New Events
Create A Draft Event
- Copying an Existing Event
- Setting up From Scratch
- Splitting Off a Second Group (Same Event)
- Promo Photo
- Multi-Day Events
- Events which require a Liquor Licence
Post Event to Calendar
Basic HTML
Create A Draft Event
When you first set up a new event, whether you're copying an existing one, or starting a new one from scratch, the event does not go onto the calendar immediately. You can work on the event details until you're satisfied that everything looks ok, and then post the event to the calendar.
- 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.
- Find the event you want to copy under "Manage Events (Future, Past, Cancelled)" in the "Volunteers' Area".
TIP: To easily find an event you want to copy, use the search function on your browser. When you're on the events list page, go to "Edit" and select "Find (on this page)". Enter a word you're looking for (ie. "Grotto" if you're looking for Grotto Canyon). Hit [Enter] and Voila! It takes you to the first instance of "Grotto" in the list. Use the "Find Next" button if you want to find more instances of it (ie. if the first one you found wasn't what you were looking for).
- Click "Copy" to copy the existing event's details to a new event.
- When the event details page appears, you may update the details. You will automatically be selected as the organizer. Don't worry - you are not changing the OLD event at this point.
- Click "Save Event to Database".
- See Setting up from Scratch for how to finish setting up your event.
- Using your "Signup Member" link, add the event coordinator(s) to the event (assuming they will be attending the event themselves, which should be the case 99% of the time).
- Setting up From Scratch
- Splitting Off a Second Group (Same Event)
Although there was a time in our past where we actively encouraged coordinators to set up second groups in order to accomodate waiting lists, our policy as CHANGED and we no longer encourage this, in fact we actively DISCOURAGE it in order to minimize our footprint on any one area at a time. If you still want to set up a second group, be sure to set it up AT LEAST ONE HOUR apart from the original group.
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 accomodate as many people as possible who want to go out on our events.
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 "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.
- Promo Photo
- Find this functionality under "Manage Events (Future, Past, Cancelled)" in the Volunteer Area of your left nav.
- Upload a "Promo" photo for an upcoming event (appears in the top-right corner).
- PLEASE ENSURE THE PROMO PHOTO YOU ARE USING IS OWNED BY YOU. DO NOT USE ANY PHOTOS FROM THE INTERNET TO AVOID BEING SUED FOR COPYRIGHT INFRINGEMENT.
- Make sure your promo photo is no wider than about 225 pixels (otherwise it messes up the whole page).
- Use "Browse" to find your promo photo on your hard drive and "Submit" to upload it.
- View the event details and/or archive to make sure the promo photo looks ok
- Note that, as an additional measure to protect the club from image copyright infringement, your promo photo will be removed the day after the event.
- Multi-Day Events
When your event occurs on more than one day (ie. it runs from Friday 'til 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
- Enter all of the additional dates on the screen provided (do NOT enter your start date again)
Note that for multi-day events we generally do carpool slightly differently from day trips. We usually assign travel companions ahead of time, inform people of who they're traveling with and let them decide where/when they're meeting rather than have everyone meet at one location. Note that people often sign up for these kinds of events with someone(someones) they know, so take that into consideration when determining carpool arrangements.
- Events which require a Liquor Licence
For events where the coordinator is required by law to obtain a Special Event Liquor Licence, the coordinator shall at their expense, obtain Special Event Insurance and provide proof of insurance to the Executive before posting the event. The cost of the Insurance may be passed on to participants as part of the event cost.
Post Event to Calendar
When you have your event all set up and are satisfied that all the details are accurate (use your "Vw Dtl" link to check everything), you can post your event to the calendar.
- Click on the event name in the list to modify it
- Scroll to the bottom of the page
- Select "Active - Show On Calendar" and whether you want to send notifications to members who have subscribed to receive notifications about that event type.
- NOTE that we recommend not posting a weekend event more than a week in advance. We have had a lot of issues in posting events far into the future. Often, you will get a rush of people sign up for the event and then gather an enormous waiting list. As the date of your event draws near, people on the list will pull out at the last minute (ie. when they get the five-day automated reminder, or your two-day reminder e-mail). You must then take people from the waiting list in order, but most of the people who were first on the waiting list have long since forgotten and/or made other plans - the only people who are still genuinely interested are the last ones on the waiting list. This causes a lot of unnecessary admin and grief for you, and results in events going out with considerably less than their posted maximum, which is unfortunate for those at the bottom of the waiting list who would have gone. If you wish to set events up in advance for your own planning purposes, you can do that and keep the event in draft format without posting it until closer to the actual event date.
- Return to the COC home page and confirm that the event appears on the calendar
- Note that it can take a few hours for all the notifications to go out... this is run behind-the-scenes by a "batch job" that sends only 100 notifications at a time for website performance reasons.
Basic HTML
See the Website User Guide for some instruction in Basic HTML.
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