FAQs

This is a list of commonly asked tech support questions in using the calendar.  We hope it will be of some assistance before submitting a tech support ticket.

It was decided as a matter of policy to keep the calendar restricted to dance performances and not to include fundraisers.  There are just too many people raising funds for dance with events that do not necessarily include a full dance performance that would be of interest to the general public.  Fundraisers may be posted on The Community Forums at https://philadelphiadance.org/danceforums/

As a matter of policy, we do not cover events occurring at venues in New Jersey or Delaware.  There is a real time expense in terms of server access, maintenance and labor that led to this decision.  Issues around where to draw a border in New Jersey (just southern Jersey or all of New Jersey) and the same in Delaware also exacerbated this situation. As a result we only cover the 5 Philadelphia counties and Allentown region. If you have a dance company in Delaware or New Jersey that is performing in the greater Philadelphia region, you may register and post that event.

All accounts need to be approved before you can log in with your credentials.  This can take up to 24 hours but is usually sooner.  This is done to prevent spammers or misuse of the calendars.  Look for a second email with either your approval or a question from us to help with the verification process.

Let’s begin with the Time & Date settings for your event.  This applies whether you’re converting an existing single event into an event series or creating a new event series from scratch.

With recurring events, the first occurrence of your event series will reflect the options chosen for Start/End under this heading. That is the same as creating a single event. Be sure that you’ve specified the correct start date, end date, and start and end times for the first event in your series before proceeding.

After making your selections for the first event in your series, you’ll see an Event Series option.  This option is located just below the Start/End options for your event.

Time & Date options with button for scheduling multiple recurring events

Click the Schedule multiple events button to display the first set of options for your event series. You’ll see a row of buttons denoting the available recurrence types for your event series.

Options for recurring event types in Events Calendar PRO

For event series that conform to a regular pattern, select the option that applies to your event series (DailyWeeklyMonthly, or Yearly). If your event occurs on specific dates without following an established pattern, select the Once option for your event. We’ll go over the options for both pattern-based and non-pattern-based recurrences below.

Pattern-Based Event Series

Once you’ve picked the option that works best for your event, more fields will appear, as shown below:

Options for

Let’s use the Daily event recurrence options as an example. All pattern-based recurrence types will default to the most basic type of recurrence. In this case, that’s an event that recurs daily, at the same time as the original event. You can tailor this pattern even further, if needed.  For example, you might wish to have:

  • An event that recurs every three days
  • A weekly event that recurs every week on Tuesdays and Thursdays
  • A monthly event that always falls on the first Friday of the month.

Each of these patterns can be made with Events Calendar PRO’s recurring events features.

Setting the pattern to end on a given date lets you specify the last possible date an event from the sequence can take place on. Example:

  • You create an event starting Wednesday, October 4, 2017
  • It recurs every week ending on Wednesday, October 25, 2017
  • That final date is when the last event in the sequence will take place, not to be confused with the end date of the event itself
  • If you selected Tuesday, October 24, 2017, then the last instance of the event would take place on the preceding Wednesday (October 18) instead

By contrast, if you set the pattern to end after a certain date, the next logical date will be used as the final date. To extend our previous example, that means setting the pattern to end after October 25 would mean the last date in the pattern would be October 25.

In other words, the on and after options let you distinguish between inclusive and exclusive date ranges. Selecting the never option means that events will be created indefinitely as dictated by your Recurrence Settings.

recurring event series ends

⚠ It is possible to create a recurring event with no end date for the event to stop recurring. Please note that doing so will set the event to recur indefinitely. This will create an indefinitely growing number of events posts in the calendar. Indefinitely growing events can have a negative effect on the calendar’s performance. Your calendar may load or react slowly based on the number of events that are present in the calendar.

If you’re setting up a regular recurrence pattern, such as an event that occurs on a monthly pattern without exceptions, then you are all done!  Scroll up until the Publish pane is visible on the right side of the page, then click the blue Publish or Update button to save your event.

If you want a more complicated recurring event, read on! And remember, you can set as many recurrence rules as you need. Click the Add more events button once you’re finished with a set of recurrence rules to expand the next set of options. You can remove a set of recurrence rules at any time by clicking the trash can icon to the right of the desired row.

Exclusions

You can exclude specific dates or ranges within a recurring series. An Add Exclusion button will appear as soon as you add any other recurrence rules. Clicking this will display a row of buttons matching those that appear when adding a new recurrence rule. You can use the DailyWeeklyMonthly, or Yearly exclusion options to exclude events in a pattern-based series.  You can use the Once exclusion option to exclude a single event on a specific date.

Options for specifying a daily exclusion pattern for an event series

Add as many exclusions as you need to fine-tune your event series. You can delete exclusions by clicking the trash can icon to the right of any row.

You can now sell tickets right from your event listing. When creating a new event, click on the +NEW TICKET button under the TICKETS section. Then specify ticket type & price (general, student, senior). SELECT – Share capacity with other tickets and specify the maximum number of tickets to be sold.  Add additional ticket types and prices as needed.

IMPORTANT – If you have multiple dates/times – you MUST create each one separately to add the ticket feature. You can NOT use the multiple date / recurring event submission tool as the tickets will only appear on the first listing.

ALL TICKETS are processed through PhiladelphiaDANCE.org / Dance Box Office and checks are then sent out 5 business days following events. We charge $1.90 per ticket additional fee to the customer for handling.  There are no fees to you the end user.

ADDING RSVP TO YOUR EVENTS

You can now easily add and RSVP to your event. When creating a new event, click on the +NEW RSVP button under the TICKETS section.  You can then easily view responses and email/download response lists from your View Events Page.  Just click on REPORTS: Attendees

EDIT OR DELETE YOUR EVENT

STEP 1 – Login with your username and password, Click Here
STEP 2 – Go to your event interface to view, edit or delete your submitted events– Click Here

ADDING YOUR EVENT

STEP 1 – Create Your Free Account, Click Here 
STEP 2 – Wait for email with a link to set your password. Use the first link in your email. If not received be sure to check your spam folder.
STEP 3 – Wait for us to approve your account. Can take up to 24 hours.
STEP 4 – Login with your username and password, Click Here
STEP 5 – Once logged in, Click Here to ADD YOUR EVENT

ALL EVENTS ARE REVIEWED BEFORE THEY ARE POSTED. THIS CAN TAKE UP TO 24 HOURS.

Thank you for being a paid PhiladelphiaDANCE.org Member. You will still need to create a new username/password and account for use of the calendar.  This service is separate from membership and completely FREE to the dance community.

For existing listings that were transferred from the old helios calendar, the google map may not show up in the interface.  All new listings should show maps as they are created.  This is an issue we are aware of in transferring of data.

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