category, leave this field blank.

  2. In Subject you can specify a subject for your search. Click on a subject to select it. To select more than one subject, hold down the Ctrl key while clicking on a subject.

  3. in Preferred means of communication or update purposes choose your preferred means for communication by the public and CivIS administrator. Make sure that you have included the relevant address in the Contact Details section.

  4. In I Confirm tick to conform that you have read and understood the foregoing declaration.

  5. Click Send to submit the event for publication, or click Clear to specify a new event.
    Confirmation that you have submitted the event will appear on the What's On tab.

  6. Make a note of the Reference Number for the event.

Click here to learn about Reference Numbers