Paid Events

Saving Your Event

Basic HTML

• Copying an Existing Event
  
  The easiest way to create a new event is to copy an existing event (same event or similar event) and using it as a starting point.
   

  • There are a few ways you can find an existing event in the database to copy:
     

    • Look for it under "Manage Events" and click the "Copy" link when you find it.
       

    • Go to an event on the calendar and use the "Copy" link at the top.
       

    • Use the Event Search page to find it.
       

    • If you're not sure what event you want to do, you can use the Event Suggestor to look for events that match your search parameters.
       

  • Once you've found the event, click "Copy" to copy its details to a new event.
     

  • When the event details page appears, you may update the details. You will automatically be selected as the organizer.
     

  • When you're done entering all event details, save your event (see below for various SAVE options).
     

  • See Setting up from Scratch for how to finish setting up your event.

• Setting up From Scratch
   

  • Under "Volunteers' Area", "Manage Events", "Add/Edit Future", click Add New Event.
     

  • Enter all the event details:
     

    • Dates
       

      • Start Date/Time: This is the start date of your event. If the event runs on more than one day, you can select the additional dates AFTER saving the draft event. See - Multi-Day Events for more information.
         

      • Registration Opens: If you wish to post your event to the calendar but hold off on allowing people to register until a certain date, set that date here. If you do not set a date here, it will default to TODAY and registration will open immediately.
         

      • Registration Cut-Off: This is the last date that people can add or remove themselves from the event via the web site. After this date, they can only add themselves to the waiting list (where you can manually add them if you wish), or remove themselves by contacting you directly. If it is a pre-paid event, this is the last date that they can submit a payment to hold their spot on the event.
         

    • Carpool Departure Time: What time will your carpool be departing? This should be calculated backwards from your event start time and accounting for any required travel time.
       

    • Start Time and Duration: Enter the actual start time of your event (not the carpool meeting time if your event will have a carpool) and the duration. You may want to indicate if the duration includes travel time or not.
       

    • Title: Enter a title for the event - this is what will show on the calendar.
       

    • Organizer(s): You will automatically be selected as the organizer when you create a new event. If there are more people besides yourself coordinating the event, you may [CTRL]-[CLICK] their names in the list to select them. Be sure to hold down the [CTRL] button or your name will be removed.
       

    • Type: Select the type of event from your organization's pre-defined list.
       

    • Difficulty Rating: Select the difficulty rating from your organization's pre-defined list.
       

    • Participants: Check the box if your event will require all participants to stay together for the duration of the event.
       

    • Dogs: Check the box if you wish to allow dogs on your event.
       

    • Attendee Parameters: Indicate who can attend the event.
       

      • Who's Invited: "Members and Guests" or "Members".
         

      • Age Restriction: Select the age restriction from your organization's pre-defined list.
         

      • Maximum Group Size: The maximum number of attendees (including the coordinators).
         

      • Maximum Guests Size: The total number of guests accepted on this event.
         

      • Minimum Group Size: The minimum number of registrants for the event to proceed.
         

      • Maximum No Guests per Member: The number of guests you wish to allow any specific member to bring.
         

    • Itinerary: Enter any information relevant to your event. You may format this content using HTML.
       

    • Required and Recommended Items to Bring. You may format this content using HTML.
       

    • Location and Directions: The location of the actual event and how to get there.
       

    • Travel (ie. Carpool). If your event is going to have a carpool, check the box and indicate.
       

      • Can attendees meet at event? If you want everyone to participate in the carpool, un-check the box.
         

      • Carpool Location: Where is your carpool location.
         

      • Total Km (round trip): Enter the total round trip kilometers. The web site calculates a recommended carpool amount based on this number times factors set for your organization for gas price and maintenance costs so please be sure your number is accurate.
         

      • Carpool Directions: Directions to the carpool location (not the event). You may format this content using HTML.
         

      • Carpool Question: Question an event coordinator can set up when creating a new event.  The question is for your participants such as:  "If you can drive, how many passengers plus bikes can you take?"  When people sign up for your event - they can answer this question and their answers show up on the detail list and the carpool list.
         

    • Cost
       

      • If registrants need to make payment for the event through your organization, check the "Cost" box. Note that if you want to list cost information even though people DON'T pay through your organization, you may still enter it and it will show up on the itinerary with a notation that payment is to be made outside of your organization.
         

      • Member Cost: Enter the total amount that a member needs to pay.
         

      • Non-Member Cost: Enter the total amount that a guest needs to pay.
         

      • Cost Includes: Note what the cost includes, for example, fees, GST, etc. You may format this content using HTML.
         

    • Voluntary Donation: IF your organization uses a Voluntary Donation model, you may enter the amount of the suggested donation for this event here.
       

    • Cancellation/Partial Attendance Statement: If you wish to include this type of note on your event details, enter it here. You may format this content using HTML.
       

    • Additional Notes: If you wish to include additional notes, enter them here. You may format this content using HTML.
       

  • When you're done entering all event details, save your event (see below for various SAVE options).
     

  • You may automatically add selected coordinators to your event.  When setting up the event, check the box to indicate you want to add them, and fill out the other information. (You must do this step in order for the coordinator to show up as an attendee, including having the event appear in their history, and have the other attendees show up under their "Event Buddies".)  If the coordinator is not to be added to the attendee list, don't check the box or fill out the info.
     

• Splitting Off a Second Group (Same Event)
  
  There are a couple of features on the web site which facilitate splitting off a second group. This is mainly used when an event gathers a large waiting list.  To use the web site to split off a new group:
   

  • Copy the existing event, changing any required details.
     

  • Before posting the event to the calendar, transfer the waiting list from the original event to the new event: Click Transfer Wait List in the Volunteers’ Area. Select the event to move the wait list from, and the event to move the wait list to. You may now post the new event to the calendar and add the coordinator, plus the desired number of people from the waiting list onto the new event.
     

  • If there is still a large waiting list left over, use Split Wait List to split the waiting list between the two events, keeping everyone in priority sequence.
     

• Promo Photo
  
  Use this screen (under Manage Events/Add/Edit Future) to upload a promotional photo for an upcoming event. This is the photo that will appear on the top-right of your event details. The recommended size for a promo photo is between 200 and 300 pixels wide - the web site won't automatically size the photo for you so you'll want to make it an appropriate size, and if you get it wrong the first time, you can fix it by uploading a new photo in a better size.
   

• Multi-Day Events
  
  If your event occurs on more than one day (ie. it runs from Friday 'til Sunday, or every Wednesday for four weeks), use the "Dates" screen to select all the dates that it occurs. This will ensure that the event is noted on your calendar for all of the dates. To do this:
   

  • Create your event normally
     

  • Click the "Dates" link on the Manage Events/Add/Edit Future page
     

  • Select all of the additional dates and save
     

When you have set up an event as 'pre-paid', the Treasurer will be able to record payments for anyone who has paid for the event. You can check who has paid under the "Coordinate Upcoming" page - click "Txns".
 

When you save your event, you can choose if you want to save the event as a DRAFT ONLY or if you want to post it DIRECTLY to the calendar. Saving it as a DRAFT allows you to review the details and making any required changes before actually posting it.

When you decide to post the event to the calendar, you may be given the option of sending notifications to subscribing members

• If your organization has chosen to allow notifications for all events, you will always be given the option.
   

• If your organization has chosen to allow notifications only for events posted with short notice, you will be able to send notifications only if your event starts in the next week (or requires pre-payment).

* Note that it can take a while for all the notifications to go out. They are sent out in batches of 100 every fifteen minutes or so, starting with the newest people in your club/organization.
 

Knowing some basic HTML can help you in formatting your event Itineraries, Directions and Write-Ups.

• <P>  -  Is the paragraph tag. Used to create a blank line between paragraphs. Use <P> between the paragraphs to create the space.
   

• <BR>  -  Is the Line Break tag. Use at the end of the line to start a new line.  Very similar to <P>.
   

• <CENTER>Your text</CENTER>  -  Centers your text.
   

• Text formatting (bold, italics, warning)
   

  • <B>Your text</B> - Bolds your text.
     

  • <I>Your text</I>  -  Gives you Italic text.
     

  • <U>Your text</U>  -  Underlines your text.
     

  • <FONT CLASS=WARNING>Your text</FONT>  -  Creates red, bold text for warnings or important instructions.
     

• For event postings where you want to link your page to another site (opening on a blank/separate page), you can make it active by inserting a hyper text reference. It would look like: <A HREF="http://www.____________" target="_blank">message to show up in blue</A>. For more information, see Chapter 6 of Intro to HTML.
   

• For more information about HTML, see Introduction to HTML. The sections that will be most relevant to you are "Basic Text Structures", "Lists" and "Special Effect Tags".
   

• Here is a great online HTML Editor. Use it to create your itinerary, then use the directions provided to get your HTML code which you can copy and paste directly into your itinerary!

** Beware of sloppy HTML! If you don't create and close your HTML tags properly, although the page may look ok in IE, other browsers are not as forgiving with correcting your mistakes for you and your page may end up looking awful or hard to read. For example, if you use the tag but you don't put the closing tag exactly as (maybe you put or instead), on IE, your red bold text will still end in the right place, but people viewing the site with Firefox, Safari, or other browsers will see everything from that point on also in red. If you're not sure if your HTML is set up right, try viewing your event page in a browser other than IE (or get a friend to do it).**