HEALTHY CONCERTS NETWORK

How to post an event
On www.healthyconcerts.com

Quite a few members have attempted to post their own community concerts on our website, with varying degrees of success. To make it easier for members to use the event management section of the website I have drawn up a basic set of guidelines.

How to post an event on www.healthyconcerts.com
Please print this article out and keep it handy for when you next put on a Healthy Concert - hopefully quite soon!

This document is also available in Word Doc format, which you may find prints/reads better.
Please email info@healthyconcerts.com if you want this file.

Preparations - Make sure
• You have covered all the questions addressed in the host questionnaire – consult your host as appropriate.
• All the artists involved in your event have submitted an artist profile – usernames and passwords provided by request.
• You have submitted a mentor profile for yourself – Your event listing will contain a link (event submitted by…) to your mentor profile – Your mentor profile will include a message field, enabling web visitors to contact you directly by email for ticket booking etc.

First step - LOGIN
Forgot your username or password? - Not a problem
Email info@healthyconcerts.com or Tel. 01273 688446 ex1

Once you are logged in, go to www.healthyconcerts.com/whats_on
Select ADD HEALTHY CONCERT (above 'get involved' button) - this takes your to the event management menu.

HEALTHY CONCERTS EVENT MANAGEMENT

You can freely switch between host, artist, copy and preview sections, BUT must first click on the submit button at the end of the form if you have entered new data (E.g. copy details)
The submit | cancel in the main menu bar (highlighted below) are only to be used when you have completed your editing and wish to submit or cancel the event.

host -> artists -> copy -> preview -> submit | cancel
HOST
1 Select from database or
2 Add new

1
• Use FIND HOST DETAILS to access the list of hosts in your area. Type the name of your city in the Name field (such as BRIGHTON) and XXX in the Surname field. Then hit return, or the submit button underneath. Alternatively, ignore the Name and Surname boxes, select your county from the drop down menu and press submit.
• Browse the list until you find the host you are looking for (this may take some time) and click on address to submit.
• If you do not have a host and want to use your event listing to advertise that you are looking for one, click on the appropriate advertisement, such as BRIGHTON PROMOTION.
• You will then be taken directly to the artist selection page. If you click on preview in the menu you will see an incomplete event profile containing only the host information.

2
Add new – How to use the form HOST DETAILS

GOLDEN RULES

Help to prevent the corruption of records

ALWAYS use a UNIQUE email address for a particular venue or advert, i.e. don't use the same email address for two of anything.

NEVER leave the email box blank. If you don't have a genuine email address for a particular venue (or if you are creating an advert) type your name and the date of the event in the email box, e.g. sharon250607 - something very unlikely to be repeated by chance.

ALWAYS select a COUNTY (or 'touring') from the drop down menu. Otherwise it will not be possible to include your listing in Healthy Concerts e-mail.

SILVER RULES

Respect the privacy of all concert hosts. ONLY put the name of the street in the address field - NOT a house or flat no. For reference, type the FULL ADDRESS in the description of venue field.

USE a full POSTCODE so that visitors to the website can obtain a useful map when they click on the address in the event listing.

BRONZE RULES

To help everyone in the Healthy Concerts Network find the information they need, please use the NAME and SURNAME fields in the following ways:

If `anyone can contact host` is selected, enter in the NAME field
[town/city/county] Host [name of contact person/venue]
E.g. Brighton Host Paul Chi or Brighton Host Komedia

If `specific mentor (such as yourself) may contact host` is selected, use the word Mentor followed by YOUR name
E.g. Brighton Mentor Paul Chi

If `host will contact us` is selected, then type the words PLEASE CONTACT US, in the NAME field followed by the name of the host
E.g. Please contact us Paul Chi

In the SURNAME field enter contact details for the host or mentor.
Choose ONE of the following:
• Email address
• Telephone number
• Street (with no.) and postcode
Press submit at the bottom of the form
You will then be taken directly to the artist selection page.
If you click on preview you will see the host details in an otherwise blank event profile.

host -> artists -> copy -> preview -> submit | cancel
ARTIST
1 Select from the database
2 Add new - enter artist name and description to create a temporary profile

Option 1 is preferable because the artist profiles in the database are managed by the artists themselves and are usually content rich

1
• In FIND ARTIST DETAILS type in the first word of the artist name and click the submit button on the right
• Find the name you want in the list and click on it
• You will then see the artist details (name and brief description) - click on the submit icon underneath
• You will then see the copy form. To input more artists click on the artists tab in the event management menu and repeat the process. You can also supplement your event listing with special profiles - gigs in digs, the lemon & honey club, Bristol Members, East Sussex Members etc. If you want to create a special profile for an idea or group identity please send a request to administration info@healthyconcerts.com

2
• In ARTIST DETAILS enter artist name and brief description and click submit at the bottom of the form
• You will now see the copy form. To input more artists click on the artists tab in the event management menu and repeat the process
host -> artists -> copy -> preview -> submit | cancel
COPY

Special tips
GIVE EACH EVENT A UNIQUE TITLE
NEVER USE AN APOSTROPHE

1 Complete the form with attention to the following details
• Title - give each event a unique title - duplications lead to system errors. Don't use an apostrophe - this also leads to system error
• Price - include a members price, for example: £6, £5 members
• Date - day-month-year e.g. 31-12-06 (new years eve)
• Time - hour:min:sec e.g. 20:30:00 (ignore the seconds field)
• Special conditions boxes - ignore, or click yes if appropriate to your event, e.g. children friendly - a useful icon will appear in the event listing
• Copy field - write a description of your event

Special tips
IF YOU ARE OFFERING IT - MENTION IT!
E.g. food & drink, after-concert party, kids space…
INCLUDE CONTACT INSTRUCTION
To contact the promoter follow the link below, event submitted by (your name here)

The following features may be useful

• Specific programme information
• Artist review – your own or a quote
• Catering information
• Clarify start and finish times
• Contact details for ticket booking

When you have finished
CLICK THE SUBMIT BUTTON AT THE BOTTOM OF THE FORM
You should now see a full preview.

host -> artists -> copy -> preview -> submit | cancel
PREVIEW
Check through that all the details are correct, including the county.

If the HOST details are incorrect you will need to re-submit the host details fully. Click on the host tab. Then find and click the remove button at the bottom of the form. This will take you to a blank host form.

If you want to amend ARTIST or COPY details, simply return to these sections of the programme using the menu tabs. Remember to click submit at the bottom of the form every time you edit the copy.

ONLY CLICK SUBMIT IN THE MAIN MENU WHEN YOU HAVE FINISHED EDITING THE EVENT.

YOU CAN CANCEL AN EVENT AT ANY TIME BY CLICKING CANCEL IN THE MAIN MENU.

FOLLOW UP
LOGIN
go to www.healthyconcerts.com/whats_on
Click on your event
In the top left corner you should see a link - edit this event
This will take you to the event management page and menu
Make any changes required, following instructions as above.

Let the office know the date that you want your event posted to the e-mail list