Edmonton Outdoor Club - New Coordinator Info

• Before coordinating for us, we ask that you have attended at least five EOC events, and provide a referral from someone on our volunteer team (perhaps the coordinator of an event you've attended) who can vouch that they think you'll do a good job of coordinating. For your first few events, the Volunteer Coordinator, Jason L, will assist you in setting up your event, and may pair you up with an experienced volunteer who can help out (depending on the nature/complexity of the event). Your "job" is to learn, do the event, and decide if you want to become more involved as a club volunteer.
• Choose an event. Whenever possible, the event should be something that you’ve completed yourself at least once.
  1. If you pick something that we've already got in our database you do not have to do the research involved to determine the event details - we can copy the existing event. Use our Event Suggestor to see what events we have in our database.
  2. If you want to do something that isn't in our database, you will need to gather the following information to set your event up:
     - Carpool location (if applicable), and directions (if not a commonly-used EOC carpool location)
     - Carpool meet time or event meet time
     - Location of the event and directions for how to get there and find the group.
     - Distance from Edmonton to the event (round trip, kms)
     - Difficulty rating (easy, easy to moderate, moderate, moderate to difficult, difficult)? Rate the event according to the EOC Rating System. Note that to coordinate a "moderate to difficult" or "difficult" event, you must be an experienced/trusted EOC volunteer. Exceptions may be made with extenuating circumstances.
     - What ages will you take on the event (all, 13+, 18+)
     - Do you want to allow dogs on the event?
     - What is the length of time to complete the event and/or the distance to complete the event?
     - Are there any fees that must be pre-paid for the event? If so, advise the EOC Volunteer Coordinator, Jason L, who will help determine the registration cut-off date, and advise on the process for these events.
     - Does any equipment need to be rented for this event? Questions about equipment? Send them to safety@edmontonoutdoorclub.com.
     - What are attendees recommended to bring with them?
     - What are attendees required to bring with them?
     - Itinerary, description of event, links for more information/photos.
• Chose the date and time of your event.
• E-mail your event idea to our Volunteer Coordinator, Jason L. They will advise when your event is posted to the web site.
• After the event is set up, you will receive e-mails when a person registers, adds their name to the waiting list, or removes themselves. You will also receive an e-mail from the web site two days before your event telling you to send out the reminder e-mail.
• On the day of your event, show up at the appropriate carpool/meet place. Make sure you arrive before the scheduled meeting time, and have your attendee list with you (available under "Coordinate", "Upcoming Events"). If your event is a social event in town, you do not need to worry about waivers or donations. If your event is out-of-town, your volunteer helper will meet you at carpool, and will have the detailed attendee list (including emergency contact information), the carpool list, and spare waivers. They will organize the carpool, as well as collect waivers and donations.
  During Your Event
  - Lead the event
  - Act as an Ambassador for the club. Make sure new members, especially those out for their first time, are included and made to feel welcome. Be available to answer questions and take suggestions (which can always be passed along to the appropriate club Officer)
  - Make any adhoc decisions to be made. Make sure decisions consider safety and enjoyment of all participants.
  - Ensure no one gets separated from the group.
  - During the event, be the "go to" person, if anyone has any questions or if there are any problems or injuries, etc. Remember to contact emergency teams at 911 or a park ranger, etc., if there are any injuries that need to be attended to. (Carry the appropriate emergency contact information on you during the event).
  - Take photos if you have a camera
• The day after your event, you will receive an e-mail asking you to finish off your event. Please log-in to the web site and use the "Coordinate", "Past Events" page to:
  1. Update your attendee list - delete people who did not attend. If they notified you, simply delete them from the list. If they did not notify you, please use the delete/no-show button.
  2. Enter a write-up.
  3. E-mail your attendees with a follow-up e-mail (template provided).
  4. If you have photos to submit, please send them in to photos@edmontonoutdoorclub.com, including the name and date of your event. You will have the ability to add your own photo album when you get your star.
• After you've done approximately three events, if you'd like to do more, we can add you as a Club Volunteer, at which point you will have access to post your own events, and will be expected to manage your own coordination activities. We have extensive assistance and documentation available to you as you become more familiar with our processes.