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. After the event, the Volunteer will take a digital photo of the non-member waivers they have collected and e-mail them to firstname.lastname@example.org and keep the original copy in a safe place. Please see "Waiver" under "Membership" for more details.
See our Incident Reports process for information about submitting
an Incident Report if necessary for your event.
Set Up the Photo Album in Fotki:
Pick only the best photos - the ones that will be most interesting for visitors to the album. 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.
The event ID from the website will be needed in step 6 to set up your album.
Find out the Event ID by clicking on the event on the website. Event ID will be at the end of the URL in the Address box.
For example: https://www.calgaryoutdoorclub.com/events/details.asp?eventid=27534 is Mt. Hoffman
Navigate to the year and month sub-folder that corresponds to the date of your event.
Once you're in the correct folder, click "Create New Album".
Create the album and add photos:
Title - enter the Event ID (e.g., 27534 from above)
Password - leave blank
Drag-and-drop your photos into the album
After the photos have uploaded, above the album and under the Event ID, you will see "Click here to add album description" - click that
Copy/paste the event title (e.g., Mt. Hoffman) into the description
Attach Photo Album to Event on the Website:
While viewing your photo album, for example: https://public.fotki.com/calgaryoutdoorclub/2020/12/27621/, copy the album address from the top of your browser
On the COC web site, go to [Manage Events], [Coordinate Past]
On your past event, click "Photo Album"
Paste in the address of your album and click "Submit"
Accidentally put a password on the Album?
Log back in to Fotki
Find/view your album
Go to Album Properties (button at the top, looks like a gear)
Delete whatever is in "Access password" and [Save changes]
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.