Create a new event

Should the event be listed on the website?

The Association is asked to list all sorts of events from major or national events, activities organised by our members and small events that are primarily of interest to the local community rather than visitors.  Some events will be planned or sponsored by our members whilst others could be organised by non-members. See our policy on listing events.

Before creating a new event the administrator must decide if the event is appropriate for the website.  There are no hard and fast rules and judgement must be used; the following guidelines should be followed.

  • Events that it is thought would interest visitors should be listed.
  • Events primarily aimed at the local community should not be listed.  These include jumble sales, lunch for pensioners, small social events, club events etc.
  • Wherever possible we try to list special events organised by our members but we don’t list “regular events”.  These include regular Sunday lunches, quizzes etc.  It is also not possible to list events that are normal parts of business, eg regular training events, film programmes etc.
  • We will list events promoted by non-members if we feel that they are worthy.  In some cases we may not give them the same cover as we would for a similar event organised by a member.
  • We will list charitable events if we feel they are relevant.
  • Normally we will not list political events.
  • Do not list any events that are inappropriate or with which the Association would not wish to be linked.

Create the event

Events can only be created at locations that have been defined by an existing entity.  The following are examples of entities that could be linked to an event:

  • Halloween event at an attraction, eg Puzzlewood.
  • A wine event at a restaurant or hotel, eg Tudor Farmhouse.
  • An event taking place at multiple locations in a town, eg the Abergavenny Food Fair.
  • An event taking place at a location that is not a normal tourist attraction, eg a village hall.  One such location is Chepstow Drill Hall.

If there is no suitable existing entity, then a new one must be created before the event details can be entered.

Data can be entered against six different tabs but generally there is no data to enter against Rankings and Ratings.

event1Event  Details

  1. From the drop down select the entity where the event is being held.
  2. Enter a concise but meaningful name for the event.
  3. Enter contact details for the event organisers (phone and email) and a website URL.  If these are not entered, they are picked up from the entity if they exist.
  4. Enter a brief description of no more than 85 characters to be shown at category level.
  5. Enter a full description of the event.  We ask for information that can be copied and pasted (eg from a website or Word document).  Sometimes information is submitted as a PDF or jpeg and if tedious to type the image can just be loaded into the description.  This is often the simplest approach if a “flyer” is sent.

Categorisation and Tags

Select one or more of the following tags to describe the event.

  • Arts and Crafts
  • Children
  • Christmas
  • Community
  • Easter
  • Festivals and Fairs
  • Film and Theatre
  • Food and Drink
  • Halloween
  • Music
  • Nature
  • Senior Citizens
  • Sports

Only select tags from the event group – do not be tempted to use others even if they appear to be relevant.  If there is no suitable tag, a new one can be created.


From the date picker. select the date or period for the event.


Use the table to enter the prices as text.  The left hand column is for the class, eg Adult, Child, Concession etc.  The right column is for the price.  As well as using this table it is often clearer and more convenient to enter the prices in the description.

Do not use the Average PP price.


Enter at least one image of the event and up to four complying with the normal standard for entity photographs.  If no image has been supplied, use one of the following but beware of copyright issues.

  • Look at the website or pdf for the event and “grab” a screen image.
  • For events with performers, look at the artist’s web site.
  • Look at previous or similar events on the web.
  • Goggle for a suitable image.

If no image is loaded, the default image associated with the entity will be displayed.

It is sometimes helpful to enter a caption for the image.  If no caption is entered, the default one associated with the entity will be displayed; this may be inappropriate in which case, enter a caption.