Uploading events and stories to the Culture Diary

We want to make the Culture Diary experience as easy and trouble-free as we can. Please follow these steps to upload your content and make the best use of the functions available to you. You must register or log in before attempting any content upload.

Uploading digital events during the COVID-19 pandemic (#CultureFromThe Couch)

You can follow the steps below to upload your events and stories), but here are some quick tips when uploading digital content / events during this time. 

  1. In Event Detail, make sure to add the YouTube URL (the direct video or your channel) or website URL in the ''video URL" field
  2. Remember to add an end date / time if your content will stop being accessible after a certain amount of time
  3. Under 'tags' choose COVID-19, Coronavirus and Culture From The Couch - this will allow users to filter your digital content
  4. In 'Country' choose 'United Kingdom' and under Nations and Regions, choose 'Nationwide'.
  5. On the Venue Location tab, use dashes (-) in the fields as there is no venue.
  6. On the Media & Links tab, add website and YouTube URLs. You can also add social media handles and hashtags.
  7. Save & Publish as normal on the Event Detail tab.

Uploading Events 

  1. Go to 'Events' in the top bar and click 'Add'. If this does not appear, make sure you're logged in, or register here.
  2. Decide if you're making a 'tour event' or a singlular event. 'Tour events' have multiple singlular events connected to it so users can see all dates on a particular tour at a glance and share individual dates from the tour. Go to Creating a Tour Event below on how to do this.
  3. Fill in all fields in the 'event detail' tab
  • Name – include a city or venue or other identifier in the title as lots of events with the same name can make finding the right one tricky
  • Image – upload an image for the event. This will be shown with the listing and also if your event is promoted on the front page of the website. We must have an image to be able to showcase it on the front page.
  • Description – you can copy and paste the description text into the field. For special formatting, click 'disable rich text' to tweak the HTML (only do this if you know what you're doing!). You can return to rich text by clicking it again.
  • Gallery images (optional) – optional area to add more imagery which will be shown under the description in a slideshow.
  • Video URL (optional) – add a YouTube or Vimeo link here to include video with your listing.
  • Dates – from and to, include a start and end time. Uncheck 'show end date' if the event only takes place on one day.
  • This is a long run event – Please check this if the event takes place over more than two weeks. This helps with filtering during small date-range searches.
  • Address – this is for the venue or location of the event; make sure to change the country in the address if touring abroad
  • Tours – See Creating a Tour Event below for more on using the Tours option.
  • Tags – these are chosen from a dropdown list. Please choose the ones that are most relevant to your event so that it appears in the correct filter categories.
  • Format – choose either 'industry only', 'press', 'private' or 'public'; note that only events that are both 'confirmed' and 'public' can be seen by users who aren't logged in. Format can also be filtered during searches eg. 'press' events can be checked separately from the other formats.
  • Status – choose either 'pencilled' or confirmed'; note that only events that are both 'confirmed' and 'public' can be seen by users who aren't logged in. Please also remember to change your event status to 'confirmed' from 'pencilled' (or edit/remove) when you're ready.
  • Country – the country in address relates only to the venue, and this option tells the website, and event search, where the event takes place
  • Nations and Regions – mandatory for United Kingdom only; the option is removed if any other country is chosen

4. Fill in a venue location on the Venue Location tab (located in the top left) including country, post code etc. To add multiple locations, you must create a Tour event.

5. Optional - Media & Links tab includes website URL, social media links, hashtags and more.

6. Partners

  • A Lead UK Organisation must be included. If you are working for one organisation, this will filled in with that organisation automatically. You may also add a list of supporters and artists. Note that it doesn not have to be a UK organisation to be a lead organisation, but the majority of events uploaded on the Culture Diary will be UK led.
  • Freelancers and those creating events for others must fill this field in. Start typing the organisation name to make it appear.
  • Freelancers can create organisations if they are not currently on the website database. Go to 'Organisations' and 'create' to do this.

7. Click 'Publish' at the end and your event will be visible instantly.

Freelancers must also choose a 'lead UK organisation', under the 'Partners' tab, for the event before publishing. See below for more information.

Make the most of your event!

Though not mandatory, these actions are highly recommended for every event you upload. We cannot feature and promote events without images.

  1. Add an image in 'event detail' so that your listing looks the best it can.
  2. Add links under 'media & links' – website, social media links and hashtag, and a ticket title (ie. Book Tickets) and URL.
  3. Edit info under 'Partners' – If a lead organisation you're creating an event for does not appear in the autofill, you will need to ask a member of that organisation to register so that we can create the organisation on the website. You may also add supporting partners (same rule applies if they do not appear), and artists.
  4. Add more images and video under 'event details' – really highlight your event!

Creating a Tour Event

  1. Go to 'Events' in the top bar and click 'Add'; enter an event name and make sure to name the tour (eg. European Tour 2018)
  2. Add a description – make it generally applicable to the whole tour and you won't have to tweak it for the individual events
  3. Input the from and to dates for the entire run of the tour – you will add individual dates for each of the separate locations on the tour after
  4. Check the 'Is This A Tour?' box – this makes it a 'Tour Event' – and choose either 'UK' or 'International'
  5. Add each of the venue addresses – click 'Add Another Item' to add another address. You must first either save as draft or publish the event before seeing the option to 'add another item' to addresses.
  6. Fill in the rest of the information and add images as normal
  7. If it's an international tour in multiple countries, choose any of the key countries (find this under the Sattus section and before the publish button).
  8. Click 'Publish' and follow the next instructions below.

Creating individual events for a Tour

  1. On the tour event you've just published, click 'Duplicate' in the top left-hand corner under its title – this creates a 'clone' of the 'tour event'
  2. Edit the name to include the location of this date of the tour
  3. Edit the dates / times for this location of the tour
  4. Click on the 'Is This Event Part of a Tour?' drop-down menu. Scroll until you find your original 'tour event' and click it.
  5. Remove all addresses except the relevant one for this tour date.
  6. Change 'Nations & Regions' if necessary and if the tour is in the UK, or choose a country if the tour date is in a different one.
  7. Click 'Publish'.

This tour date will now appear under the original 'tour event'. Go back to the individual tour date you have just made and repeat these steps until the whole tour is published. When you're finished, anyone can share the main 'tour event' as a link, and will be able to see all the dates as separate events in one place. 

Uploading Stories

In addition to the events, you can also add an announcement or story in our ‘Stories’ section which can be a press release, a success story, advice to the sector, a blog post, or anything else you would like to tell the culture sector!

  1. Go to 'Stories' in the top bar then click 'Create'
  2. Write or copy and paste text – if you're writing a story from scratch, we recommend writing it in a document first and pasting it into the window so you don't accidentally lose your precious words.
  3. Add an image – this is your story banner image. Ideal dimensions are w 960 x h 300. If it is larger it will be auto-cropped. If it smaller, it will be stretched to fit the size. You must also upload a 'Front Image', which requires different dimensions (w 565 x h 300), in case the story is featured on the front pages.
  4. Optional: add any website URLs or YouTube page links, upload an attachment, choose from the story tags and related stories - simply type into the field to bring up stories with those keywords in the titles.
  5. Optional: upload more images for the image gallery and add a video URL to display your video content within the story.
  6. Click 'Publish' at the end.
  • If you're writing a story from scratch, we recommend doing it in a Word doc first and pasting it into the window.
  • If you want clean formatting, you should ‘disable rich text’ first, paste in the text and then either use paragraph tags to denote the beginning and end of paragraphs or switch back to rich text (‘enable rich text’) and space it out manually that way.

And once your content is up, feel free to share the link on social media too.

​If you have any questions about adding content or getting the most out of your uploading, email info@theculturediary.com or brad.barrett@dcms.gov.uk.




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