EOC Coordinator Manual

New Events

Create A Draft Event

• 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. Event data is club property and is to be shared openly - feel free to copy events in the database, and expect others to copy your event data. (Event Data Policy
  1. There are a few different ways to find the event you want to copy: Scroll through our calendar or event list, or use the Event Suggester or Event Search features.
  2. Click "Copy" to copy the existing event's details to a new event. There are often "Copy" links offered in event lists (to the right), or even right at the top of the Event Details page (for volunteer use only).
  3. When the event details appear, you may update the details (esp the date and coordinator). Don't worry - you are not changing the OLD event at this point.
  4. Save the event (you will have the option of posting it directly to the calendar, or keeping it in Draft mode for later).
  5. See Setting up from Scratch for how to finish setting up your event.
• Setting up From Scratch
  • Enter all the event details:
    1. Your cut-off date controls a couple of things: after the cut-off, people will not be able to add themselves to the list, only to the waiting list. People also can't remove themselves from the list via the web site - they have to phone/e-mail you to notify you that they're dropping out. Set your cut-off date according to your own preferences, but also be mindful of our Cancellation Policy and how it may affect people who wish to attend your event. For paid events, you need to set your cut-off date well in advance of when you need to buy tickets, pay for reservations or whatever.
    2. You can [CTRL]-[CLICK] to select more than one event coordinator (organizer).
    3. Fill out directions to the event - be as detailed/explicit as possible, and try to include details for how to recognize you at the event.
    4. Difficulty Rating: Please rate your event in context of other EOC events (not according to guide books or your personal ability to complete an event). See our Difficulty Ratings page for complete information.
    5. Dogs: If you wish to allow dogs, make sure that they are allowed at the event location. Check this box to indicate that dogs may attend. Make sure you are familiar with our policies about dogs on events, including carpool costs when a dog takes up a carpool vehicle spot (on our Rules page).
    6. Itinerary: Fill out the itinerary with a description of the event. Include details from your research of the event if appropriate.
    7. Required and Recommended items to bring: the checklist link is added under "Recommended" automatically so there is no need to add a link yourself.
    8. If there is a cost associated with the event, fill out the cost details as necessary. Include details of what the price of the event covers. See Paid Events for more information, and for how to calculate the total cost.
  • Choosing a carpool location: Generally speaking, we try to select a carpool location that is:
    - Within Edmonton
    - Easily accessible via transit
    - Near the direction that the group will leave the city to get to the event.
    What carpool location to use is, ultimately, up to the coordinator, and all we ask is that you try to make it as accessible as possible, provide very clear directions on how to get there, and provide transit directions when applicable.
  • Items with Grey Labels are not required (you don't have to enter that information); those with Black Labels are required (you will have to enter this information before you can save the event).
  • In the "Directions", "Itinerary", and other text block fields, use HTML tags to format your text.
  • You can view the details of the event as they will appear to members by clicking the title for your newly created event. Did your event disappear from the list? Perhaps you forgot to update the date to a future date. Check under the Cancelled (Past) area.
• Frequent Contacts
  We have a number of service providers that we use repeatedly. For your convenience:
  
  1. The Billiard Club, often used for socials, including our Anniversary Party. Current contact is:
     Bryan Schmidt, General Manager, The Billiard Club
     C:780-504-8970
     O:780-432-0335
     F:780-433-3460
     E-Mail: bryan@thebilliardclub.com
  2. City of Edmonton for booking picnic sites (for example, for our summer BBQ):
     Web Address: http://ereg.edmonton.ca
     ID (barcode): 760974
     PIN: 430467
• April Fools Events
  You are welcome to post April Fools events and let your creative juices run wild. We do have two requirements for these events:
  1. Please set the Event Type to "Social". The web site grants people access to other members' contact information after they've attended two or more NON-SOCIAL events. This is for privacy reasons - we don't want to give stalkers and murderers access to people's contact info just for signing up for a free internet membership. Since social events are excluded, we can safely set up fake events as socials without erroneously assigning "credit" to any stalkers or murderers who sign up for our April Fools events.
  2. Please set the Difficulty Rating to something less than "Moderate to Difficult". The web site tracks attendance of the more difficult events and gives people a warning the first couple of times they sign up for things at the higher levels. We don't want people who attend our fake events to erroneously get credit for attending a difficult event and then the web site doesn't give them the appropriate warning when it really counts.
• Splitting Off a Second Group (Same Event)
  At times, our events may get a large waiting list. We sometimes split off a second group with a different coordinator and different start time in order to accommodate as many people as possible who want to go out on our events. Note that EOC policy is to allow two of the same event on a day (off set by at least an hour), but not three events. If there are already two events to do the same thing, please choose a different location or activity. (Multiple Events Policy
  If you want to split off a new group:
  Copy the existing event, changing the relevant details. Post your event at least an hour off from the original.
  Before posting the event to the calendar, transfer the waiting list from the original event to the new event: Click "Xfer Wait List" in the Volunteers’ Area. Select the event to move the wait list from, and the event to move the wait list to.
  If there is still a large waiting list left over, use a href="http://www.edmontonoutdoorclub.com/member/portal/officer_split_waitinglist.asp">"Split Wait List" to split the waiting list between the two events, keeping everyone in priority sequence.
  Add the new coordinator to the new event, and then add the Waiting List folks to the new event
  Post the event on the calendar.
  Please do NOT transfer or split waiting lists for a different event - many people do not want to be signed up for something else automatically. Please use it only if you're setting up the same event for the same day.
• Multi-Day Events
  When your event occurs on more than one day (ie. it runs from Friday until Sunday, or every Wednesday for four weeks), you can set up a multi-day event. To do this:
  Create your event normally.
  Click the "Dates" link on the Manage Events page.
  Select all of the additional dates on the screen provided.