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Posting Problem?

Some users posting events using some versions of the Internet Explorer web browser find that their info vanishes when they preview their submission. This can be remedied by using an alternate web browser such as Firefox, Chrome or Safari. If you are not able to submit, and don't have an alternate web browser, email the event information to dale@ncpr.org and we will post it for you. Our apologies for the inconvenience.

Community Calendar Guide

 Registering for the Calendar:

When you visit NCPR's Community Calendar page online you'll see a place to register as a calendar user. This will allow you to post events in the calendar. Click on "Sign Up" to register and create your personal account.

Select a username. It must be no more than 20 characters long, and you must only use letters and numbers (no spaces, no punctuation). Next select a password (which is encrypted in our database, so even our calendar admin can't know it). And you must provide a valid email address so we can contact you if you are having problems, or for other contact related to events you post. Write your login information down somewhere.

Your email address will not be visible to the public unless you choose to use it on an event as the "Contact Email" address. NCPR will not use your email address for any purpose other than calendar communications. Specifically, it will not be passed on to our membership staff, or be added to our email newsletter lists, and will not be shared with or sold to other parties.

Logging In:

Once you have registered as a user, you must log in to post a new event, or to update an existing event. Click on "Login" and enter your selected username and password. Remember, your username is not the same as your email address.

Once you have logged in, the calendar page will welcome you using the real name you entered in your contact info when you registered, and a new menu item, "User options," will appear. If you do not see this, you are not logged in.

Log-in problems:

Lost password: For security reasons, there's no way to have the calendar tell you your current password, but it can assign you a new one. Click on "Login" then click the link "Forgot your login info?" You will be prompted to provide either your username or your email address. The calendar will then assign you a randomly-generated new password and will email it to the address you associated with your username when you registered your account. You should then login using your username and the new password sent in the email. You can always change your password back to one that might be easier to remember by going to your "User options" after logging in. Click the link to edit your "Contact info" and enter a new password selection.

If you have not received a new password email within half an hour, it may be that the email address you entered is not associated with any registered account or username, or the new password message was sent, but may have been trapped in the spam folder in your email. Check for it there. If your log-in problem persists, call the NCPR web manager, Dale Hobson, at 315-229-5336, between 8 am and 4:30 pm M-F.

Creating Events:

To submit an event to the NCPR's Community Calendar use the "event submission form."

Using the event submission form:

You can find a link to the form on any Calendar page in near the top of the right-hand column, or again at the foot of the page. Provide an event title, a selected category (meeting, class, arts event, etc.). Then provide a date (or date range for multi-day events or day of the month for recurring monthly events), and a start time (and optionally, an end time).

Provide a location for your event by first selecting State or Province. Below that, select a Community. You can then select one of the pre-existing Venues we have listed for the selected community from the Venue drop-down menu. If your event venue is not listed, you should select "No preset venue" from the list and then include location and street address in the text area labeled "Additional Important Information."

There are optional fields for Contact email and Contact phone, and a text box (up to 250 characters) to contain other pertinent information, such as (most importantly) the event address, ticket prices, and more info not covered by the title.

More about the event submission form:

Advanced features allow you to create events that will display on multiple consecutive days, or that will recur on a monthly schedule, eg., "First Monday of the month." It also provides a time-saving "Save and Copy" option that is useful for posting mutiple similar events that occur on different days.

More about Venues:

Before using for online form and its Venues box, make a personal venue list:

Making a personal venue list:
After logging in, select "User Options" (in the upper right-hand column) and click the "Edit your Venues" option. Select the venues that you will be posting events for by clicking "Add a Venue FROM MASTER LIST." Select from the alphabetical dropdown list and click "Add to your list." You must add venues one at a time to your list; you cannot make multiple selection from the menu. If you do not find your venue on the list, you can submit a new venue by returning to "Edit Your Venues" and selecting "Add a NEW Venue." A short form will appear. Fill in the venue information and click "Add Venue." This will make the new venue available on your personal venue list.

Finding venues: Venues may be listed by formal venue name, informal common name, or with community name preceding event ("Canton VFW Post 1231") or Unitarian Church of Montpelier vs. Canton Unitarian-Universalist Church.

Add venues to your personal venue list prior to using them in the event submission form. If you have created a new venue, it will be added to the publicly-available master list after you have used it with a submitted event, and the event has been approved for display by the calendar editor. We recommend that all users make a personal venue list. Doing this will allow the submission page to load faster on your computer, and will decrease errors in delivery when you submit your event to us.

More information under "User Options: Edit Your VENUES" below.

More about multi-day events:

This feature is intended for multi-day all-day events, such as a music festival occuring over a weekend, or for multi-day events that occur on consecutive days at the same time. It should not be used for events that occur over a wide range of days, such as a months-long art exhibition. When using the multi-day tool, make sure that the venue is open every day during the selected range, and that the time of the event is the same each day.

A better approach, for example, is to post the exhibition opening as an event, then put the exhibition closing date in the event's additional information. For something like a theater event that has a limited run, but is not performed every day during the run, a better approach is to create an opening day event, then use the "save and copy" option, editing the date and/or time to repeat for each performance. See more under "Submitting your event" below.

More about recurring events:

The recurring events feature is intended for well-established monthly meetings that recur on a regular schedule throughout the year. We do not encourage the posting of regular weekly meetings because our capacity is limited and the coverage area is huge. Using this feature will create an event that occurs "The first Monday of the month," for example, every month from now until doomsday. If your meeting ends, or changes date or location, you must return to the calendar and delete it, or move it to the new time and place. This feature should not be used for monthly events that recur only during a season, such as the school year. For recurring events on a limited or irregular schedule, use the "Save and Copy" option to create and repeat them on individually selected dates.

Submitting your event:

When you've completed filling in your event info using the event submission form, click "Preview" at the bottom of the form. This will load a preview of your event. Check it for accuracy and completeness, and to be sure it displays correctly.The event edit form will also load below the preview, in case you need to make changes. A "Save" button should appear next to the preview, and a "Save/Submit" button will also appear at the bottom of the page. Wait for the preview and the edit form to load COMPLETELY before you push either of the Save buttons to avoid losing some or all of your submission.

How can I tell if the page has loaded completely? If you do not see the row of buttons labeled | Preview | Save/Submit | Save and Copy | Cancel | at the bottom of the page, the preview/edit page has not loaded completely and your full event may not be submitted. Try using the "refresh" or "reload" option on your browser to get the page to load completely.

If you want to proceed to post a similar event with slight changes, use the "Save and Copy" button at the bottom of the page to save and submit the current event, and to open a new editable copy of your submission. You'll know your action was completed when a message appears at the top of the page indicating that the save is complete, and that you may edit to make a new event in the form below. Next, Edit date and/or time (or other detail) and then "Save" - or continue to "Save and Copy" until the last event in your series is complete.

Once you click the "Save", "Save/Submit" or "Save and Copy" button, that event goes to NCPR Calendar staff to review, edit, and approve before it goes live online for public view. If you are logged in, you can see any event that you have posted that is currently in our system (whether it has been approved or not for public view). Go to "User Options" and click "Edit your Events" to view and/or make changes to submissions you have posted.

User Options:

Add a NEW EVENT:

Opens the event submission form.

Edit your EVENTS:

Displays all events past, present and future created with your login. (That are still in our system--old ones, inappropriate ones, and duplicates may be deleted).

Use the "Edit this Event" link on any event to make changes. For example, you can re-date a past event to reuse it in the future. (Events more than one year old will be culled from the system.) If the event displays with a gray background, it has been declined by the calendar editor; if it has a white background, it was approved and made public; if it has a pink background, approval is pending.

Edit your Venues:

Select existing venues from the Master Venue list to make them available to your personal list, or submit a new venue to the master list.

New venue information: should include the name of the venue, its street or road address (not a PO Box), its community (selected from the dropdown list) and contact info for the venue. Only use information pertaining to the venue itself, not to your organization. This way, if other groups use this venue, they will not be pulling up your organizations' contact information.

Edit your Contact Info:

This will edit the information in your personal account registration. Use it to change your password, update to a new contact email address or phone number, or to change your name. Be careful not to add spaces before, after or within your email address. It will cause an error and you will not receive mail properly.

What Now?

So what about on air mentions? We generate our on-air calendar script from events posted to the Community Calendar, so one submission does it all.

Turn-around time for reviewing and approving new events is generally 1-2 BUSINESS days, although if we are short-staffed, it can take a day or two longer. And since we often print scripts for the on-air calendar a few days in advance, you should probably submit your events at least one week in advance. You can send your events well ahead of time, as our system can handle events up to 4 years in the future!

We are pleased to have this online tool available for our friends and listeners in the communities we serve in New York, Vermont, Ontario, and Quebec (see our coverage map). Please email us at calendar@ncpr.org if you have Calendar questions, concerns, or observations for us.

Kind Regards,
The NCPR Community Calendar Team