Help For Event Organisers
The Big Draw database - how it works
The Big Draw database holds records of organisations arranging "Big Draw"
events in October. The organisation details are held for administrative
purposes only; it is the event details that are displayed on the website via
the search facilities of the database. If your event is not in October, you may
use the Big Draw logo and other publicity material, available for download from
this website, but please do not register here.
In order to add an event to the database, organisers must first register their
contact details. Only after these have been submitted will there be an
opportunity to submit event details. Once an organisation is registered,
additional events can be added or existing event details updated via this website.
There is no facility to view or update organisation details online (for data
protection reasons) so any changes should be submitted by email to the Campaign
for Drawing (firstname.lastname@example.org).
Please note: All submissions to the database - organisation or event
details - will be subject to verification by the Campaign for Drawing, and
event details will not be viewable (or editable) on the website until this is
done. This may take up to 24 hours. Please avoid using the 'Back' button after
submitting your organisation or event details as it could cause your entry to
fail or be duplicated.
Note that by "organisation" we mean the name of the organisation arranging an
event, which may or may not be the name of the venue where an event is to take
place. If you are unsure if you are already registered or the exact
registration name used, please check the list of names
of registered organisations.
You are required to give:
Region - this is a break-down of the UK into 12 geographical regions plus
offshore/overseas. These regions reflect those used by Arts Council England and
bodies such as the National Trust.
Organisation name - please avoid using "The" at the beginning. We appreciate
that in some cases it is necessary, but only in special cases such as 'The
Queen's Gallery' or in single word organisations (eg The Lowry). It can be
included in the venue name when registering event details, though this is
inadvisable as it will be listed under T. Organisation names starting with
numbers are acceptable.
Contact name and full address of the organisation, including telephone number.
These details are confidential and not available to the public.
A school is any educational institution for pupils up to age 18. This field
allows us to quickly identify for funders the number of schools taking part.
It is important for us to identify the most effective form of dissemination of
information about the Campaign, so please let us know how you heard about the
You are also asked for, but are not obliged to give, a fax number and email
address. These details are for admin purposes only and will not be displayed on
the website. Email addresses are an important means of communication with the
Campaign for Drawing, so please supply this if at all possible. Please note: if
you do not give a valid email address we will be unable to update you on Big
Draw developments. We encourage registration of organisation details with email
addresses as soon as possible (event details can be entered later).
You will be required to read and agree to the terms
After submitting your organisations' details, you will have the opportunity to
add event details, for one or more events. You may choose to do this later, by
using the left-hand column link 'Register an Event', and selecting your
organisation by choosing apropriately from the drop-down lists. As mentioned
above, these are subject to verification by the Campaign for Drawing before you
or the public will see them. You are asked to give the following details. In
order to save time, event details will be auto-filled with your organisations'
details as default. You must change these for events that are not held
at your organisation address. Event details are also given defaults which, once
again, you should change as needed. Many of these are simply filled with 'tbc'
(to be confirmed) which you may change now or later, but please don't forget to
change these as you finalise plans for the event.
Region - this is simply a break-down of the UK into 12 geographical regions
plus offshore/overseas. These regions reflect those used by Arts Council
England and bodies such as the National Trust. This enables members of the
public to search for events in their region.
Event venue name - this may, or may not, be the same as the organisation
arranging the event. Venue names starting with numbers are acceptable.
The full address of the event venue, not of the organisation - unless these are
the same. This can always be changed if you are initially unsure of the venue.
Contact telephone number for the public. If the event is open to the public,
then a venue tel no must be supplied to allow the public or journalists to ring
for more information. Closed events may leave the tel no blank, but please be
aware that closed events may not be included in some Big Draw publicity
material, including the Big Draw Guide.
Your website address - this will be displayed as a link, if given. This will
allow the public to find a more detailed description.
Event title - it helps if you can give all your events distinct names, even if
they are only "The Big Draw 1", "The Big Draw 2", etc as this will help
identify events should you wish to edit them later. Try to choose a snappy
title rather than just 'The Big Draw'. As every event is a Big Draw, the title
on the database need not be the main one. Use it to give the public a quick
flavour of your event and to differentiate it from over all the others.
Event description - must be restricted to 60 words.
An indication of the intended audience.
Date(s) of the event - to keep entries as uniform as possible, please try to
use the following types of format: 'Sat 19 - Tues 22 Oct' or '17-19, 21-25 Oct'
or '14 Oct 2002 - 18 Jan 2003'.
Time(s) of event - as above, please try to use the following format: 10am-4pm.
Normal Admission Charge - Please state whether participants need to pay the
normal admission charge to the venue or not. If the normal admission charge is
reduced but not free, please include the charge in the Event Cost (field
Cost of Event - The Event Cost is any charge over and above the normal
admission charge (if there is one), including suggestions for donations towards
costs. As people may wish to search for free events, please include this word
if appropriate (e.g.: "£1.60 adults/children free").
Category – this field is for admin purposes only and will not be visible.
Select the category you feel is most appropriate (we may change this but don't
worry about it). This allows us to identify the number of venues in particular
categories for funders.
After submitting an event, you will be given an event registration number. It
is imperative that you make a note of this number (the easiest way is to print
it out) as it is your proof of event registration. You will also have the
opportunity to submit further events. Events should be listed separately if
they are held at different venues or if your programme varies substantially in
content on different dates or times (for event titles, see above).
Once submitted, it is best to view your entry as if you are a member of the
public by doing an event search. Then use the 'Edit Event' facility to add or
alter any of the details. Remember to allow 24-48 hrs after registration to
allow verification by the Campaign for Drawing (your changes will not be
visible till this has been done).
Updating Event submissions
From the "Update your event" link on the left, select the event you want to
update by choosing apropriately from the drop-down lists.
Deleting events and/or organisation details
Please contact email@example.com
stating clearly the event(s) or organisation you want removed from the
database. Please give the name of the organisation arranging the event, the
event venue and the title of any events you want removed.