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HOW WHAT’S On works

Version 4 Revision Septaember 2013


I started producing a What’s On leaflet when I was elected Chairman of the Ruislip/Northwood Arts Council. The idea was to help publicise the events of the members of that Council. That was 20 years ago and it has been issued three or four times a year ever since.

When the R/N Arts Council ceased, and the services it provided were taken over by the Hillingdon Arts Association, the What’s On leaflets were also taken over to cover all the member art societies, and was paid for by the HAA. From a few printed on my home printer, there are now thousands printed every three months.

HOW IT WORKS.

A list of all events notified is kept on a database which is on the Web Site’s Server which is not available to the public. This database forms the basis for publicity, which is done in two ways.

Entry of your event on both the above is FREE OF CHARGE TO MEMBERS. There is a small charge for each entry for non-members of £5 per entry.  (The cost of membership is £10 per annum if using Emails).

How to get your event listed.

** You can use the form on the www.whatson.hillingdonarts.org.uk section of the web site. Or go to hillingdonarts.org.uk and on the home page select ‘Whats On’ This is the easiest way. There are drop down lists to choose from to save a lot of typing.

Sending details to me takes more time for you and for me. The form also reminds you to give details like times or prices which you may forget.

 Check one of the leaflets to see how each item set out. Because of the lack of space only 5 or 6 lines per event can be used. Keep details short to fit on one line only.  You can enter as much extra information as you like in the green box, and this will be shown on the web site listings where there is plenty of space.

What Events can be listed.    An Arts “Event” could be a stage presentation, exhibition, demonstration, concert, etc., which is open to the general public, and which takes place in the General area of the borough of Hillingdon. Places just outside the borough boundary are also included.

What Events cannot be listed.   It does NOT include general meetings, AGMs, rehearsals, fêtes (unless there is a substantial art element), etc. Or an event that takes place well outside the borough. Such events can, however, be the subject of a block advert, (See below).  Classes for art or dance, drama, etc. are catered for in a special section on the leaflet. (Ask for detials).

Other events not included are any event to which entry is restricted either to members only, or on condition of race, colour, religion, politics, or in any other way.

Apart from keeping the public informed of your event, these listings serve as a clearing house for societies when planning a new event or production. (There is now a special section of this website called Page27 which is designed specifically for this purpose). They also enable societies to check to see whether their event is listed, and that it is listed correctly. The listings keep themselves up to date. Any member of a society who is not an Authorised User, and any member of the public can also enter details of an event, but it will have to be checked by the Editor first, before it is listed.

Registering as an Authorised User for your society.     This gives you several privileges. Entering your details of your next event puts it up directly onto the lists - no waiting. You can also change or delete your entry.

You will be sent by Email a “USER NAME” which is specific to your society.  Then go to the “What’s On” page (see ** above), and select “Activate User Privileges”. Then select your society from the Drop Down list, enter your Username and a password of your choice.  Click on “Continue”. That’s all there is to it.  You will not need to do this again as you will be recognised each time you visit the site.

Only one set of usernames and passwords are allowed for each society, but more than one person can use them.  You can pass these on to your successor if you wish.

Authorised User Privileges now include the ability to check & amend details we hold about your society, and keep it up to date.  Also view the details of the Officers of your society, and change / delete / add new to them. You can also add or delete those officers and members who wish to receive notices of meetings, and minutes, etc. by Email.

The Printed Leaflets. These are distributed to all 18 Libraries in the borough, the three Theatres, the Adult education centres and so on. If you can distribute copies to your members, please contact me to arrange delivery or collection of the leaflets. I can also send you the leaflet in PDF format for you to view or print.

It is published four times a year. Entries must be received by the deadline shown below.

Entries for the Web Site can be made at any time, including well into future years.

Advertisements. There is some space available for advertising your event,and this can also be for an event that does not qualify for a free entry in the listings.

You can send any type of file, either Doc, Docx, PDF, JPEG, PING, etc. or just the details and I will set them out for you. If you send a copy of a flier then be aware that the reduction in size may make parts of it unreadable, depending on format. Contact us for further details.

Prices as follows:  (All prices for 3 MONTHS i.e. one issue)




WHAT’S ON