COC Coordinator Manual

Getting Started

• When you become a volunteer with the club, you will be given access to some additional functionality on the web site, specifically related to managing your event data. When you log in to the web site, you will notice some new nav options: at the top of your left nav, some new options that you use to perform your volunteer duties; at the bottom, lots of information and reports, including this Coordinator Manual.
   
• New volunteers may be given a mentor who will be their first point of contact for questions and assistance as they get ramped up. If you have 'bonded' with a specific volunteer, let the boss know, and as long as that volunteer is experienced and willing, we will pair you up with them. Otherwise, the Volunteer Coordinator will be your mentor.
   
• Your photo and bio - we'll be posting a photo and bio of you on our Volunteers page. You will generally be asked for a photo and your bio before you get your star. If you want to change your photo or bio at any time, e-mail them in to the Volunteer Coordinator. Sorry but you don't have access to change these things directly yourself.
  • Photo: The photo is important for people to recognize you at an event - especially new people who may still be shy about attending a club event with a bunch of strangers. Please submit a photo that we can cut a clear, recognizable head-shot from (please don't crop it yourself - people tend to crop a rectangle, where we need a square). The photo should be in an outdoor setting, and if at all possible, should not include sunglasses, hats, helmets or anything else that impedes recognition.
  • Bio: The bio is important for people considering signing up for your event - we try to include information about your coordination style to help them determine if your events will be a good fit for them. You may write your own bio, or you can answer some questions and the Volunteer Coordinator will write the bio (or farm it out). If you'd like to have the bio written for you, send the answers to some/all of the following questions to the Volunteer Coordinator:
    1) How long have you been in Calgary?
    2) Where did you live before and what brought you to Calgary?
    3) What are you outdoor interests?
    4) What are your other interests?
    5) What do you do for a living?
    6) What kinds of events do you think you'll coordinate for the club?
    7) What are your events (ie. hikes) like as far as pace? Are you a fairweather outdoors person or a determined die-hard?
    8) Do you like to explore and go on side trips, or stick closely to your planned itinerary?
    9) Anything else you can think of that may help people understand what to expect when considering one of your events.
  
   
• Glad you got your star? Would you rather use a different picture instead of a star? Go to the Change Preferences page to pick a different picture. Don't see what you want on the list? You can send in the one you want to webmaster@calgaryoutdoorclub.com to get it added to the list. Note that it must:
  1) be on a white background
  2) scale WAY down so that it is still recognizable at 12x12 pixels
   
• Managing Your Events: You are now responsible for managing your own event data. This includes:
  • Setting up your new events, and modifying your event details if/when required
  • Entering write-ups for your events
  • Setting up your photo albums and attaching them to your events. Note that our photo historian, Blanka/Hong/Mitko/Pat/Ken/Marg/Laurel, can help with any questions, or with performing these duties for you, although, be aware that their time is limited and the more we do ourselves, the less any one volunteer's work load is.
  • Managing your waiting lists
  • Maintaining your attendee list after an event is completed
  • Recording annual waivers you collect for events