How to add a meeting to the IUCr calendar

  • Step 1: Complete the details form fully (following the instructions below), and submit
  • Step 2: Add a logo or motif to the entry, if not already done
  • Step 3: Visit the IUCr Calendar in a few days time to check that the entry has been accepted
  • Step 4: Notify any errors or request updates by email to forthcoming.meetings@iucr.org

If this is your first time submitting an event to the IUCr meetings calendar, please read this page carefully and completely.


The form at http://www.iucr.org/calendar/etc/add-meeting allows users to add details of a crystallographic or related meeting to the IUCr events calendar. To provide rich discovery and listing options, it requests a substantial amount of information. This page explains in detail what is required. If you are not confident about completing the form correctly, please send details of your meeting by email to forthcoming.meetings@iucr.org. In your message, please include as much of the information on the form as possible.

1. Dates

You must specify the start and end dates of the meeting. When you click in the boxes, a pop-up calendar appears (Fig. 1).

fig1

Fig. 1. Pop-up date selector occurs when you click in either date field.

You may click on a date to select it (the date selector pop-up allows you to step forward or backwards month by month. Alternatively, you may type the date directly into the field - this can be useful for meetings many months ahead. The date must be typed in the format "dd mmm yyyy" (e.g. 22 Aug 2015). Press the enter key when you have typed in a date. When the date has been entered, a pop-up lists all meetings already in the database that occur during the calendar week that contains the selected date (Fig. 2). Please check this listing to ensure that the meeting has not already been listed. (Note that entries in the list are hyperlinked to allow you to check the recorded details, but clicking the hyperlink will show the event details in the current window, overwriting the form. We recommend that you right-click and "Open in new tab/window" to view listed entries.)

fig2

Fig. 2. When a start date is selected, a pop-up displays all known events that occur in the calendar week that includes the selected day.

When a start date is selected, the end date is set by default to the same date. Please click in the End date: field and use the date selector to confirm this date (for one-day meetings) or set the actual end date.

You may click on the text link "Click here to enter a specific time" if you need to specify the start and end times (this would normally only be necessary for a lecture or short meeting lasting less than one full day).

2. Country

The country where the meeting will take place must be selected using the drop-down menu. (If a single event takes place in more than one country, you should select the primary country, and inform us using the above email address of the additional links needed to the other country or countries.)

3. Topics

You must select one or more topics using the checkboxes in section 3 of the form. For a relatively large crystallography meeting covering a very wide range of interests (e.g. an IUCr Congress or the annual meeting of a national or regional association), select only the topic "General". Most topics are aligned to the subject area of an IUCr Commission. If none is suitable, or you wish to suggest additional classifications, please send us your suggestions at the above email address, and we will add the additional topics to your submitted entry (and to future editions of the form) if appropriate.

4. Category

You must select one or more of the classification categories using the checkboxes in section 4 of the form.

Note: the category "IUCr sponsored meetings" should only be used for meetings that have already received notice of financial support from the IUCr Calendar Committee. Leave this box blank if support has been requested but not yet approved.

5. Event details

Please provide the specific information requested for the name of the event, its location and website. The location will normally simply be the name of a town - more specific information can be included in the Description field. Do not include the name of the country (that has already been selected in section 2).

The Description field should contain a concise description of the scope and purpose of the meeting (often the introductory "Welcome" page of a conference website will provide suitable text). However, if the meeting does not have a dedicated website, it is possible to include more information about the meeting. Remember that the description of the meeting will be retained indefinitely in the IUCr calendar, and so this can be a convenient way of encapsulating the essential information about a meeting even after its own dedicated website has been closed. Click on the green icon at the head of the input field to display a WYSIWYG editor allowing the entry of formatted text (Fig. 3a). You may also select the "<>" icon in the WYSIWYG editor toolbar to input raw HTML text (Fig 3b).

fig3a (afig3a (b)

Fig. 3. The built-in editor in the Description field allows you to enter formatted text in a WYSIWYG manner (a) or as raw HTML (b).

6. Contact details

You should supply the name and email address of the best person to contact for more information about the meeting.

7. Logo

It helps to identify meetings in lists if they have a distinctive logo. For many series of meetings which share a common logo, we maintain a library of those logos. If you click on the text of section 7 of the form, a pop-up displays all logos in that library (Fig. 4). Clicking on any of the images will assign that logo to the meeting. If the library does not contain a suitable logo, you will be able to upload one immediately after submitting the form (see below).

fig4

Fig. 4. The "logo library" pop-up allows selection of a standard meeting logo.

If you inadvertently select an incorrect logo, you can re-launch the logo library pop-up and choose the correct logo or the default "spacer" graphic. 

8. Captcha

The page ends with a mechanism intended to prevent automated software from uploading spurious information. You will be asked to input the contents of a randomly-generated graphic into the validation box (Fig. 5).

fig5

Fig. 5. The "captcha" field guards against spambots. In this example, you would enter "rvt3cdh6" into the box at the left.

The validation key contains only lower-case letters and numerals. If it is not properly legible, you should click on the text "Click here to get a new key". Occasionally there can be problems in supplying the correct information, and sometimes the contents of the page can be lost if an incorrect key is entered. We therefore recommend, especially if you have spent some effort in creating the Description, that you keep a copy of the input information so that you can easily fill in a new form.

9. Submit the form

Click on the "Commit" button at the foot of the page to submit the details of your meeting. You should then see a confirmation page which gives the reference number that you should quote in any future correspondence (e.g. to request an update or correction of any details).

There is also a form allowing you to upload a logo, if a suitable one was not found in the standard library. A suitable logo should be at least 128 pixels wide, and should remain legible when shrunk to a width of 48 pixels, which is the size at which it will appear in monthly or weekly listings.

fig6

Fig. 6. Upon submission, you are presented with a preview of the posted article and a further opportunity to upload a logo.