COC Coordinator Manual

Please see the Andwa Website User Guide for website How-To information.

Paid Events

Paid events are different and more complicated than regular events, but they don't have to be painful. Before setting up a paid event, please make sure you're familiar with our policies and procedures. In the past, the COC treasurer managed payment collection for events, but this was discontinued in 2009. Please review the information below carefully for complete instructions.

There are a number of different methods you can use to run an event in which attendees have to pay for something. Choose the method that will work best for your specific situation, and if you have any questions, contact the Volunteer Committee for assistance.
1) Pay at the door/venue - don't set this up as a paid event, just note in the itinerary how people will be expected to pay, and how much. Set the event up on the website:
- Enter "Member Cost" (and, if you're allowing guests, enter the same amount for "Non-Member Cost")
- In the "Itinerary", and the "Cost Includes" section, enter details about what the cost includes, and how/when people will be expected to pay.
2) People individually pre-pay the service provider i.e. if everyone has to register themselves for a diving course.
Set the event up on the website:
- Enter "Member Cost" (and, if you're allowing guests, enter the same amount for "Non-Member Cost")
- In the "Itinerary", and the "Cost Includes" section, enter details about what the cost includes, and how/when people will be expected to pay.
- We recommend, but don't require, that you set your maximum group size to "1" and register yourself, OR, set your cut-off date to a past date. Doing one of these things will "force" registrants onto the waiting list rather than the attendee list. Then, as you receive confirmation from people that they've paid the service provider, you can move them to the attendee list. This way you do not end up with a bunch of people "parking" their name on the event and then never following through on registering/paying with the service provider.
3) Attendees pay YOU directly. We recommend setting this event up the same as in #2 above. You should clearly spell out, in your event itinerary, your payment terms, including:
- The cut-off date for payment
- Where and how to send payment
- What forms of payment you will accept
- Refund policies (for before and after event cut-off)

Creating a new Paid Event: Prior to Event Cut-Off: At Event Cut-Off:

COC policy supports filling empty spots on a paid event on a "first paid first serve" basis, rather than our usual "first come first serve" basis to make it as simple as possible for you to fill your empty event spots after cut-off. Be sure to build enough slack into your timing to account for at least 20% of registered attendees not paying on time - this is just a fact of life. Don't leave yourself scrambling to find replacements!

Late Drop-Outs:
In the case where someone wishes to drop out of an event AFTER the cut-off date has passed, note the following:
 
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