COC Coordinator Manual

Completing Your Event

• Waivers
  Members accept an online waiver when they register for an event, but coordinators still have to collect hard-copy waivers for all guests attending events. On a fairly regular basis (ie. once/month... ok, at least once/year), submit the waivers to Michelle P. Please mail waivers in (withhold the cost of postage from donations you've collected):
  Michelle P
  Calgary Outdoor Club
  1111 Memorial Drive NW
  Calgary, AB, T2N 3E4
  Please do NOT include donations or any other stuff (ie. event payments) in envelopes bound for the legal coordinator or the treasurer likely will not receive it in a timely fashion! Waivers and donations must be submitted separately.
   
• Donations
  On a regular basis (ie. once/month), donations should be submitted to our Treasurer, Michael K under one of the two following methods:
         1) Via Online Banking (ebanking) to treasurer@calgaryoutdoorclub.com.
  Don't forget to withhold the service fee that you will be charged for sending the payment, or
         2) Via Cheque to the following address:
             Michael K,
             Calgary Outdoor Club
             1111 Memorial Dr. NW,
             Calgary, AB T2N 3E4
  Don't forget to withhold the cost of postage.
  
   
• Photo Album
  Set Up the Photo Album in Fotki:
  1. Edit all your photos so that they're approximately 700x500 or 640x480 pixels (to conserve space on our photo server).
  2. Pick only the best photos, also to conserve space. Don't worry too much about this, but do make sure that you're not uploading several shots that are practically identical, unflattering photos or boring photos that no one from the event will care about. Try to keep it between 20-40 pics at the most.
  3. Find out the Event ID by clicking on the event on the web site. Event ID will be at the end of the URL in the Address box. For example: http://www.calgaryoutdoorclub.com/events/archivedetails.asp?eventid=239 is Lake O'Hara
  4. Log in to Fotki. https://secure.fotki.com/login
     • ID: calgaryoutdoorclub
     • Password: *info available for volunteers*
     Note that if you have problems accessing the features of Fotki, you can try the following fix:
     Go to Fotki login page (http://login.fotki.com)
     Enter your user name and password, then click on "Options" link below the Password field.
     Remove all check marks there and click Login button.
     This should help to eliminate such issues.
  5. Navigate to the appropriate sub-folder for photos. Note that the COC uses year and month sub-folders, so navigate to the correct year and month for your event.
  6. On the left nav you'll see an option for "Create New Album". Click that.
  7. Enter the event details:
     • Album Name - enter the Event ID (ie. 239)
     • Date - enter the date of the event
     • Album Description - enter the name of the event, plus the link to it in the club archives. For example, http://www.calgaryoutdoorclub.com/events/archivedetails.asp?eventid=239
     • Click "Create Album"
  8. Your new album will be added to the list. Find it, and click on "add photos".
  9. Add your photos (Alternate method using Fotki.exe):
     • Select your preferred method of uploading. We recommend the "ActiveX 3.2 (Internet Explorer for Windows)" one (and these directions are written for that one). If you get a prompt to download an ActiveX control, do it
     • In the "Add Photo" window, find the folder where your photos are in the upper pane.
     • Select the photos you wish to upload, and click "Add", then "Start Upload"
  10. When it asks you if you want to return to your album, say yes.
  11. If you want to enter titles, descriptions or comments for photos, you can scroll through the photos now using the 'Edit' link for each. Please make sure that if you use people's names that you use only first name, or first name and last initial (for security/privacy reasons).
  12. Note that if you try to upload a photo with a semi-colon ";" in the file name, Fotki gives you a message that the upload failed, but no further explanation. (The upload does indeed fail.)
  Alternate method using Fotki.exe:
  This method was recommended by a volunteer who finds this easier for uploading multiple photos than using the process described above.
  1. Once you have created your photo album, click 'add photos'.
  2. You will be given a choice of how to upload photos. If you have windows XP, the easiest and fastest way is to download Fotki.exe. file.
  3. Run the file once it has been downloaded.
  4. Now that the wizard is installed, from any Windows file folder you can click on the "Publish to the Web" link located in the "File and Folder Tasks" area of the file explorer. To upload photos, navigate to a folder and click "Publish this folder to the Web" or select the photos you wish to upload and click "Publish the selected files to the Web." (If you don't see 'Publish this folder to the Web' on the left side of your folder, go to Tools->Folder options, and click 'show common tasks in folders'. )
  5. Clicking "Publish this folder to the Web" will initiate the XP publishing wizard
  6. The wizard will then ask for you to select the photos you wish to upload. Verify that the files you wish to upload have been selected and click "Next."
  7. The wizard will then ask you where you wish to upload your photos. Select Fotki.com - it should be there if you have run the Fotki.exe file.
  8. You will be asked to log in, using the login, then you must choose the album name that you wish to use - it will be the event id number.
  9. Finally you will be asked if you want to resize your photos - they should all be a 640 x 480 format.
  10. The windows application will do the rest.
  Attach Photo Album to Event on the Web Site (see User Guide for information).
   
• Attendees:
  It is important for our records to accurately reflect who attended what event. Anyone who was not on the sign-up sheet should be added, and anyone who is on the sign-up sheet but did not attend should be removed.
   
  • Recording No-Shows
    If an attendee did not make a reasonable effort to inform you that they would not be at the event, please remove them and record a no-show, as per our Cancellation Policy.
     
  • Reversing No-Shows
    Occasionally, we will record no shows for people who did not attend the event, but for whom there were extenuating circumstances. If you are contacted within a reasonable amount of time after the event with a good reason for the no show, you may choose to reverse it.
    Please do NOT get bullied into reversing no-shows by people who do not have a good reason for no-showing. It is not fair to other coordinators, or club members, for people who chronically no-show to not be flagged as such. If someone is distressed about getting their first no-show because they didn't understand the policy, you may choose to assure them that a first no-show is simply a warning with no consequences instead of reversing the no-show. See our Cancellation Policy for more information.
    
    You may also wish to review the person's Registration History prior to making a decision. You can find this near the bottom of their Bio page and it will tell you how many no-shows the person has had, how many no-shows they've had reversed and so on. A number of reversed no-shows may indicate a pattern of talking (or bullying) their way out of no-shows and if you suspect this is the case then please do not reverse the no-show or follow up with the Exec and/or Issues team for input.
  
   
• Write-Up
  Enter your write-up, using HTML tags (see New Events for more information on HTML). Save your write-up and review it on the calendar to make sure it looks ok (edit as required).
  Write-ups are not required, but they are a nice-to-have.