Organiser Guide › Running an event › Editions & the setup wizard

Organiser

Editions & the setup wizard

An edition is one run of your series — one year or one season of your festival. To set one up, Yuimaru gives you a friendly wizard: a guide that walks you through everything in seven small steps, one screen at a time. You can jump around and come back; nothing goes public until you're ready.

Adding an edition

From your series, you'll reach a screen headed "Choose an edition" with the line "Pick an edition to set up, or add a new one (e.g. a year or season)." Your existing editions appear as cards. To make a new one:

1. Click "＋ New edition"

   Find the card with a plus sign that says ＋ New edition and click it.

2. Give it a name

   Type into the "New edition name" box. It shows a faint example — e.g. Summer 2026 — to guide you. A season or a year makes a good name.

   Naming a new edition

   New edition name

   e.g. Summer 2026
3. Click "Add edition"

   Press Add edition and your new edition is created, ready for the wizard.

Each edition card shows its status at a glance: Published — live means it's out in the world, and Draft means it's still private and only you can see it.

The setup wizard — seven steps

The wizard has a step list down the side, grouped into "Structure" (the bones of your event) and "Operations" (how it runs). Along the bottom is a footer with ‹ Previous, a "Step N of 7" label so you always know where you are, and Continue › to move on (on the last step this reads Finish setup).

1. This edition — "Set up this edition"

   Give this run its own name, a short description, and an image. If you skip the image, it quietly falls back to your series image, so it never looks empty.

   Underneath, a Registration setting decides how people sign up — and you can turn on both:

   • Register for the whole event — one sign-up covers the whole edition; attendees see a single Register button.
   • Register for individual workshops — attendees register per workshop. You then mark which workshops need it over in the Workshops step.
2. Venue — "Where is it held?"

   Enter the Location name and Address. Don't have a venue yet? Just tick "We don't know the venue yet" and move on — you can fill it in later.

   

3. Rooms — "What rooms are involved?"

   Click + Add room for each space, giving it a Room name (and, if you like, its Capacity, Equipment, and Dimensions). Inside each room you can click + Add area to add an Area name and Capacity.

   What's an area?

   An area is a part of a room — say one corner of a big hall. Workshops attach to areas, not whole rooms, so two things can run in one room at once. Every room automatically gets one "whole room" area, so if you don't split a room up, there's nothing you need to do.

   

4. Categories, tags & requirements — "How will people find their way around?"

   Three ways to describe a workshop, each doing a different job. They're laid out as three checklists — tick the ones that fit, or use the + Add row on any list to write your own (and × to drop one):

   • Categories — the kind of session. Each workshop is exactly one (say a Workshop, a Jam, or a Performance).
   • Tags — the themes a session is about. A workshop can carry several, and they become the filters people browse by.
   • Requirements — what someone needs before they can join, like "Signed waiver required", "Minimum skill level", or "Bring a partner".

   These lists live on the series, so they're shared across every edition — set them up once and reuse them each run.

   

5. Workshops — "Add your workshops"

   The full schedule lives right here in the step — a List / Calendar view of every session, with + Add workshop to add one. You build and arrange the whole timetable without leaving the wizard — that's the next chapter.

6. Pricing — "How will people pay?"

   Pricing comes from the attendee registration form you set up on the series. Here you choose whether this edition simply inherits that pricing, or has its own. Use Copy & edit for this edition to start from the series pricing and tweak it just for this run, or Edit pricing to adjust it.

   

7. People — "Who's involved?"

   Invite the people who make it happen — Organizers, Hosts / Teachers, Volunteers, and Attendees — with + Invite, by email. Until someone signs in, an "Invited" tag shows next to their name. There's also an "Invite by email" box with a Send invite button.

   

Finishing

When you reach the end, a summary screen headed "This edition is ready to publish" shows you the shape of what you've built — counts of Rooms, Categories & tags, Workshops, People, and the Venue — with a Publish edition › button.

Putting your programme on your own website

Most festivals already have a website of their own. Rather than keeping a second copy of the timetable there by hand, you can embed Yuimaru's programme into your own page — it's the same calendar attendees see in the app, and it updates itself whenever you change the schedule.

The switch is called Allow schedule embedding, and it sits under Sharing on the finish screen, with the note "Put this edition's programme on your own website." It's a deliberate opt-in and quite separate from publishing:

• Publishing puts the edition on the public Yuimaru site.
• Embedding decides whether somebody else's page may show the programme in a frame.

Turn it on and two ready-to-copy boxes appear, each with a Copy button:

• Embed code — a snippet of HTML to paste into your own page. Hand this to whoever looks after your website; it's the only thing they need.
• Direct link — the plain web address of the programme, if you'd rather link to it than frame it.

On the edition list you'll also find a quick Allow embedding button, and once it's on, a Copy embed link button with the note "Embeddable — manage in the edition" beside it. That's the shortcut for grabbing the link when someone asks for it; the full panel is the one above.

Common questions