square and round dance in eastern ontario

Advertise your Event and Prepare your Flyer

   

1. Pick a date

Check the web calendar to pick a date that does not conflict with another event. (EOSARDA's policy on advertising conflicting dances is here.) You can reserve a date in advance while waiting to finalize details and advertising. Your event may not be publicized if it could significantly impact attendance at an existing event.
A number of long-established Open Dances occur at approximately the same time every year. These include:
EOSARDA Frosty Fling
1st Saturday in February
Riverside Gypsies Mid-Winter Dance
4th Sunday in February
Limestone Dancers St. Patrick's Dance
3rd Saturday in March
Quinte Twirlers Apple Blossom Dance
Last Sunday in April
EOSARDA Christmas Dance
2nd Sunday in December
Grenville Gremlins New Year's Eve Dance
December 31st


The established dates of these dance events are reserved for their use although there may be minor deviations in any year due to room, caller or cuer availability.

Please also note that Callers and Directors have monthly meetings on Sundays during the dance season. You are free to have an event on these days but risk reduced attendance from those involved.

OACA Callers Meetings
1st Sunday of each month
EOSARDA Board Meetings
3rd Sunday of each month

2. Convert/Save Your Flyer to PDF or JPG

PDF and JPG are the preferred file formats because they can be opened by everyone without needing to have proprietary software. For Bulletins, read the extra info after Step 4 re PDF vs graphic formatted files (JPG, PNG, etc).
See info at right for websites that will convert files to PDF ---⪧

3. Compress Your Flyer

Large files require more time to download and require higher bandwidth usage and associated costs. By optimizing your flyer you can end up with a new file that is up to 3 to 5x smaller than the original and that loads much quicker.
 NOTE: Do NOT create a .ZIP file (ZIP is a process which shrinks files for transmission or storage but which requires a reverse app to expand it again before use).
We're talking about something different here -- optimizing/compressing the internal coding of a PDF or JPG file; such files require no special apps to be opened and displayed.
See info at right for websites that compress PDF and JPG files. ---⪧

To help the webmaster and bulletin coordinator, please indicate that you have compressed your file. Sometimes the compressing program will do this for you by placing a ".compressed" or similar wording in the filename of the returned file. Leave this word in your title as evidence that the file has been compressed.

4. Submit Your Flyer

Email your flyer.

... For the Calendar: webmaster@eoDance.ca
... For a Bulletin: bulletins@eosarda.ca

Notes for Bulletins

Subject Line: The subject line of the e-mail message sent should be the same subject line you want to see in your bulletin.

Flyers:
JPG: - If you submit a flyer in a graphic format (eg, .jpg, .gif, .png), it will appear as part of the body of your message when the bulletin is opened.
PDF: - if you submit a flyer as a PDF file, only a link to the flyer will appear in the bulletin along with any descriptive text you send. Include such descriptive information exactly as you wish to see it in the bulletin.

As long as your flyer has all of the necessary information, just sending a .jpg (or other graphic version) is certainly the easiest way to proceed.

Reminders:
More than one message may be sent for a specific event: a message well in advance will allow people to reserve the date and a message nearer the event date will act as a reminder.

If you wish a reminder bulletin to be sent closer to the date of the event, consider asking for one at the time you submit your initial request – asking for a reminder when you make the initial request will save both you and our volunteer time later on. Remember to tell us when you’d like the reminder to be sent.

Sending a message more than two times might be considered excessive and might be rejected. If too many messages are sent, they become counter-productive spam.

More about bulletins. Also check out Chapter 25 of our Procedures Manual for more information about EOSARDA Bulletins.

Size of PDF and JPG files (Compressing)

Saving a file in the PDF or JPG format can result in some VERY large files, especially files that have gone thru a lot of changes. Large files require more time to download, take up more room to store on our web servers and incur higher bandwidth usage and costs for those viewing/downloading your flyer. By compressing the PDF or JPG coding in your flyer, it is not uncommon to end up with a new file that is 3 to 5 times smaller than the original with little degradation.

NOTE that this is NOT the same as "file compression", but rather PDF or JPG coding optimization. Do not send a .ZIP (or .RAR or .7Z) file.