Event Properties

Describing the Event

The name you choose is how the event will be referred to on your web pages. An event name should not contain a date since Self Signup Home and Admin Home show an event's date range automatically.

You can create self-signup instructions specific to your event if desired. If you do, there will be an "Instructions for this event" link at the top of its self-signup page.

After you create an event, you create its schedules, signup forms, messages, and reports. But because signup schedules are a rather specialized view of an event, you might want to also provide visitors to Self-Signup Home an overall description and timeline. To do so, use the Make Event Synopsis page.

Event's Phases and Start Date

When you create an event from scratch, you specify the number of setup days, public/during-event days, and takedown days that it has. However, the sum of these 3 numbers must not exceed a year. (On the other hand, the date of a planning activity can be up to 2 years before or after the start of an event).

All events have 1 or more public days — the days that people can attend the event. An Event's Public Start Date is the date of its 1st (or only) for-the-public day, and the dates shown for an event on Self-Signup Home and Admin Home are those of its 1st and last public day. Many events do not have whole days devoted to Setup or Takedown. But when they do, enter a value greater than 0 in those fields.

Notes:

  1. After creating an event, you use Make Signup Schedule's bottom-of-page links, its Insert Days setup action, or its Remove Days setup action when you need to adjust how many setup, public, or takedown days it has.
  2. To move an event to a different set of days, do an Update Event Properties and change its start date. This is a major change: changing an event's start date CHANGES ALL DATES ASSOCIATED WITH THE EVENT. Thus it is for postponements and the like. For example, if a snow storm postponed an event for a week, you could change the event's start date and send out an email announcement asking people to cancel their (now 1 week later) signups if they cannot do the activity one week later than originally scheduled.
  3. Changing an event's start date is not the way to create a new event like the original event. For that, you should use the Copy an Event dropdown menu on the Creating an Event page.
  4. Changing an event's start date is not the way to postpone just some of the activities in an event. For that, you should use Insert Days or possibly Select/Update specific schedule items — see Make Signup Schedule.

Event Staff

Staff Roles

You can provide the names of 1 to 3 people. Note that only someone in the people database can be identified. But you can register someone on the fly if necessary. If a staff person needs to modify the admin web pages, you must set the Admin privilege in her registration info. Otherwise you might want to consider giving her the Agent privilege instead.

PRESTO features related to the event chairs and the signups coordinator:

Setting 1st Chair Via a Signup

You can post the Chairperson job using the regular activity signup mechanism if desired. To do this, check the Set From Signup box. This will create a planning activity named Chair. Later when someone signs up for this activity, that person will be designated the event's chair. When this feature is used, the "What's Going On" table on Self-Signup Home shows whether the Chairperson job has been filled or not.

For some kinds of events, "chair" is not the best term for the chairperson role. For example, for a rotating party that has a different host for each party (i.e. each party is an event), "host" would be more appropriate than "chair". Similarly the default start date for the automatically-created activity, 2 weeks before the event, may not be appropriate now. To change these or other default settings, use Edit Activity and Edit Schedule Item.

Other Fields

A signup form is how people provide information when they signup (see the Make Signup Form page). Often many activities in an event have the same signup form. If that applies now, you might want to identify that form as this event's Default Form. This means that if an activity does not explicitly identify another signup form, the default form will be displayed when someone signs up for that activity.

Enter a Main Email Address if you have created an email address for your event and you want to be able to send announcements from it. Enter a Signups Email Address if you want to be able to send announcements from this address or if you want the self-signup page's "questions?" link to identify this email address instead of the coordinator's personal address. (Can be the same as Main Email Address if desired).

If the event's activity names include locations with a common theme (e.g. precincts at an election), enter it in the UI Term for Location field. This will cause Location to be replaced with theme (e.g. Grid per Location would become Grid per Precinct in the Layout of View menu).

Events that Repeat Frequently

A frequently repeated event is one that occurs quarterly or more often (e.g. a bi-weekly meeting). For this kind of event, you normally want people to be able to signup for 1 or more meetings in advance.

In practice, this means:

The Repeats Frequently checkbox is a convenience feature for making these things easy to do. If you check it, the latest instance of a meeting in Admin Home's Event Table will contain a Create Next link. When a meeting is over, click on this link, fill out the dialog box as described below, and then click on the box's Create button. This will create an event with the indicated start date (and the same name as before).

(Note: this feature does for whole events about what the Rolling Events feature does for days).

Using the Create Next dialog box

Identify the event to copy in the How to Create dropdown menu. Usually this is your latest meeting. But if your next meeting has an agenda that is similar to some earlier meeting, select that one to copy instead. See the next section for more on this.

Identify when your next meeting is via the Start Date field:

If you want to receive an email message when it is time to do the next Create Next command, enter a number in the Email Reminder? field.

(Note: the default reminder is automatically sent when you create the 1st instance of a frequently repeated event).

Management of Old Events

When you click on the Create button, existing events in the series are affected as follows:

*If an instance of a repeating event has a different schedule than usual, you may want to create a new meeting's schedule from it at some point. If so, set its stage to Completed. As implied above, this will prevent it from being deleted.