Portal User Guide
Everything you need to submit and manage events, venues, organisers, and series on the calendar.
Getting Access
The portal uses magic links — there is no password to remember or set up.
Click the Login button on the portal page.
Enter the email address registered to your account and click Send Login Link.
Check your inbox for an email from this site. If you don't see it within a few minutes, check your spam or junk folder.
Click the link in the email. You will be logged in automatically and returned to the portal.
Login links expire after 15 minutes. If yours has expired, simply return to the portal and request a new one.
To log out, click Logout in the top-right corner of the portal header at any time.
Portal Overview
Once logged in you will see five tabs across the top of the portal:
| Tab | What it contains |
|---|---|
| My Events | Events you have created |
| My Venues | Venues you have created, plus a Browse All view of all published venues |
| My Organisers | Organisers you have created, plus Browse All |
| My Series | Event series you have created, plus Browse All |
| Help | A quick-reference version of this guide |
Each listing shows the name of each item, its current status, when it was created, and Edit / Delete actions.
Depending on your account type, your submissions may be published immediately (trusted contributors) or sent to an administrator for review before appearing on the public calendar (standard contributors).
Submission Statuses
Every item you create shows one of three statuses in your listing:
Pending items are still available to you in dropdowns when creating an event, marked with (Pending). You don't need to wait for approval before linking them to an event.
Before Creating an Event
Events are linked to venues, organisers, and series. These must exist before you can attach them to an event. Follow this order:
Always check Browse All before creating a new venue, organiser, or series. Go to the relevant tab and click Browse All to search through everything already published on the calendar. If it's already there, you can select it in the event form without creating a duplicate.
Creating a Venue
A venue is the physical location where an event takes place. The address is used to automatically detect the time zone, which is needed for live stream time conversions.
Go to the My Venues tab.
Click + Add Venue.
Fill in the fields (see table below) and click Submit for Review or Publish.
| Field | Required | Notes |
|---|---|---|
| Venue Name | Yes | The name of the location, e.g. Madison Square Garden |
| Street Address | No | First line of the address |
| Street Address 2 | No | Apartment, suite, floor, etc. |
| City | No | Strongly recommended — used for time zone detection |
| State / Region | No | State, province, or region |
| Postal Code | No | ZIP or postal code |
| Country | No | Select from the dropdown — recommended for accurate location lookup |
| Phone | No | Contact phone number for the venue |
| No | Contact email for the venue |
The more complete the address, the more accurately the system can detect the venue's time zone. At minimum, enter a city and country.
Creating an Organiser
An organiser is the person, group, or organisation responsible for an event.
Go to the My Organisers tab and click + Add Organiser.
Enter the Organiser Name (required).
Optionally upload a logo or photo — JPG, PNG, or WebP, max 2MB. Square or landscape images work best.
Click Submit for Review or Publish.
Creating a Series
A series groups related events together — for example, a monthly meetup, an annual conference, or a multi-day festival with separate events for each day.
Go to the My Series tab and click + Add Series.
Enter the Series Name (required).
Optionally add a Series URL — a link to the series website, social page, or playlist.
Optionally upload an image (JPG, PNG, or WebP, max 2MB).
Click Submit for Review or Publish.
Creating an Event
Go to the My Events tab and click + Add Event.
Fill in the form fields described below.
Click Submit for Review, Publish, or Save Draft.
Event Title
Enter a clear, descriptive title. A character counter shows how many of the 100-character maximum you have used.
All Day Event
Tick All Day Event if the event runs for a full day without specific times (e.g. a festival day or conference day). When ticked, the time fields are hidden.
Start and End Date / Time
| Field | Required | Notes |
|---|---|---|
| Start Date | Yes | Click the field and use the date picker |
| Start Time | No | Use 24-hour format, e.g. 14:00 for 2 pm |
| End Date | No | Pre-fills with the start date when you open the field |
| End Time | No | Leave blank for open-ended events |
Venue, Organiser, and Series
Select from the dropdowns. Each dropdown lists all published items as well as your own pending items (marked with (Pending)). If what you need doesn't exist yet, use the + Create new button next to the label — see Quick-Create below.
Example — venue field
Series is optional. Use it if this event is part of a recurring collection.
UTC Offset (Time Zone)
The UTC offset tells the calendar which time zone the event's times are in. It is used to convert live stream times for visitors in other parts of the world.
This is set automatically when you select a venue. The system detects the venue's time zone and calculates the correct offset for the event's specific start date. The hint text below the field confirms what was detected, for example:
Auto-set: America/New_York (UTC-4)
If you change the venue or the start date, the offset is recalculated automatically to account for Daylight Saving Time. You can override the value manually using the dropdown if needed.
About Daylight Saving Time: The same city can have different UTC offsets at different times of year. New York in June is UTC-4 (EDT); in November it is UTC-5 (EST). The system handles this automatically based on the event date.
Event Image
Upload an image to represent the event on the calendar.
- Accepted formats: JPG, PNG, or WebP
- Maximum file size: 2 MB
- Recommended aspect ratio: 16:9 (e.g. 1280 × 720 pixels)
After selecting a file, a preview appears. When editing an existing event, the current image is shown — select a new file to replace it.
Quick-Create
When filling in an event form, you can create a new venue, organiser, or series without leaving the page. Click the + Create new button next to the relevant dropdown to open a small pop-up panel.
Quick-Create Venue
Enter the venue name, street address, city, and country, then click Create. The system will look up the coordinates and time zone automatically. The new venue is added to the dropdown and selected immediately, and the UTC offset is set at the same time.
You can add full address details (state, postal code, phone, email) later by editing the venue from the My Venues tab.
Quick-Create Organiser
Enter the organiser name and click Create. Images can be added later by editing the organiser.
Quick-Create Series
Enter the series name and optionally a URL, then click Create. Images can be added later.
All quick-created items follow the same review process as items created through the full form. They appear in the dropdown marked as (Pending) until approved.
Saving Drafts
When creating or editing an event, the Save Draft button saves your progress privately without submitting the event for review or publishing it. Drafts are visible only to you in your My Events list.
Use drafts when you want to:
- Save your work and come back to finish later
- Prepare an event in advance without publishing it yet
- Keep a copy while you confirm details
When you are ready to submit, open the draft from My Events, make any final changes, and click Submit for Review or Publish.
Live Streams
If the event will be broadcast online, you can add one or more live stream entries. Each entry includes:
| Field | Notes |
|---|---|
| Description | A label for this broadcast, e.g. English or Main Stage |
| Stream URL | The full link to the stream (e.g. a YouTube or Twitch URL) |
| Start date & time | When the stream begins — can differ from the event start time |
| End date & time | When the stream ends |
Click + Add Live Stream to add a row. Click Remove to delete a row. You can add as many streams as needed — for example, one per language or one per platform.
Stream times are stored in the event's time zone (set by the UTC offset) and automatically converted to each visitor's local time zone when displayed on the calendar. This is why the UTC offset matters — always make sure it is correct before submitting.
Editing & Deleting
Editing an item
Go to the relevant tab (e.g. My Events).
Find the item and click Edit.
Make your changes and click Update.
For standard contributors, editing a published item sets it back to Pending and sends it for review again. Trusted contributors' updates are published immediately.
Deleting an item
Go to the relevant tab.
Click Delete next to the item.
Confirm the prompt that appears.
Be careful when deleting venues, organisers, or series that are linked to existing events — those events will lose the link. Contact the site administrator if you need to restore a deleted item.
Searching & Browsing
Each tab has a search bar at the top of the listing. Type a name and click Search to filter your results. Click Clear to remove the filter.
The Browse All toggle (available on Venues, Organisers, and Series tabs) switches the listing from your own submissions to everything published on the calendar. Browse All has its own search bar so you can search across the full catalogue. Use this to check for existing items before creating new ones.
You can only edit or delete items you created. Browse All shows other users' published items for reference, but no edit or delete actions are available on them.
Frequently Asked Questions
Contact the site administrator. Processing times depend on the team's availability. Your item is safely saved and nothing is lost.
This usually means the address didn't have enough detail for the system to detect the location — a city and country are the minimum needed. Edit the venue, add the city and country, and save it again. Alternatively, you can set the UTC offset manually on the event form using the dropdown.
Yes. Use Browse All on the relevant tab to find it, then select it from the dropdown when creating your event. You won't be able to edit or delete items created by other users.
If your account is not trusted, your event is waiting for administrator review. Check the Status column in My Events — if it shows Pending, it has not been approved yet. Once approved it will appear on the calendar automatically.
Yes. Click + Add Live Stream as many times as needed. Each entry can have its own description, URL, and start/end times — useful if the same event is streamed on multiple platforms or in multiple languages.
You have ticked the All Day Event checkbox. Untick it to bring the time fields back.
Contact the site administrator. Deleted items are moved to the trash and can usually be restored.
Many countries observe Daylight Saving Time, which shifts the UTC offset by one hour at certain times of year. The system recalculates the offset automatically whenever you change the date, so the correct offset for that specific date is always shown. For example, an event in New York in June gets UTC-4, while the same venue in November gets UTC-5.