User Guide

Important note before starting!

In order to have the site and your information secure the system has a feature that will automatically log you out after 2 hours. To ensure your hard work is not lost please remember to “Save” your information at intervals during your data input sessions.  

We urge you to double check any URLs you have entered by using the “preview” button provided beside the field.

1. Setting up your member account

1. Fill in your name and contact information – this information is only for administration purposes and will not be shared with other members.
2. Scroll down to “Organizations”.  Check the “Available Organizations” list to see if your organization is already listed in the database. (This may have been added by the MAXguide Administrator).
3. If your organization is listed, tick the box beside the name and click “Add” button. The organization name will now appear on the ”My Organization” side.
4. If you organization is not listed, click the “Add New” button.  You are now on the “NEW ORGANIZATION” form. Enter your organization information into all of the required fields. Please note that you will also need to upload your organization logo. When you are finished click the “Next” button.
5. You are now on your “preview page”.  Check your image, text and links. If you need to make any corrections click the “Back” button.
6. If your information is correction click the “Finish” button. Your record will be saved and moved into your “Assigned Organizations” list.
7. To add a Venue please check the” Available Venues” list to see if your venue is already listed in the database. (This may have been added by the MAXguide Administrator).
8. If your venue is listed, tick the box beside the name and click the “Add” button. The venue name will now appear on the the ”My Venues” side.
9. If you venue is not listed, click the “Add New” button.  You are now on the “NEW VENUE” form. Enter your venue information into all the required fields. Please note that you will also need to upload your venue image. When you are finished click the “Next” button.
10. You are now on your “preview page”.  Check your image, text and links. If you need to make any corrections click the “Back” button.
11. If your information is correct click the “Finish” button. Your record will be saved and moved into your “Assigned Venues” list.
12. Note – if your organization uses different venues please select all the venues in the “Available Venues” list and add them to your record. If you are adding new venues add them all to your “My Venues” list
13. Note – if your organization uses multiple venues for a single event, such as a festival, you can create one venue record.  Simply click “Add New” button and tick the “Is Multiple Venues” box at the top of the form. In the “Venue Name” field enter your festival or showcase name rather than a specific venue. In the” Description” field provide information that will let audiences know how to find the specific venues information – i.e. direct them to your website.
14. We recommend you scroll down and enter a link to your website and any social media information your organization may use.
15. Now click the “Submit” button. Your membership will be sent to the MAXguide Administrator for review. You will receive a confirmation within 2 business days via email.

2. Enter an event

1. Enter the name of the event.
2. Status box will say “active” before and during your event. Once your event is completed it will automatically become “inactive” – this means it will not appear on the website, but will remain in your membership file.  We ask you do not delete it as you can modify this record for another run or next season. In addition Metro Vancouver will use this information for reporting.
3. Using the drop down menu select your venue.
4. Using the drop down menu select the presenting organization(s). Please choose one even if you only have one.
5. Choose one or more categories that best describes your event.
6. Select if you have multiple days - yes or no.
   1. Not a multiple event – enter date and start time (end time is optional)
      Click the “create event schedule” button
   2. If you have multiple days select the days of the week that are applicable.
   3. Select the start and end dates
   4. There are three options for entering  the time of your event
      1. Enter the start and end time
      2. Enter just the start time
      3. Elect not to enter the start time
   5. If you enter multiple start times we encourage you to enter each start time – i.e. matinees.
7. Click create events schedule after each alternate start time has been entered.
8. In the ticketing information sections please tick the appropriate boxes for event. If your event is ticketed a drop down box will appear for you to enter more detailed information.
9. Please enter the phone number and URL for purchasing tickets.
10. Enter the full link to the page on your website that contains specific event information.
11. In the event email field enter either a specific event contact or the organization’s public contact.
12. If your event has received media coverage or reviews insert the name of the media outlet and a link to the story.
13. If your guest artist has their own website please provide the link.
14. Upload an event image. Please note your image must be in jpg or png file format, no larger than 150 kb and with a 4:3 aspect ratio or it may appear stretched. Please let us know if you are having difficulty doing this. If your event does not have an image please upload your logo or contact us for a generic placeholder image.
15. If you have a video for your event please include the link. If you do not have a video that promotes the specific event you may want to use one from a previous season or previous performances or exhibition by the artist.
16. Please tick the appropriate boxes for age, language and accessibility. In age recommendation please select the box that is best suited to your event. Err on the side of caution.  For example if your event is geared towards families check the family box. If you event is geared towards adults, but the content is also appropriate for minors – check  all ages.
17. Please include a short synopsis of relevance to your event. Include any key words or names that can be picked up in an advanced search.
18. Please include the URL to your social media links. If you have a blog it can be included in the URL space.
19. Click “Save & Preview” to view your event as it would look on the website. It gives you the option to go back and “edit” to make changes. If there are no changes click “back to event management”. Click “Save & Exit” to save your event and return to the Events Management listing page. Please note once you have saved it will automatically publish.

** Use the “Copy Event” feature to save yourself from having to re-enter the same information into a new record. You can copy your event record in the Event Management Page by checking the box beside the record you wish to copy and clicking the “copy event” button. All the data from the selected record will appear in a new record except for the event title and image. Update or change the appropriate fields and publish the new event.