If you are new to Eventotron, create an account. If you already have an account, sign in.

Click on Festivals & Seasons in the top menu.

You will see a list of all festivals and seasons currently accepting applications. Scroll through the list to find the festival / season you want to be part of and click the Apply button.

There will be information about the festival / season followed by this:

If you are applying with an event that is already in Eventotron (ie: an event you have applied to a previous festival / season with) click My event is already in Eventotron, find it in the dropdown list and click next.

If you are creating a new event, click I am creating a new event, enter the name of the event and click next.

Now fill in the festival / season application / registration questionnaires. Your answers will be saved automatically so you can return to complete them later.

How to find your event in Eventotron

So, you have completed part of your application and have logged out. Now you want to log back in and finish what you started. Log in (using the same email address and password as before) and click on Events in the top menu.

Under My Events you will see all your events in Eventotron. Under each event there are icons to show which festival / season you are applying or have applied to.

Click on the event you are in the process of applying to a festival / season with.

You will see the festival / season as a tab, click on the tab and continue the application / registration process.

If you have questions about the application / registration for a specific festival or season, it’s best to contact them directly – however, we will always try to help if we can so click on the Help button if you get stuck.

That’s it!

The post Applying to a Festival or Season appeared first on Eventotron.

First things first, you need to create an account

Register / Log in

Go to https://www.eventotron.com/ and click Events in the top menu

Enter your email address in the ‘New Users’ box then click ‘Register’. You will receive a password by email very quickly. If you haven’t received a password within five minutes, please check your spam / junk email. If it’s not there, please email help@eventotron.com  and we’ll get you sorted out ASAP.

Account already exists? If you get a message saying your account already exists, put your email address into the ‘Existing Users’ box and you can then follow the process for getting a new password.

Need a new password? If you have forgotten your password or can’t find your welcome email, you can click the link at the bottom of the ‘Existing Users’ box to get a new one.

If you’ve already set up an account just fill in the left hand ‘Existing Users’ box with your email address and the password you were sent in your welcome email.

Once you are logged in, you’ll be looking at the events section (if you are not, just click ‘Events’ in the top menu). If you already have events in the system, they will appear under My Events and the festivals/seasons they are part of will appear as icons underneath.

Add a New Event

To add a new event, click +create a new event

This pop up will appear.

Event Title – this is the title of your show / exhibition / workshop / talk / demo

Add an editor (optional) – you can put in an email address of another person who you’d like to be able to edit your event here

Hit Create Event

That’s it – your event now exists in Eventotron. The next steps are to complete the Touring & Promotion section and apply to a festival / season.

Touring & Promotion

This section gives you the opportunity to share as much information about your event as possible and to keep adding to it over time. It is what festival managers / season managers / programmers will see when they search Eventotron.

Fill out your profile

About your event

Main Admin contact – this will automatically show you as the main contact – you can click on your name and add a new contact if you want to assign the event to someone else to manage.

Author – the individual or group that has written the script for your event – if applicable.

Event Description – Describe your event to help with applications to Festivals and Venues. Please note this is not the marketing text you will use for brochures and websites.

Brochure Image – Upload the main image for your event. You can edit it within Eventotron using the pencil icon.

Genre – Choose the main genre of your event – this will help programmers/festival managers/season managers find your event in specific searches.

Subgenre – Choose a subgenre for your event

The rest of About your event is self-explanatory – let’s move on to:

Content and Access

Audience Age Range – Choose an appropriate age range for your event. Published age ranges are for guidance only. If for licensing reasons proof of age would be needed, make this clear in your listing copy. Check with your venue first about their licensing before confirming an age range for your event.

Children’s Age Range (lower) – If your event is for children, what is the lowest age that it would be suitable for? Leave blank if not applicable.

Children’s Age Range (upper) – If your event is for children, what is the upper age that it would be suitable for? Leave blank if not applicable.

Language – Must the audience have good comprehension of the event’s primary language to understand and enjoy it? Choose Yes/No

Content

Strobe Lighting – flip to Yes or No

Nudity – flip to Yes or No

Swearing – flip to Yes or No

Content Warning Details – Please detail anything the Box Office may need to be aware of including nudity, adult content, strong language, walking involved, strobe lighting etc. Do not include age limits.

Access

Relaxed Performances – Relaxed performances are designed to welcome people who will benefit from a more relaxed environment, including people with an Autism Spectrum Condition, sensory and communication disorders, or a learning disability. There is a relaxed attitude towards noise and movement. Flip to Yes or No.

Audio Description – Are you about the offer audio description for audience members? Flip to Yes or No

Touch Tour – Are you able to offer a guided touch tour of your event before it begins? This is beneficial to blind and visually impaired audience members. Flip to Yes or No.

Technical Requirements

Set description – describe your set if you have one

Set photo – upload a photo of your set

Set plan – upload a set plan if you have one

Naked flame – flip to Yes or No

Pyrotechnics – flip to Yes or No

Special Lighting – Include any information about your lighting requirements

Lighting Plan – upload your lighting plan if you have one

Company technical equipment – detail any technical equipment that you will be bringing with you

Scrapbook

This section gives you the opportunity to share reviews, videos, images, awards and press releases on your profile – keep coming back to it to add accolades!

Click +Add an Item

You will see this pop-up

Type – choose what type of information you are sharing – then complete the questions.

Click save.

You can choose whether or not to share the item to your event profile (if you untick this, festival/season managers and programmers will not be able to see the item)

Promote your event

Put your event directly in front of venue managers and promoters locally and around the world by advertising in Eventotron. You can also help boost your audience – did you know, for example, that nearly 30% of ticket buyers at the Edinburgh Fringe are also involved in an event?

Just upload your image (you can edit it to size using the pencil icon) and insert some short, attention-grabbing copy. Preview your ad and your profile and when you are sure you are happy with it, simply click: Submit for approval.

Messages & Invitations

Here you will see messages, invitations and offers from festivals, seasons and venues which this event is not yet part of. You can send responses from here too. Once this event joins a festival, season or venue, the conversation will move to the relevant festival or season tab.

Go Public

Once you are happy with the information you have provided and are ready to go public, just flip the Private button to Public and your event will be searchable by festivals, seasons, venues and promoters!

To apply to a festival / season

Click on the + ADD A FESTIVAL tab

Scroll through the list of festivals and seasons currently accepting applications and hit APPLY on the festival/season you wish to be part of. Complete the questions. Those in red are required and you will not be able to move onto the next section until you’ve completed them.

If you are having difficulties completing a festival / season application or registration then contact the festival / season directly or use the Eventotron help button

That’s it!

The post Create an Event and Build a Touring and Promotion Profile appeared first on Eventotron.

Put your event directly in front of the 50,000 festival, season and venue managers, promoters and artists that use Eventotron locally and around the world by advertising in Eventotron. You can also help boost your audience – did you know, for example, that nearly 30% of ticket buyers at the Edinburgh Fringe are also involved in an event?

For a limited time, event ads in Eventotron are completely free of charge.

It’s simple to set up, here’s how:

Log into Eventotron and click EVENTS in the top menu

Click on the event you want to promote

You will be in the Touring & Promotion tab

Click on Promote your event

Upload your advert image. We recommend you choose an eye-catching visual with no small text

Insert your advert text, you will see it appear in the preview box below so make sure it fits

Preview your ad and profile – your ad links to your profile which you create by completing the other sections under Touring & Promotion.

Make sure your event is set to Public

Then submit your ad for approval.

Once approved, your ad will appear in the advertising sidebar on Eventotron. When a user clicks on it, if you have completed your Touring & Promotion profile, they will see something like this:

Eventotron ads can achieve upwards of 15,000 views – appearing regularly for all logged in users.

The post Promote your Event in Eventotron appeared first on Eventotron.

Under My Events you will see all your events in Eventotron. Under each event there are icons to show which festival / season you are applying or have applied to.

Click on the event you are in the process of applying to a festival / season with.

You will see the festival / season as a tab, click on the tab and continue the application / registration process.

If you have questions about the application / registration for a specific festival or season, it’s best to contact them directly – however, we will always try to help if we can so click on the Help button if you get stuck.

The post How to Find Your Event in Eventotron appeared first on Eventotron.

There are a few reasons why you may not be able to edit some sections or any of your forms:

Your event is being held in the application phase awaiting approval from the festival/season.

You have exceeded the word or character count the festival/season has set for that question. You can see the counter at the bottom of the help text area.

The festival/season/venue has locked that particular section (this will be indicated by a padlock icon) – this could be because they don’t want any further updates to be made, again, this may be because the content is already live on a website or in print.

Your venue has taken over control of your event registration and therefore locked it.

You have yet to secure a venue and therefore are unable to proceed to further sections.

Your event is FINALISED and the festival/season/venue has therefore locked it so you can no longer make edits to information which may already be in print or live on a website.

If you think you should be able to edit something but can’t – message us through the help button or email the festival/season you are applying to directly.

The post Trouble Editing your Forms? appeared first on Eventotron.

You have come to the Venue finder section of your form. You are presented with a list of potential venues which you can filter by clicking Choose Facilities depending on what kind of space you are looking for:

Once you have identified the venue you want to approach to perform with, click on the venue and click the Interact tab:

Here you can send the venue a message to start a dialogue. Once you are sure that this is the venue for you –  hit the Confirm Event Interest button. Once the venue has also confirmed – your event will be joined to that venue and you will be able to see the venue with Dates, Times & Prices section in your application / registration forms.

If you start a conversation with a venue but nothing is confirmed, to return to that dialogue go to the Venue finder and you will see the venue you’ve approached (or they’ve approached you) at the top with an In conversation icon – click on the venue and then the Interact tab to see the messages.

If a venue messages you – you will receive an email notification prompting you to go into Eventotron and respond.

How to withdraw your interest

If you approached a few venues to perform at and you have now decided on one, or you have reached your venue limit (set by the festival / season manager) to withdraw your interest from the others – return to the venue interact tab and click on the green Event Interest Confirmed button.

You will see a red Cancel Interest button pop-up, hit that and the venue will be alerted that you are no longer interested in performing with them. You can follow up with a message if you wish.

That’s it!

The post Interacting with Venues appeared first on Eventotron.

Go to your event in Eventotron (log in, click on EVENTS in the top menu and you’ll find your event under My Events)

Click on the person icon

Here you will see two sections – Your Team and Companies

To add a person – click +add a person and complete the form. You can choose whether the person has full editor privileges or can just see your event as a viewer. You can also assign them a role under contact type.

Once added that person will receive an email notifying them and providing them with log in details if they do not already have an Eventotron account. Their profile icon will appear in red until their full contact details have been entered (you or they can do this – just click on the red profile icon and fill in the form). It’s important to complete the contact information as this can prohibit you from finalising your event.

Adding a company to your event

If you have a company then you can add it here – click +add a company and choose your company from the dropdown. Only companies associated with your account will appear in this dropdown list.

All the people associated with your company in Eventotron will now have access to the event. Please see this guide on how to add people to your company.

The post How to Add People to Your Event appeared first on Eventotron.

You will see the dimensions the festival/season requires in the help text beneath the image uploader. Click on the grey box to upload your image – as long as it is the same size as requested or larger it will be accepted and you can then edit it within Eventotron:

You can delete your image and start again using the trashcan icon. You can also download your image using the down arrow icon if you want to save it outside of Eventotron.

That’s it!

The post Uploading and editing images appeared first on Eventotron.

If your question is specific to the festival or season you are applying to or registering with then please contact the festival/season directly. You can usually find contact details at the bottom of the form sections on the left side.

The festival/season you are applying to will be able to assist you with:

• How to complete their application forms and registration forms
• When your event will go on sale
• Ticket sales updates
• Changes to website / brochure copy, images and video links
• Registration fees payments
• Payouts and settlements

If you can’t find the contact info or you are still not sure where best to direct your question then do message us and we’ll point you in the right direction.

The post Is Your Question For Us? appeared first on Eventotron.

Log into Eventotron

Click on the profile icon at the top right

Click Edit My Profile

Go to My Companies in the left column

Click on your company and then click on People

Here you can add a person which will give them access to any festivals / seasons, venues or events connected to your company.

Once you have added a new person they will receive an automated email stating they have been joined to the company and with log in details if they don’t already have an Eventotron account.

The post Add People to Your Company appeared first on Eventotron.