Arts Council of Wales | Arts Directory User Guidelines

Arts Directory User Guidelines

Jump to:

Introduction
I want to Register or Sign in
I want to add a public profile as an artist or organisation
I want to add an event
I want to to add a job or opportunity
Do I need to add information bilingually?


Introduction

Arts Council of Wales’s aim is that the Arts Directory becomes a valuable resource promoting high quality artists, arts organisations, venues, events and opportunities.

This can only be achieved with the assistance of the active arts sector in Wales, who will register and populate it. Therefore we have created these guidelines which will help you make the most of the Arts Directory and make sure it is maintained in a way which keeps it useful, valuable and informative.

The resource is open and free to use. The public are be able to search the directory without registering, but anyone wishing to submit details to the Directory will need to register and read these guidelines before doing so.

In brief, the guides for users, which will be explained further on this page, are as follows.

1. The Arts Directory will provide a platform on which high quality artists and arts organisations may maintain a profile and advertise events or jobs. Those that have been funded by us will be given high priority

2. The Arts Directory will provide a platform on which high quality arts events can be posted. Those events that have been funded by us will be given high priority

3. The Arts Directory will provide a platform to advertise all kinds of opportunities and jobs in the arts sector

4. By using our Arts Directory, we expect all submission to be in accordance with our Welsh Language Scheme.

All submissions for artist/organisation profiles, events, jobs or opportunities to the Arts Directory are therefore subject to Arts Council of Wales’s approval.

Arts Council of Wales reserve the right not to publish any submissions which do not adhere to these user guidelines, and to do so without further explanation to the user.

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Register / Sign in

www.artscouncilofwales.org/sign-in

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How to Register
How to Sign in
Tips

Register

If you wish to add to the Arts Directory you must register to do so.

You are required to supply the following information when registering:

  • First name
  • Surname
  • Post code
  • Email address
  • Password

You should remember your email address and password; you will need it again to sign in.

In accordance with our Privacy Policy, this information is only used for the purposes of the Arts Directory. We will not release this information to any third parties.

If you wish to create a public profile as an artist or an organisation your post code will be used to help people to find you. You can also change this later if needed.

Sign in

Using the email and password with which you registered, you can sign in at any time to update your profile as an artist or organisation, add events or add jobs and opportunities.

If you want the website to remember your email address for the next time you visit, tick Remember me.

Should you forget your password, click I’ve forgotten my password. On the following screen, enter the email address with which you registered and we’ll send you a reminder of your password.

Tips

If you wish to create and maintain a profile as an artist or organisation we highly recommend that you use only one email address to do so. Only one email address can be linked to the public profile you create.

If more than one person at your organisation will be editing your profile information, try and use a common email address accessible to more than one member of staff e.g. marketing@yourorganisation.com.

If a second email address from your organisation is registered and starts a new profile, this account will be ignored, unless you tell us otherwise.

If events or opportunities are added with an email address from your organisation, which is not the email address which administers the public profile, a website administrator will link that event or opportunity to the correct email account. In that instance the person who submitted the event or job may not be able to return and edit or update the information they submitted.

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Your public profile - Artists and organisations

http://www.artscouncilofwales.org/sign-in/manage-details

Jump to:

Can I have a public profile on the Arts Directory?
How to add my location
How to add my contact details
Adding Categories / Artforms
Arts Council of Wales Assistance
Adding information about
How to add images
Selecting a funding scheme(s) which I have received
Save my details
Log out

To fill your public profile, select the tab named Your public profile.

It is not strictly necessary to fill in the information on this page if you only wish to add events or opportunities without having a public profile.

However, if you do this, your events and opportunities may be less visible to users of the Arts Directory. You will also lose the ability to assign your own location automatically to events and opportunities.


Who can have a public profile on the Arts Directory?

Full Artist/Organisation Profile

Limited Artist/Organisation Profile

Profile not likely to be published by Arts Council of Wales

Submitted by

Revenue Funded Organisations.

Organisations or individuals funded by Arts Council of Wales in the past.

Non-funded individual artists.

Project Funded Organisations.

Galleries and Venues in Wales not currently funded directly by Arts Council of Wales.

Non-funded organisation.

Project Funded Individuals.

Other arts bodies from Wales.

Non-arts based individuals and organisations.

Welsh Government Sponsored Bodies.

Welsh Local Authorities.


Your location

Please provide an address for your profile.

An administrator will add your organisation name once the profile information is approved and published on the website. If you are an artist or organisation and include your organisation name in the first address line, an administrator may replace this to stop it appearing twice on your profile page.

Your contact details

Please add as much contact information as possible here. The name and email address fields are mandatory.

Please note: this information does not have to be the same as your sign in details. It should be your point of contact to the public, for example info@myorganisation.com.

This information will be visible on your public profile.

Categories / Artforms

You can select as many or as few artforms that apply to your practice as an artist or organisation. These help people to search the directory for artists or organisations by category or artform.

Arts Council of Wales Assistance

If you are, or have been, funded by Arts Council of Wales, tick the check-box to signify this.

This provides you with options to add more information to your profile.

About you

Recommended: Provide a short description of your, or your organisation's, practice in the text field.

Optional: if you or your organisation is invovled in delivering international projects, please give a description of these here.

Add image

You can add 2 images which will appear on your public profile page.

You can upload the image from your computer by selecting Browse. You may also add a title to the image. This is good practice and may help people to find your public profile with search engines.

Please ensure that these images are no larger than 300 pixels wide or 300 pixels high.

If you want to delete an image you have uploaded, simply select Delete image underneath the thumbnail that appears on the page.

It is recommended that you save your details to ensure the images are uploaded correctly.

Please tick a funding scheme(s) which you have received

Select as many, or as few checkboxes, that apply to you or your organisation.

The selections you make will be visible on your public profile.

Save details

Ensure you have saved your details.

After saving your details, an administrator will review the submission and publish the profile to the website if the required information is complete and the user has complied with our Terms and Conditions and our Welsh Language Scheme.

Log out

If you wish to log out at any time, you can do so in by clicking on log out on the black-box menu on the top right hand side of the page.

Be sure to save your details before logging out, or any unsaved changes will be lost.

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Add an event

To begin adding an event, navigate to the "Events" tab on the Manage details page and click on "Add an event".

http://www.artscouncilofwales.org/sign-in/manage-details/edit-event

Jump to:

Can I add events to the Arts Directory?
Giving my event a name
Assigning a type to my event
Selecting categories / artforms
I want to add contact details
Understanding event occurrence(s)
I want to add dates
I want to add times
Adding a location
Noting if I'm funded by Arts Council of Wales
Adding a description
Adding images
Delete event
Cancel
Save and exit
Submitting my event
Reviewing my events


Who can add events to the Arts Directory?

Arts event likely to be approved by Arts Council of Wales

Arts event not likely to be published by Arts Council of Wales

Submitted by

Revenue Funded Organisations.

Non-funded individual artists.

Lottery Funded Arts Organisations.

Non-funded organisation.

Lottery Funded Arts Individuals.

Galleries and Venues in Wales not currently funded directly by Arts Council of Wales.

Welsh Government Sponsored Bodies.

Other arts bodies from Wales.

Welsh Local Authorities.

Non-arts based individuals and organisations.

Organisations or individuals funded by Arts Council of Wales in the past.


Name

Add a name for your event. Keep it as short as possible – you can provide a description later.

Type

You may choose one type for your event from the drop-down menu.

When switching to add information in another language, the type chosen will be remembered automatically.

Categories / Artforms

You can select as many or as few artforms that apply to this event. These help people to search the Directory for events by category or artform.

When switching to add information in another language, the selected artforms or categories will be remembered automatically.

Contact details

Please provide as much information as possible. A contact name is mandatory.

You should provide at least an email or phone address for more information about the event or the box office details.

When switching to add information in another language, the contact details will be remembered automatically.

Event occurrence(s)

Here you are presented with 4 radio button options:

  • once – choose this if you have a one-off event.
  • regularly at same location – this is for events that repeat at regular intervals e.g. same time and place every week.
  • different times at same location – for events that happen at irregular intervals at the same location.
  • different times at different locations – mainly for touring productions which happen at different locations at irregular intervals.

If you choose once, you will need to add one set of dates, times and addresses to the event.

If you choose regularly at same location, you can add one location, start and end times, and select how regularly the event repeats.

Below the date and time fields you will be able to choose regularity from the drop down menu – daily, weekly, monthly or annually.

If you choose different times at same location you will be able to click 'Add an event occurrence'. This will allow you to add extra dates and times for your event but only require you to add the address once.

If you choose different times at different locations you will be able to click 'Add an event occurrence'. This will allow you to add extra dates and times for your event as well as add a different event addresses for each occurrence.

If you wish to delete an event occurrence, you may do so by checking the 'Remove this event occurrence' tick-box beneath the occurrences you don’t want and click on 'Remove the selected occurrence dates'.

Please note: Once you submit your event, you will not be able to delete or edit event occurrences.

Add a date

You must add a start date and end date for your event. You may do this using the pop-up calendar provided or type the address using the DD/MM/YY format.

Add a time

We suggest supplying start and end times to your event using the 24 hour format, hh:mm.

When switching to add information in another language, the times and dates supplied will be automatically remembered.

Add a location

If you have a public profile on the Arts Directory and have supplied an address there, you may select "use our address" if the event happens at your venue or location. This will automatically use the address already provided by you.

If the event happens at a location that is different to your, or your organisation’s address, select "use another address" and add as much information as possible.

A post code is required to show the event on the search results map.

When switching to add information in another language, the county and post code provided will be remembered automatically.

Is this event, or its organiser, funded by Arts Council of Wales?

If you answer yes to this question by checking the tick box, you will be presented with extra options:

Add description

Add a summary or description of the event.

Add image

Add an image to your event. This will appear on the event page with the description.

You can upload the image from your computer by selecting Browse. You may also add a title to the image. This is good practice and may help people to find your public profile with search engines.

Please ensure that these images are no larger than 300 pixels wide or 300 pixels high.

If you want to delete an image you have uploaded, simply select Delete image underneath the thumbnail that appears on the page.

Delete

To delete the event, including all changes you may have earlier saved, select this button.

Warning: this cannot be undone.

Cancel

To cancel the changes you have made during this visit, select Cancel. You will not lose any changes you have previously saved.

Save and exit

To save the changes you have made during this visit without submitting the event for approval, choose Save and exit. You will be able to return, edit and submit this event at a later date.

Submit

Once you are happy with all the information you have provided, select Submit to send the event for approval by an Arts Council of Wales administrator.

The Administrator will review your submission and publish it to the website if the required information is complete and you have complied with our Terms and Conditions and our Welsh Language Scheme.

Once the event has been approved and published in the website you will receive an automated confirmation email to inform you of this.

Reviewing your events

Please note: If events are added with an email address from your organisation, which is not the email address which administers your public profile, an administrator will link that event to the correct email account.

In that instance the person who submitted the event may not be able to return and edit or update the information they submitted.

On the events tab of the Manage details page you can browse a list of events added by you or your organisation.

By using the drop-down menu, you can view:

  • all events
  • draft
  • pending
  • approved.

Clicking on the name of an event in the list will allow you to edit the details of that event. See add an event.

To delete an event, click on the cross on the right hand side of the list. You will not be able to undo this action.

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Add a job or opportunity

To begin adding a job or opportunity, navigate to the Jobs & Opportunities tab on the Manage details page and click on Add job/opportunity.

http://www.artscouncilofwales.org/sign-in/manage-details/edit-job

Jump to:

Can I add jobs and opportunities to the Arts Directory?
Adding a title
Selecting categories / artforms
Assigning a type to a job or opportunity
I want to add a description
I want to dates
I want to add a location
Adding my contact details
Cancel
Save
Save and exit
Submitting my job/opportunity
Reviewing my jobs and opportunities


Who can add jobs and opportunities to the Arts Directory?

Arts job or opportunity likely to be approved by Arts Council of Wales

Arts job/opportunity not likely to be published by Arts Council of Wales

Submitted by

Revenue Funded Organisations.

Non-arts based individuals and organisations.

Lottery Funded Arts Organisations.

Lottery Funded Individuals.

Welsh Local Authorities.

Welsh Government Sponsored Bodies.

Organisations or individuals funded by Arts Council of Wales in the past.

Galleries and Venues in Wales not currently funded directly by Arts Council of Wales.

Other arts bodies from Wales.


Title

Add the title of the job or opportunity. Keep it as short as possible – you can provide a description later.

Categories / Artforms

You can select as many or as few artforms that apply to this job or opportunity. These help people to search the Directory for events by category or artform.

When switching to add information in another language, the selected artforms or categories will be remembered automatically.

Type

You may choose one type for your opportunity from the radio buttons supplied.

When switching to add information in another language, the type chosen will be remembered automatically.

Add a description

Add a summary or description of the job or opportunity.

Add dates

Please select a date when the job or opportunity is open for applications. If in the future, this will be the date when it will appear on the website (at 00:00 hours on that date)

Select a closing date. At 23:59 on that date, the job or opportunity will be removed automatically from the website.

You may add these dates using the pop-up calendar provided or type the address using the DD/MM/YY format.

Add location

If you have a public profile on the Arts Directory and have supplied an address there, you may select Use current address if the job or opportunity is placed at your venue or location. This will automatically use the address already provided by you.

If the job or opportunity located elsewhere, at a location that is different to your, or your organisation’s address, select Enter new address and add as much information as possible.

A post code is required to show the job or opportunity on the search results map.

When switching to add information in another language, the county and post code provided will be remembered automatically.

Contact details

Please provide as much information as possible. Contact name and email address are mandatory fields.

You should provide at least an email or phone address for users to make enquiries.

When switching to add information in another language, the contact details provided will be remembered automatically.

Cancel

To cancel the changes you have made during this visit, select Cancel. You will not lose any changes you have previously saved.

Save

Click Save if you wish to stay on this page but save the information you have already provided.

Save and exit

To save the changes you have made during this visit without submitting the job or opportunity for approval, choose Save and exit. You will be able to return, edit and submit this event at a later date.

Submit

Once you are happy with all the information you have provided, select Submit to send the job or opportunity for approval by an Arts Council of Wales administrator.

The Administrator will review your submission and publish it to the website if the required information is complete and you have complied with our Terms and Conditions and our Welsh Language Scheme.

Once the job or opportunity has been approved and published in the website you will receive an automated confirmation email to inform you of this.

Reviewing your jobs or opportunities

Please note: If jobs or opportunities are added with an email address from your organisation, which is not the email address which administers your public profile, an administrator will link that job or opportunity to the correct email account.

In that instance the person who submitted the event or job may not be able to return and edit or update the information they submitted.

On the Jobs & Opportunities tab of the Manage details page you can browse a list of jobs or opportunities added by you or your organisation.

By using the drop-down menu, you can view:

  • all jobs/opportunities
  • draft
  • pending
  • approved.

Clicking on the name of the job or opportunity in the list will allow you to edit the details of that job/opportunity. See Add a job or opportunity.

To delete a job or opportunity, click on the cross nest to a job/opportunity on the right hand side of the list. You will not be able to undo this action.

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Submitting bilingual information

Our website, according to our Welsh Language Policy, aspires at all times to be fully bilingual.

We expect the same to be true of the Arts Directory and it is expected therefore that Arts Directory contains bilingual content.

This is especially true if a submission includes a description of the artist, organisation, event or opportunity. The new Arts Directory was designed to simplify this task.

By using the special language toggle (which appears at the top right of each submission form of the Arts Directory) users can provide information in both languages.

Language screen

After toggling, many fields will automatically be populated with the information provided already.

Changing this language toggle will not change the language of the site; instructions and headings will still be in the language of your choice. All you will need is the bilingual information to copy into the remaining empty fields.

Translating your information

We automate a lot of the translation for you, including dates, times and artforms/categories.

If you will be providing a description for your public profile, event, or job/opportunity - a description is needed in both languages, even if it is only a summary.

We do not accept machine translations e.g. Google translate.

A good place to start with finding a translator is on the Association of Welsh Translators and Interpreters website.

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