Submission Guidelines


The following comments are provided as a guide to help make your events the most effective and quick to approve!

To Create an Event

  • The first step is logging in to the Add An Event page.
    • Please be sure no one else has submitted your event already
      • Volunteer groups have often doubly-posted events
      • Co-produced events are sometimes submitted by both organizations
  • Event Title
    • Try to be clear and concise while being sure to identify yourself
    • Consider:
      • “Hawai‘i Chamber Players: Spring Concert” vs. simply, “Spring Concert”
    • Do not include venue, time, etc. This will appear in your listing
  • Event Description
    • Use this field to provide a clear description of your event
    • Please use your best grammar and, if applicable, Hawaiian diacriticals
    • Include
      • Key performers, composers, playwrights, conductors, etc.
      • Press quotes (with citation!)
      • Key words to be performed
      • Anything else to help a wide audience learn about you—remember, they may know nothing of your organization!
    • Don’t include
      • Date, venue, your website—these items all appear later in the submission. Please don’t repeat information.
      • Excessive superlatives—these make your amazing organzation’s stupendous event seem silly
      • Casual, chatty tone—you’ll be most successful in a neutral, press release–style tone
      • Relative references to time—“in three weeks” means nothing as time passes; use specific dates
      • Off-topic information—don’t use this space to fundraise, promote your organization generally, etc. Keep all comments directly relevant to the event listing.
  • Event Categories
    • Consider all the categories listed.
    • Correctly checking as many categories as reasonably apply ensures your event will appear…
      • on the homepage correctly, and
      • on the button-specific lists directed from ArtsHawai‘i digest emails, and
      • in automatically generated cross references at the bottom of others’ event pages
  • Event Image
    • Event images are a great way to catch folks’ eye, especially if you link ‘the look’ to Facebook images, your website, posters, etc
    • Please use banner-style, horizontally-oriented images with at least 3:1 proportions
    • Ideal size is 1000px (wide) × 333px (high, or smaller)
      • If you’d like high-resolution images on ‘retina displays’, design your banner as 2000px × 667px
      • Smaller dimensions are fine, but avoid anything smaller than 300px × 100px
    • Images must be .png, .jpg, or .gif format and should be under 2 Mb in size
    • Avoid rendering too many textual details in your image—it’ll reduce the image’s clarity and, remember, users can always click the image to reach your full listing with all the goodies!
  • Event Time & Date
    • Follow the prompts to add the complete details of your event’s time and date
    • Unless your event’s duration is relevant (an open-house, a gallery showing, etc), there’s no need to set and end time—use precisely the same as the start time and it’ll appear as start time only
    • Use recurring events very carefully
      • The function only works for events at precisely the same time (rehearsals, weekly gatherings, etc)
      • Note that the start/end times still refer to a single event, not the events overall run
  • Venue Details
    • This refers to the physical place where you will perform/exhibit
    • Please add new venues with the greatest of caution
      • all new venues will be individually reviewed before associated events can be posted
      • over 110 venues across the state have already been entered—be 100% certain your venue doesn’t already exist
      • multiple version of the same venue complicate users’ experience
    • When adding a new venue, all fields should be completed with respect to the venue, not your presenting organization
      • The phone number, for example, is for the box office or front office, not your organization
  • Organizer Details
    • Like the Venue Details above, please be 100% certain that the organization for with you’re posting doesn’t already exist
      • You want all your events under the same organization so that your audience can see all your events at once!
      • Over 70 producing organizations are already listed!
    • Note that the organizer is the public organization and not you
      • Don’t use this spot to identify the conductor, director, producer, etc.
      • Only list organizations (orchestras, choirs, schools, galleries, theater companies, etc)
  • Event Website
    • This is for a webpage specific to your event
    • Do not use this field for your organization’s general website—that appears elsewhere
  • Additional Fields: Online Tickets
    • Enter a URL for an online ticket selling site (your box office, eventbrite.org, brownpapertickets.com, etc)
  • Event Cost
    • The first filed is only for the currency symbol, assuming you’re using US dollars, do nothing in this field
    • Use the Cost field for numbers only—don’t describe your ticket prices, just numbers (i.e. 25, 6, 24–93, etc.)
    • If your event is free, enter “0” (zero) in the Cost field
    • If you want the field to disappear, leave the Cost field empty
  • SUBMIT!
    • Your event will be submitted and reviewed as quickly as possible
    • Please do not resubmit an event if you don’t see it online—it’s coming!
    • If you need to change/update details, see the next section on editing events

To Edit an Event

  • Begin by logging into the Your Events page
  • Select the event you wish to edit from the list of events available to you
  • Modify details as needed and re-submit

Thank You—Mahalo

for using ArtsHawai‘i!