Adding an event
If you don't have a user account, follow the steps here first.
Who Can Add an Event?
While we ideally encourage event organizers to add their own events, we also want to empower the entire dance community to contribute. Therefore, anyone can add an event to WhereCanWeDance.com.
Community Members: If you're a dancer, fan, or someone who wants to help map out events in your city or globally, you are welcome to add events to the site.
Artists: If you're an artist booked for an event, you can add the event to ensure it's listed and associated with your profile.
Event Organizers: Even if you didn't initially add the event yourself, you can request ownership at any time.
Transferring Event Ownership
If an event is added by someone other than the organizer, and the organizer wants to make changes or take ownership, they can:
Contact Us: Message our Facebook page requesting ownership transfer.
Verification: We will assist in transferring ownership of the event to the rightful organizer.
We encourage community participation to ensure our event listings are as comprehensive and up-to-date as possible. Our goal is to create a centralized platform where all dance events are accessible to everyone.
Note: We will provide more details about the ownership and claiming process in the future. For now, don't hesitate to add events—even if you're not the organizer. Your contributions are valuable!
How to Add a New Event
1. Organizer Info
In this section, you'll be asked to select which organizer is hosting the event.
If you have already created an organizer profile, simply choose the appropriate organizer from the dropdown menu.
If no organizer profile has been created yet, this field will be empty, and you will need to create an organizer profile before proceeding.
2. Event Name Info
Next, you’ll need to enter the name of the event.
Type the event name in the provided field.
A slug (unique URL identifier) will be automatically generated based on the event name. You can manually edit the slug if needed.
Tip: If this is an annual or recurring event, consider adding the month or a time marker in the slug to help differentiate it from other events. The slug must be unique.
3. Location Info
Here, you’ll specify the location of the event.
First, choose whether the event will be in-person or online.
For in-person events, enter the venue location.
Once you input the location, the time zone will automatically populate based on the venue’s location in the Event Date & Time Info section.
4. Event Frequency Details
Single Event
If your event happens just once, select the Single Event option.
Navigate to the Event Date and Time Info section.
The time zone should automatically be populated based on the venue address you previously entered.
Choose the start date of your event in the MM/DD/YY format.
Enter the start time.
The end time field will automatically duplicate the start time, making it easier to adjust without needing to scroll through the months and days again.
Recurring Events
If your event happens on a recurring basis, select the Recurring Events option.
The screen will update to show Recurring Event Details.
Recurring events are built on top of the start date you enter, and the event will be duplicated based on the recurrence parameters you choose.
Regardless of whether the event is weekly, bi-weekly, or monthly, you’ll be able to see a list of all event instances generated based on your input.
Time Zone and Time Details
The time zone should be automatically filled based on the venue address. If not, select the correct time zone.
Enter the start time and end time.
If the event starts and ends on the same day, the system will display green borders to confirm this.
If the event crosses into the next day (e.g., 8 PM to 1 AM), check the box indicating the event runs into the next day. This ensures the system knows the event’s end date is the following day.
Weekly Events
For weekly events, the system will duplicate the event every 7 days.
After entering the number of occurrences (up to 90 days into the future), the calendar below will display the recurring event instances.
Bi-Weekly Events
For bi-weekly events, the system will duplicate the event every 14 days.
Like weekly events, after entering the number of occurrences, you’ll see the duplicated events listed in the calendar view below.
Monthly Events
For monthly events, the site uses what we call ordinal occurrences. This is because many dance events happen on a specific day of the week each month (e.g., the first Saturday, the third Friday, etc.).
Once you choose the Monthly option, a section for monthly event options will appear.
You’ll need to select the ordinal occurrence (e.g., first, second, third, fourth, fifth).
Then, choose the day of the week (e.g., Friday, Saturday, Sunday).
Important: The start date of the event must match the ordinal occurrence and day of the week you select. For example, if you select "first Friday of the month" but have a Wednesday selected, the site will return an error.
After confirming the start date, choose the number of occurrences, and the event will be duplicated accordingly.
Special Cases
Sometimes, you may need to modify the schedule of recurring events, such as skipping a week or having an instance occur on a different day. Currently, the system does not support custom-coded dates for specific instances, but you can work around this by:
Creating the full set of recurring instances.
If an event needs to be skipped or adjusted:
You can delete the instance after it’s created.
Alternatively, you can edit the date of a particular event instance after it has been generated.
This workaround ensures you can still manage exceptions for recurring events.
5. Event Details
Event Image
Upload an event image. Make sure it’s a horizontal image, ideally with a 16:9 or 1920x1080 pixels resolution for the best appearance.
Event Type
Select the event type for your event.
Be mindful not to select multiple primary event types like "Festival," "Workshop," or "Weekender." Usually, selecting just one is sufficient.
You can select secondary event types like "Competition" or "Jack and Jill."
Note: It’s expected that festivals will include socials, so there’s no need to select Social as a separate event type in those cases.
Dance Styles
Choose the appropriate dance styles for your event.
If your event includes dance styles under a broader umbrella (e.g., Salsa, Bachata, Kizomba, Swing), select the main style and then any substyles.
You can also select secondary dance style types to better categorize your event.
If your event has multiple styles or includes a fusion of dance styles, you can select Fusion as a separate style. This helps place your event on the specific fusion dance style calendar.
Event Frequency
Choose the event frequency:
Annual
Every Two Weeks
Monthly
One Time
Weekly
Event Description
Enter a detailed event description using the available styling options:
Use bold, italics, and underline to format text.
Create numbered or unordered lists as needed.
For hyperlinks, it is recommended to hyperlink a word (instead of pasting full URLs), which results in a cleaner description.
Note: Avoid using excessive characters like long sequences of equals signs or stars to separate sections. This makes it harder to modify on the back end, so we advise against it. Use the text formatting options to keep your description organized and easy to read.
6. Hired Artists
In this section, you can add any hired artists booked for your event.
If the artist already has a profile on Where Can We Dance, you can select them from the dropdown list.
If the artist is not listed, you will need to create an artist profile for them.
You can create a profile as an organizer or as a fan, and the artist can later claim the profile if they sign up.
If you do not have the artist details yet, you can submit the event without adding the artist, then come back later and edit the event to add them as you confirm your lineup.
7. Event Links
In this section, you can provide links related to your event:
Website (link to the event’s official website)
Purchase Passes (link to buy tickets)
Facebook
Meetup
Instagram
TikTok
These links will be displayed as icons under the event image on your event page, making it easy for attendees to find the event across platforms.
8. Save or Submit the Event
At the bottom of the page, you will have two options:
Save as Draft: If you’re not ready to publish the event, you can save it as a draft and come back to edit it later through your user account settings.
Submit Event: When ready, you can submit the event for review.
Event Approval
All submitted events will be placed in a pending status for our team to review within 24 to 48 hours.
You will receive an email confirmation when your event is submitted and another email when it is approved.
Automatic Display
Once your event is approved, it will automatically appear on various pages:
Organizer Profile: If you have an organizer profile, the event will be listed there.
Global Dance Calendar: The event will be displayed based on the dance styles, dates, and city pages you selected.
Artist Profile: If you’ve linked an artist, the event will also show up on that artist’s profile page.
Search Engine: The event will be searchable by date, location, dance style, event type, and more on the main event search page.
The goal is to ensure events are easily discoverable through interconnected calendars across all the different calendars we provide on our site.
Last updated