How to add events to Bachtrack: Our step-by-step guide

Adding a concert

  • Venues
  • Date/Time
  • Performers/Works
  • Image, booking links, and text description
  • Saving and submitting your events

Adding an opera
Adding dance events
Adding talks, lectures and kids events
Accessing your listings
Cancelled, Postponed or Rescheduled events
Frequently Asked Questions

To add listings you will first need to register on Bachtrack and log in. Click here to register to ask permission to add live events. You cannot add video performances. Only Bachtrack can do that.

You can find the Sign in button near the top right side of the page. Once you have logged in, click on the Admin button in the top left of the screen (on smaller screen sizes, this is the wheel/cog symbol) and click on Add listing.

All listings submitted to Bachtrack are moderated before they appear publicly on the site. We aim to approve all new listings within a maximum of 48 hours.

Concert, Opera, Dance, Talk, or Kids event?

First, click on Add listing and select an event category. There are five categories to choose from: live concert, live opera, live dance, live kids event and live talk/lecture. For performances that can be watched online, concert on demand or opera on demand you will need to contact us. From the Bachtrack Input page, click on the button for the correct category. Note that you can choose a secondary category at a later stage, so if you have a concert that is also a kids event, or an opera that is also a dance event, your listings will appear in both sections of the site.

The forms for adding listings for opera, dance, talks or kids events are all different so see below for specific tips for each.

Adding a Concert

When you click on ‘Live concert’, you will be taken to the concert input form. Work through the form from top to bottom to make sure you don’t miss any required fields.

Selecting your venue

Start by selecting your country and city, then type your venue name directly into the text box. This will trigger a search of our database, and you will see a list of suggested venue names. It’s best to type only part of the venue name: typing “Southbank” will yield better results than “The Southbank Centre” for example. Click on the correct venue name to select it.

Note: Our listings for churches all use the format “St” rather than “St.” or “Saint” 

Adding a new venue

If your venue doesn’t pop up in our list, it’s likely not in our database. In this case, the text box will turn red, and you will see a link that reads “If you can’t find your venue, click here to add it to our database”. You will then be taken to the ‘Creating a new Venue’ page, in the same window. (If you open this by mistake, simply press ‘Close without saving’ at the bottom of this page to return to the main input form without losing any data). 

Enter the name of the venue – note that any halls or venues within a larger institution should follow the format: St George’s University: Concert Hall or Southbank Centre: Purcell Room.

In the address box, please enter the postal address, without the city or postcode.
The ‘City’ box will be automatically filled in if you selected a city on the main input form – if not, simply type the city name and you will be able to select the correct entry from a pop-up list.

Once you have entered the venue details, click on ‘Find address’ to make sure the Google Maps feature has correctly found your venue: you may zoom in and move the pointer to the best spot. Click ‘Submit’ once you have finished and you will be taken back to the main input form.

Festivals

A festival tag is available only for festival organisations listing their events on Bachtrack. You may not add a festival tag to a single event as we need at least 4 events to approve use of this feature. To find your festival tag, type a few letters from the name and select the correct entry from the pop-up list. If you tick ‘Remember this for next time’, the festival name will be saved for the next event listing you add.

Date/Time

If you are adding a single concert, enter the time in the ‘Default time’ box, and pick the date using the calendar button.

To add the same concert listing on multiple dates at the same venue, you can select dates using the calendar button, or you can type your list of dates directly into the text box below. Enter these in the format Jan 7,8,9,Feb 11 (separated by commas). If some of your dates are at different times, change the time for specific dates by writing, eg, Jan 7 15:00,8 14:30, 9 20:00, Feb 11 20:00. If you do not write a time next to a date, it will use the default time specified.

Once you click outside the text box, you will see that the box turns green to confirm your dates are all valid, and that a list of your dates appears below.

To add the same event at a different venue on a different date, you must first complete and submit a listing for the first date, and then use the ‘Clone’ feature to make a copy of the event, which you can then edit in order to change the venue or any other details. See How to edit events for more information.

Adding Programme / Performers

It’s important to add as much information as possible to the programme and performers section, as this makes it far more likely that your listing will be found in our interlinked and searchable database.

To add a work to the programme, start by selecting the correct composer: just type 3–4 letters from the name into the relevant box to search our database. For example, type “Moz” in order to bring up “Mozart”, then choose from the drop-down list. The composer box will turn green once you have successfully selected a composer. 

Tip: If the programme contains multiple works by the same composer, you can hold the Shift button on your keyboard and click on the plus sign next to the Composer field, which action will add a new row below with the name of the same composer. 

Next, to select a work, type in the Opus number or catalogue number, or a few letters from the work’s name, to trigger a database search. A list of suggestions will be displayed. Click the correct entry to add it to your listing, and the text box will turn green when you have successfully added it.

To add the next work, click on the green (+) button under ‘Actions’, and this will add another row. Next, do the same for performers, adding each person as a separate row. Be sure to remember to add your orchestra, ensemble, company, and conductor as well as the soloists!

You can rearrange the order of the performers/works by clicking and dragging each row.

Tip: When adding composers/performers, always search by last name first, as this will make the database search faster. 

How to alter a person's selected Instrument/Voice type/Ensemble type
All performers will display their default instrument (or voice type/ensemble type) in green once you have added them to the programme. You can change which instrument displays by clicking the Instrument text box and typing the name of the instrument/voice/ensemble you want to display. For example, if you have selected John Smith, Tenor, you can change this so he displays as John Smith, Violin for a particular performance. Likewise, if a performer holds two roles in a performance, you can add, eg., Itzhak Perlman, violin, and a second row for Itzhak Perlman, conductor.  

Adding a new composer, work, or performer to our database

Please check carefully that the composer, work, or performer’s name is spelled correctly – first try typing in fewer letters from the name. (Instead of typing Second Symphony in G minor, Op.34, try just ‘34’ or ‘symphony’).

If there is no composer/work/performer that matches an entry in our database, the text box will remain red. Below the text box, a link will then appear to Add a Composer to our database or Add a Work to our database. Clicking on one of these will take you to a new form outside the main input form. You can always return to the main input form at any time without losing your data by clicking ‘Close without saving’.

Tip: If there is a result in our database that matches the text you have entered, you will not see the link to add a new composer/work/performer. For example, if you want to add "Elizabeth Mozart" as a new composer, you would need to type "Mozart El" to get the box to turn red, otherwise 'Mozart' will bring up the existing entry for W.A. Mozart.

Please fill in the new composer/work/performer forms in as much detail as possible, and press ‘Submit’ to return to the input form. The entry will now appear in your event listing. Note that all new database entries are subject to review and approval by Bachtrack staff.

Tips for adding works/performers

  • Use the “info” box next to each work/performer to add details such as whether a work is a world première, an arrangement, or a specific version. All info in this box will be reviewed by us and  any extensive biographical details of performers or links to websites will be removed by Bachtrack staff.
  • There are composers called Traditional and Anonymous, as well as Various (where more than one composer is credited for a work).    
  • Leave the 'work' field blank and your listing will display as “Works by” that composer.
  • We have a house style for new works which we ask you to use. You will find details here.

Listing title

Please enter your listing title here. For opera or dance events, if you leave this field blank, it will be set automatically to the title(s) of the works. For concerts, if you leave this field blank, it will be set automatically to the last names of the composers, whose works are being performed. Event titles which use all capital letters will be rejected. 

Ticketing links

Paste the URL of the page you would like visitors to see when they click ‘Buy Tickets’ into this box. The URL must begin with http:// or https://. If you have more than one account, you must also select your account name to ensure correct tracking of your clicks.

Note: If you have added links to your listings anywhere but in the Buy Tickets box, these will be removed. The Buy Tickets button provides useful data so you can track how many visitors have clicked through to your site.

Description

You can include any more information about your event here. Any URLs or phone numbers will be removed as this interferes with tracking your visitors and click-throughs.

Adding an image

You can include an image on each event listing. Press the ‘Choose File’ button to select an image to upload to this event. There is a limit of 1.00 MB file size, and any larger images will not be uploaded. You may only upload images in format .jpg, .gif or .png. Once you have clicked ‘Open’ in the upload window, the image should automatically begin to upload into the input form, and you will then see a preview of the image. 

Note that images will appear square on lists and search results, although you may upload an image of other dimensions. You will see a viewport to adjust the cropping of this square version. If your image is too small, you will not be able to zoom in.

Adding a secondary category

You may also select a secondary category from the drop-down menu. For example, if you have a concert that is also a kids event, or an opera that also fits into the dance category, your listings will appear in both sections of the site.

Setting an embargo

If you would like an event to be hidden from the public until a certain date (eg., when ticket booking opens), you can set an embargo date. When you untick the box next to ‘Not set’, a text box appears: clicking this brings up a calendar date. The event will then be embargoed until 12:00AM GMT of that date. Note that embargoed events will still be visible to the person who input it, and to Bachtrack staff, with text in red at the top indicating it is embargoed. 

Adding an Opera

See Adding a Concert

The Input an Opera form is largely the same as the Input a Concert form, with some small differences. You may only select a work that is in our database and recognised as an opera. For example, you cannot select Beethoven’s First Symphony in the Opera to be Performed box.

Type in a few letters from the opera name, and select the correct entry from the pop-up menu (eg, Carmen [Bizet]). 

Once you have selected your opera title, you will see that the section called 'Casting' includes pre-filled rows with the opera’s roles in alphabetical order. Main roles (eg Carmen, Micaela...) are at the top and other roles are below. If no casting list appears or a named role is not in our database, please contact us with the role name(s) and voice type and we will add it or them.

If your opera title is not listed, the box will turn red and you can select "Add a title to our database". This will take you to a short form in the same window – to return to the main form at any point click 'Close without saving'. Fill in the form, leaving Work Type as 'Opera/Oratorio', (ignoring the Choreographer section – this is for new dance works), and press 'Submit'. You will then be taken back to the main form.

First, add the crew, including your opera company, conductor, director, etc. Type in the performer’s name into the Performer text box, and select the correct entry. The Voice type (tenor, soprano, etc) will automatically appear in the next column.

Tip: Tick the box marked ‘Remember company for next time’ so that you don’t have to select your opera company on the next opera listing you add.

If the performer is not in our database, the box will turn red. Click on ‘Add a Performer to our database’ to add a new performer. If there is a result in our database that matches the text you have entered, you will not see the link to add a new composer/work/performer until you type a little more of their name.

Next, use the Casting section to add soloists next to the appropriate roles. If you do not fill in a performer’s name next to a role, that role will not appear on your listing programme.

Tip: If you have different casts on different dates, you can still add all of your performances using the same form. Use the ‘Dates’ box next to each performer to specify on which dates certain performers are cast. Click on the green (+) next to the role name to add a second instance of that role. For example, you can fill in Maria Smith as Carmen, with dates Jan 7,8,9 and on the second row, Jane Jones as Carmen, with dates Jan 10,11,12.

The rest of the Opera input form is the same as the concert listings form – see above for more details.

Adding Dance events

The Input a dance event form is similar to the Concert form, with some small differences.

Adding a new dance work:
You may only select a work that is in our database and recognised as a ballet or dance work. If your dance title is not in our database, the text box will turn red and you will see a link called ‘Add a Title to our database’. You will then be taken to a new form away from the main input form – to return to the main input form at any time, click ‘Close without saving’ and you will not lose any data.

  • Please fill in the ‘Add new dance work’ form as completely as possible. You must enter something in the Composer box – if there is no single composer, or someone outside the classical music world, you can choose Various, Anonymous or Unknown. You can also add a new composer to our database if it is not already there.
  • ‘Work Type’ will default to ‘Dance’ – this should be left unchanged.
  • Please remember to add the choreographer(s)’ name(s) at the bottom of the form. You may also include details such as ‘Revisions’ in the Info box. Click ‘Save and approve’ to return to the main input form, and your new dance work will now appear in the Dance works to be performed section. 
  • Crew: Please enter the name of your dance company, the conductor, set designer, etc in this section. If left blank, none will appear on your listing.

Tip: Tick the box marked ‘Remember company for next time’ so that you don’t have to select your dance company on the next dance listing you add. 

Choreography: 
A separate row will appear for each dance work added to the programme.
If a dance work is associated with an original choreographer (ie, Chroma by Wayne McGregor), the choreographer will automatically appear in its Choreography box, with the text ‘Original’ in the info box. Otherwise this section will be blank, and you can add a choreographer by typing some text from their name into the box to search the database.
You may also remove a choreographer or add additional choreographers to a work – for example, in the case of revisions.

The rest of the Dance input form is the same as the concert listings form – see above for more details.

Adding a Talk, Lecture, or Kids Event

These are the same as the concert listings form, but without the option to add performers or works.

Saving and submitting events

Once you have finished adding all of your information, you can click one of the following options at the bottom of the page:

Preview
This gives you a preview of what your event will look like on the site, so you can check if all of the information is correct. Clicking Preview will open up a window within the input form page; you will still be able to edit the event after closing the preview. 

How to close the preview

Previews show a thick brown line at the top of your browser. If you can't see it scroll up the page. On the top right hand side is an X. Click the X and you will close the preview and be back on the form which you can then submit.

Save Draft 
This allows you to save a draft version of the listing, which you will find in the Draft section in your Listings control panel. Draft listings are not submitted to our editors and will not be visible to them or to Bachtrack visitors until you submit them and they have been approved.

Submit
You should then see the message listing saved OK. Your listing will need to be approved by a member of the Bachtrack team before it goes live on the site (we aim to approve listings as quickly as possible after they are submitted). If we feel there is something that needs changing, we may reject your listing. If this happens, we will send you a short email explaining the reason why, and what changes need to be made. You can view any rejected listings and amend them in your Listings control panel.

Accessing Your Listings

Listings control panel

From this page, you can manage all of your listings. To access your Listings control panel, you will need to be logged in, then click on Admin in the top left of the page, and then click on Listings control panel. From here you can access all of your listings. You will see that listings appear as numbers under several categories. Click on a number to access a list of all your event listings.

Editing a listing

Find the listing that you would like to edit via your Listings control panel. Open the listing and you will see a green Edit button, which you can click to take you back into the input form. Make your changes and then click Submit at the bottom of the page. Any amendments that you make to your listings will also have to be approved by one of the Bachtrack team.

Cloning a listing

If you would like to make a copy of an event at a different venue/date, find the listing that you would like to clone via your Listings control panel. Press the Admin button on the top of the listing, and you will see a green Clone button. You will be taken to an input form that only allows you to select a new venue/dates.

Deleting listings

Find the listing that you would like to edit via your Listing control panel. Open the listing and press the green edit button next to its title.  You will be taken back into the input form, where at the bottom of the page you will see a green Withdraw button. If you click on this, the listing will no longer be live on the site, and will appear in the Withdrawn category in your Listings control panel. You then have the option to edit, reinstate or delete any withdrawn listings.

Rejected listings

The most common reasons for rejecting listings are:
– The listing title is written in capital letters 
– The event programme is not listed in the correct format

If your listings are rejected, we will send you a short email explaining the reason why, and what changes need to be made. You can view any rejected listings and amend them in your Listings control panel. Once you have edited your listings, they will be resubmitted for approval by Bachtrack staff.

Cancelled, Postponed or Rescheduled events

Cancelled events

You can withdraw a listing at any time, but if this is a last-minute cancellation, we highly recommend that you keep the event on Bachtrack and include a notification, in case visitors were planning on attending. We suggest that you amend the title to include the word “Cancelled” (See Accessing your listings  above)To edit or withdraw your listings, find the listing that you would like to edit via your Listing control panel. Under each event you will see a green Edit or Withdraw listing button. If you click Withdraw, the listing will no longer be live on the site, and will appear in the Withdrawn category in your Listings control panel. You then have the option to edit, reinstate or delete any withdrawn listings.

Postponed events

If your event has been postponed, you can edit the listing and amend the title to include the word “Postponed”. The listing will then be submitted for a review by the Bachtrack team and we will make the necessary change. 

Rescheduled events

If your event has been rescheduled for a later date, you will have to Contact Us and let us know, including a link to your listing and the new date for which it has been rescheduled. We will then make the necessary changes to the listing. 

Frequently Asked Questions: Event Input

Why aren’t my events showing up on Bachtrack?

All submitted events need to be approved by Bachtrack staff before they are publicly visible. In this way we assure the quality of our content. We aim to approve all submitted events within 48 hours. Your listings may also have been rejected (see Rejected Listings above), in which case we will email you to explain why this has happened.
Please check that you haven’t accidentally saved your listings as Drafts: draft listings will NOT be visible publicly until you have pressed ‘Submit’ and we have approved them.

Where have my events gone?

Try searching for your events by performer or venue using our Event Finder. A faster way to access them is via your Listings control panel: from here you can see lists of all your events and their status (whether they are drafts, submitted and waiting approval, approved, or rejected).

My venue/city/performer/composer/work isn’t in your database. How do I add these?

There are options throughout the input forms to add these items. First, make sure your item is not already in our database: check the spelling, and try searching using fewer letters from the person/place/work’s name. If the item is not in our database, the text box will display in red, and you should then see a link offering you the option to add this item. Some items, such as opera roles, cannot be added by users. In this case, please Contact Us with the details.

Why have I received an email saying my event was rejected?

Please see Rejected Listings above.

How do I edit my events?

Please see Accessing your listings above. You will need to log in, press the Admin button, then go to your Listings control panel. From here you can access a list of all your events, and edit them individually.

I’ve just added incorrect information to an event. How do I go back and amend it?

Once you have submitted an event, you will then be on that event’s page. Next to its title, you will find a green ‘Edit’ button, which will take you back into the input form. 

An event listed on Bachtrack is incorrect, but I cannot edit the event.

If you cannot edit an event, this is most likely because it was added by someone else under a different account. Please contact us with the details and we will either amend or transfer ownership to you.

My event has been cancelled, postponed or rescheduled, what should I do with my Bachtrack listing?

Please see Cancelled, Postponed or Rescheduled events above. 

When I click the input an event button, the page doesn't load. What can I do?

Just refresh the page and it will then load straight away.

If your question wasn’t answered here:

– Have you tried refreshing the page?
– Please try logging out and back in again, or closing down your browser and reopening it.
– Please try using a different browser (Chrome, Firefox) or a different computer
– Contact Us if you are still having trouble, and please mention your browser version and whether you are on a PC or a Mac