First you will need to claim your page following the steps explained here. Once your claim is approved, you will have full editorial access to your festival profile page through our Organizer PRO dashboard. This guide will walk you through each part of the profile editing tool to help you set up your festival’s page for maximum impact with Everfest revelers, but if you have any questions along the way or would like one-on-one help making your page the best it can be, please contact our festival data team at [email protected].
On your dashboard, the My Festivals tab will list any festivals you have claimed. Your festival page content consists of two parts: 1) the Festival Series, with basic information about your festival that rarely or never changes, and 2) Festival Instances that represent the actual dates of your festival with location and other information that may change each time your festival happens.
Editing Festival Series Information
A Festival Series will appear in bold with a General Info link, a View link, and the claim status. The View link will take you to your Everfest profile page so you can see what it looks like. Click the "General Info" link to access a page that allows you to edit the following info:
- Founding Year
- Simply type the year your festival was founded. This field accepts a four digit number.
- Average Attendance
- Let us know how many people usually attend your fest. This field accepts a number.
- Official Site
- Enter the full address for your festival's official website with proper URL formatting. The easiest way to do this is to visit your website and copy and paste the link from your web browser's address bar.
- Ticket URL
- You should only put a ticketing link here on the Festival Series if the link stays the same each and every time your festival happens. If your ticketing link changes, you should enter it on the Festival Instance editing screen (see directions below). You can have both types of links entered on your profile, but the Festival Instance level one will take priority if both are available. When our system auto-generates a date for next year's festival, it will wipe out the link on the Festival Instance, so a Festival Series fallback link can be helpful.
- Social Media Links
- Enter the full address for your festival's official social media channels with proper URL formatting. The easiest way to do this is to visit each website and copy and paste the link from your web browser's address bar.
- Everfest supports links to Facebook, Twitter, Instagram, Pinterest, and YouTube channels.
- The link in the social media section for YouTube is intended to list a YouTube Channel, not necessarily a specific video. If you would like to use a video for your festival page header instead of a photo, see the Header Video section below.
- If you use a reporting tool to analyze traffic to your social media pages, make sure to remove any unintended parameters added to the end of a social media link, e.g. "?ref=abc123", "?sk=abc123", "?from=abc123".
- Organizer Description
- Enter a description of your festival. The description should give Everfest revelers a general picture of what they can expect at your festival. It’s convenient if the text in your description is "evergreen," meaning that it will always be true, because that way you don’t have to change it every year. The date, location, and any other editable information will appear on your profile page, so there’s no need to repeat them in the description if you don’t want to.
- Header Background
- Upload a photo to use as the header image on your profile page and in search results. We recommend selecting a photo that is eye-catching and conveys what the festival is about. Since the name, location, date, and other info will appear over the top of the photo, we recommend that photos have no other text on them. We also recommend selecting a photo as close in size as possible to the size it appears on the Everfest festival page for maximum quality; photos will be adjusted to fit the space provided on the Everfest website, so small photos will be zoomed in and may become blurry, and very large photos may be slow to load. It is always a good idea to use the View link on the My Festivals page to see what your photo looks like each time you change it.
- Header Video
- We can currently only support YouTube videos. The video will replace the Header Background photo on your profile page. Note that Everfest search results will continue to use your Header Background photo, so we recommend including a photo even if you use a Header Video as well.
- Enter the full YouTube address of the video, e.g. https://www.youtube.com/watch?v=Vcgw0f5KCfY and NOT https://www.youtu.be/Vcgw0f5KCfY
- If there is intro text at the beginning or credits at the end of the video, we recommend that you cut those off; you can do so by adding “start” and “end” markers to the end of the video URL. To start 14 seconds into the video, you would add “&start=14” at the end of the URL; to start 1 minute and 12 seconds in, you would add “&start=72” (72 seconds is 1 minute and 12 seconds). To end at a certain point, you would do the same thing with the word “end”; to end at 5 minutes in, you would add “&end=300” (300 seconds is 5 minutes) at the end of the URL. The URL should look like one of these when you’re done:
- http://www.youtube.com/watch?v=Vcgw0f5KCfY &start=72
- http://www.youtube.com/watch?v=Vcgw0f5KCfY &end=600
- http://www.youtube.com/watch?v=Vcgw0f5KCfY &start=72&end=600
- Festival Status ("This festival is happening")
- This toggle will indicate if your festival is live or has been permanently cancelled. If your festival is cancelled for this year or permanently, please use this Festival Cancellation Form to let us know, so we can update your page appropriately.
Editing Festival Instance Information
A Festival Instance will be listed below the Festival Series it belongs to with links to edit date and location information, edit festival contact and application information, and view your Everfest Organizer Directory listing (this is not the same as your Festival Profile page that is visible to the general public).
The following fields are available on the Dates & Location edit screen:
- Venue Name
- If your festival is held at a single brick-and-mortar venue, park, or other location that has its own address, simply enter the name.
- If your festival happens in a place without a specific address like block parties or parades, or at multiple venues like many film and art festivals, here are some examples of venue names that follow the guidelines that the Everfest data team uses when adding festivals to our festival universe.
- Festivals that take place along a street or around a central intersection:
- Main Street between 1st Street and Jefferson Avenue
- West Girard Avenue between 26th and 28th Streets
- Grant Avenue between Clay and Sacramento Streets in Chinatown
- Downtown Philadelphia around Locust and Camac Streets
- Around 3rd Street and Maple Avenue in the Bluebell Art District
- Festivals that take place at multiple locations:
- Multiple Locations in Downtown Cincinnati
- Multiple Locations in the Westwood Neighborhood
- Multiple Locations in the Historic Art District
- Festivals that are celebrated truly throughout an entire area, like Mardi Gras in New Orleans or other cultural events that take place throughout an entire district or city:
- Throughout the French Quarter
- Throughout the Downtown Harrisburg Arts District
- Throughout Georgetown
- Start Date & End Date
- Use the calendar selecter to choose the start and end dates of your festival. If it’s a one day festival, put the same date for both start and end. If your festival happens on multiple weekends or other non-sequential dates, there are two options available for entering your information, and you can contact the festival data team at [email protected] to discuss which will work best.
- Dates Confirmed
- Switch this toggle on or off to indicate whether the dates listed are confirmed dates. Unconfirmed dates will be shown as only a month and year (with no day) on your festival profile page so you can provide approximate information without any revelers being confused about whether the dates are definite. When our system autogenerates a new Festival Instance for next year after the end date this year, the dates for next year will be listed as unconfirmed until they are updated.
- Ticket URL
- You should only put a ticketing link here on the Festival Instance if the link changes each time your festival happens. If your ticketing link doesn't change, you should enter it on the Festival Series editing screen (see directions above). You can have both types of links entered on your profile, but the Festival Instance level one will take priority if both are available. When our system auto-generates a date for next year's festival, it will wipe out this link, so a Festival Series fallback link can be helpful.
- Venue Address Information (Country, State, City, Postal Code, & Street Address)
- Our system assembles the information provided here to produce an address and put a pin on the map where your festival takes place. Please enter as much information as possible. If your address doesn't display correctly on the map please contact [email protected], so we can adjust data in our database for you as necessary.
- Everfest uses Google Maps to power the map preview, so the assembled address can be used to pin the map. If the festival takes place at a park or location that has a special marker on Google Maps, you can use the place name instead of a regular street address if necessary; a good example is entering "French Quarter" as your street address, which Google Maps will interpret as, "French Quarter, New Orleans, LA, USA" for a festival like Mardi Gras, or entering "Doctors Park" is no regular address for the park. We do recommend that you use a street address whenever possible, as that allows revelers to put it in their personal GPS device when coming to your festival, which may not have access to Google Maps’ list of places.
- Festival Features
- Select the values that apply to your festival
The following fields are available on the Contact & Application edit screen and may be entered for vendor, artist, sponsor, and general contact purposes:
- Contact First Name
- Contact Last Name
- Contact Email
- Application Due Date
- Application Fee
- Application Link
- Application Instructions.
Festival Name and Category
Because our search functionality relies on a careful setup of naming and categorization data to optimize results for Everfest revelers, you will need to contact us at [email protected] in order to change that information. This ensures that revelers can find exactly the fests they’re looking for and to encourage them to keep coming back to look for more festivals they’d like to attend.