GUIDELINES FOR USING THE COMMUNITY CALENDAR ON the JFGP WEBSITE

 
The JEWISH COMMUNITY CALENDAR has two main purposes:

1) To publicize and inform the general web-browsing community of events and programs

    which have been scheduled by the Jewish Community of Greater Philadelphia, and

2) To aid event planners in the Jewish community with the planning and scheduling of their

    events in the effort to minimize the number of conflicting events on a given date and to

    maximize the potential attendance to those events. 

In order to accomplish these dual goals, it is crucial that all departments, programs, agencies and synagogues participate, cooperate and exercise organizational courtesy. 

Event Planners are urged to:

1)  Consult the Community Calendar early in the planning phase and be aware of other

     events already posted on a given date.  If the times of another event on the same date

     are different or if the targeted attendees are different, then the events probably won’t

     conflict. But, if you feel there may be a conflict, we suggest you contact the person in

     charge (contact person) and try to work things out. By extending this courtesy,

     unnecessary conflicts can be avoided.
2) Submit your events for posting as early as possible.
3) Provide as much complete and accurate information as is available at the time of

    posting.
4) Contact Jewish Information and Referral Info@jfgp.org with any updates

    and/or changes which may develop between the time of posting and the actual event.
 

How do I find the Community Calendar on the Jewish Federation website?

       1.      Go to www.jewishphilly.org
       2.      Click Calendar link on navigation bar
       3.      Click on FAQ for information regarding filling out the Suggest an Event
                Form
       4.      Click on "Suggest an Event" and the form will appear.

What information should I be sure to include?

Identifying Information:

       Event title - Enter as much information as is necessary to identify your program.

       Short title - This field is 50 characters in length. This is what will appear on the

                        Community Calendar Monthly view.  Please be concise and clear.

                        Avoid abbreviations that will not be intelligible to the general public.

       **If your program is tentatively planned, please insert: *Tentative* as the
                        first word in both the long and short title.

Time Information:

          Start date - Enter as MM/DD/YYYY    

          End date – Enter as MM/DD/YYYY

          Start time – 00:00,    Click on AM or PM

          End time –   00:00,   Click on AM or PM

          **You must fill in the time (even if it is only an estimate). 

What if my event takes place over a number on consecutive days?

If the event will be held on consecutive days, such as a retreat or conference, the start date would be entered as, for instance, 05/06/2008 and end date would be entered as 05/08/2008. The times could be checked as “all day”.   Please note the difference between an event which occurs over consecutive days and a recurring event.  An example of a recurring event is a class which meets once a week during a semester.  For information about recurring events, please read the answer to the question: What is characterized as a recurring event? (Further on in this document.)

Why is it important to select categories for my event?

By selecting multiple categories you will enable visitors to the site to search for and find events specific to their needs or interests,  i.e.:  A 25 year old who comes to the site and clicks on “Select Categories” in the search window, then selects Young Adults and Center City and clicks on the "Done" button, will then see all events for Young Adults in Center City.

How do I select the appropriate categories?

Click on “Categories” and a window will pop up with a list. Read through the list and check only those that are relevant to your event.  If the event is tentative then be certain to check “Tentative”.  Do not check any of the kehillahs or specific departments unless it is your kehillah or department that is sponsoring the event. When finished click on “Done”.

What should I put for the Description?

Use this space to describe your event written to entice readers to attend.  Do not include date, time, or location since that info will appear elsewhere on the form.  Some elements that might be included in the description are, for example:  the title of the movie to be shown and a very brief description; the name of book to be reviewed with the author’s name, a brief bio and a brief description.  Other descriptions might also include (if applicable) honorees, cost of event and for what purpose the funds are being raised.  If the event is “By Invitation Only”, be sure to add name of person to contact.  When little information is known, “Save the Date” might be an option.

Should I enter a number in the Expected attendance Field?

Yes, If you know approximately how many people you may have attending, enter that

number.  This will help other planners to assess potential conflicts. (Fifty people vs. 300.)

What should I enter in the Location Information?

Enter the name of the location, the complete address and phone number of the location at which the event will be held. It is not necessary to fill in “Country” or “Other.”  If the location is yet to be decided, enter "TBD."

Is Contact Information necessary?

Yes, It is most important that the following spaces be filled in:  First and Last name, phone number, email address. It will be helpful but not necessary to also include the other requested information.

What is characterized as a “Recurring Event”?

A recurring event is one that follows a rule: i.e., a book club that will meet weekly or, for example, the second Tuesday of the month starting January 12 ending May 13.  Galas, annual meetings, etc., that are held every year are NOT recurring events since the actual dates, times, etc. are usually not the same from year to year.  Also, this is not the same as event that spans two or more consective days.

Can one submit tentative events?

Yes.  The word “*Tentative*” should be the first word in the Title and Short Title of the event, preceded and followed by a star.  The first possible date followed by other info will appear on that listing.  In the Description Box enter the other tentative dates (only two additional dates may be held and tentative date will only be held on the calendar for 3 weeks).  Please contact us as soon as possible when the date for your event has been confirmed and tell us to release the other dates that were being held.

Will my event submission appear immediate on www.jewishphilly.org?

Not usually.  After you have submitted your event, your submission will be reviewed by a representative of the Jewish Information and Referral Service (JIRS).  Unless it is deemed inappropriate for publication, it will then be published to the "Live," public Jewish Community Calendar.  The process can take up to a week to complete.  Make certain that the contact person’s name and contact information appears in the appropriate boxes in case there are questions.  If you need to send a message you can do so in the box marked “Other Notes”.

When you are sure all of the information you have entered is correct, click the "Submit" button.  If an error message appears, revisit the information you have entered, making certain that the form and format of the information is correctly entered.

 
If I have any questions about the Community Web Calendar or the Website who can I contact?

For information specific to the calendar such as additional questions about filling out the form or making changes to already submitted events send email to sbrecher@jfgp.org or lroth@jfgp.org.  You can reach either of them at 215-832-0821.

For general web site inquiries, please contact the Webmaster, Daniella Slon, at 215-832-0578, or email webmaster@jfgp.org.