Events

• Adding a new event
• Events Flyer Checks

Adding a new event

Before you start

Easiest workflow: WordPress dashboard on one side of the screen, webmail inbox on the other. Work through the email from top to bottom.

You'll need login credentials for both — ask the IT webservant if you don't have them.

Step 1 — Create the event and add the title

1. In WordPress, go to Events → Add New.
2. Grab the event name from the email (e.g. "Let's Get Quizzical").
3. Right-click the Add title field and use Paste and Match Style — this stops any email formatting tagging along.
4. Click into the main text box below the title, hit Enter once. This gives the flyer a bit of breathing room.

Step 2 — Download and insert the flyer

1. In the email, scroll to the Field ID #16 link — that's the flyer image (usually a JPEG).
2. Right-click → save it to your computer.
3. Back in WordPress, click Add Media above the text editor.
4. Drag and drop the image into the Media Library, then click Insert into post.
5. Once it's in, click the image and drag the corners to size it up a bit if needed.
6. Click to the right of the image and hit Enter to leave a blank line below it.

Step 3 — Pick the event categories

1. Check the Type of Event in the email (e.g. Fundraiser, Quiz).
2. On the right-hand side in WordPress, find the Event Categories panel.
3. Tick whatever matches — you can tick more than one (e.g. both "Fundraiser" and "Quiz").

Step 4 — Set the date and time

1. Find the Starts and Ends info in the email.
2. Scroll down to the Time & Date section in WordPress.
3. Enter start date, start time, end date, end time — exactly as the email says.

Step 5 — Add the venue

1. Scroll down to the Location section.
2. Click the Venue dropdown. If the venue's been used before, it might already be in the list — check carefully though, especially if there are duplicate names (different branches of the same place, etc.).
3. If it's new, select Create a Venue.
4. Copy and paste the venue name, address, city and postcode from the email.
5. Make sure Country is set to United Kingdom.
6. Make sure both Show map and Show map link are ticked — that's how people get directions.

Step 6 — Add the organiser

1. Find the Event Host in the email.
2. In the Organizers section, paste their name.
3. If they're not in the list, select Create: [Organizer Name].

Step 7 — Set the ticket price

1. Find the Ticket price in the email.
2. Scroll to Event Cost in WordPress.
3. Change the currency symbol from $ to GBP (Great British Pound).
4. Type the number — e.g. 10 for £10. Don't put the £ sign in the number box.
5. If it's free, just type 0.

Step 8 — Extra details (if there are any)

Check the email for Other details or Parking instructions.

• If it's all already on the flyer, don't bother typing it out again.
• If there's something extra (like "Street Parking"), click below the flyer image in the text editor and Paste and Match Style to add it.

Step 9 — Publish and check

1. Scroll up to the top right and hit the blue Publish button.
2. Click View Event at the top to see how it looks live. Check the dates, the flyer, and the map all look right.
3. Spotted a mistake? Click Edit Event in the top toolbar, fix it, then hit the blue Update button.

Step 10 — Tidy up

1. WordPress: click your profile icon top right → log out.
2. Webmail: drag the email you just processed into the Events Done folder.
3. Log out of webmail.

Events Flyer Checks

Important checks for flyers

Essential Event Information

Every flyer must clearly display the following information:

Event Title

Event Date

Event Start and End Times

Example:

Venue Details

Ticket Information

QR Code Requirements

QR codes are often the primary method people use to purchase tickets or obtain event information. Poor-quality QR codes can prevent people from attending.

QR Code Standards

Mandatory Testing

Before submitting the flyer:

✅ Scan the QR code using at least two different mobile phones.

✅ Test both Android and iPhone devices if possible.

✅ Verify the QR code works from:

✅ Confirm the QR code directs users to the intended destination.

Important: A flyer should never be approved unless the QR code has been successfully tested and verified.

Location Link Verification

Where a QR code or link is intended to direct attendees to a venue:

Check the Destination

Test Before Release

A committee member other than the flyer creator should independently test the location link.

CA Branding and Fellowship Requirements

CA Logo Usage

The CA logo should comply with current CA branding guidance..

Background Requirements

Tradition Six Statement

The flyer must include the Tradition Six statement:

"In the spirit of Tradition 6 C.A. is not allied with any sect, denomination, politics, organisation or institution."

Before publication, verify that the statement:

Final Pre-Publication Checklist

Before submitting any flyer, confirm that:

☐ Event title is clearly displayed.

☐ Event date is included and correct.

☐ Event start time is included.

☐ Event end time is included.

☐ Venue name is included.

☐ Venue address is included and accurate.

☐ Ticket information is included.

☐ QR code is high resolution.

☐ QR code has been tested successfully.

☐ QR code links to the correct destination.

☐ Google Maps link opens the correct venue location.

☐ CA logo complies with branding guidance.

☐ CA logo is displayed on a suitable single-colour background.

☐ Tradition Six statement is included and correct.

☐ Flyer has been proofread by a second person before release.

CA Branding Reference

Before approving any flyer, please review the official CA branding guidance: