EOC Coordinator Manual

General Info
Getting Started
General Club Information
Business Cards
Emergency Numbers

Policies
Coordinator Policy Reference
Commandments
Safety Policy

Volunteer Team
Helping Others
Training
Banning Someone
Member Notations

Event Management
Choosing Your Event
Setting up Events
Paid Events
Modifying Your Event
Cancelling An Event
Managing Upcoming Events
Running Your Event
Completing Your Event

Volunteer Newsletters
2011/01/26
2011/02/24
2011/04/29
2011/06/09
2011/11/22

Completing Your Event

  • Donations
    On a regular basis (ie. once/month), donations should be submitted to the Treasurer.  If you wish, you can send donations in via PC Banking (withhold the service fee) to treasurer@edmontonoutdoorclub.com. See our Event Donation policy. If you wish to send in a cheque, withhold the cost of postage, etc, and mail the donations to:
    Donna M
    7708 181 St NW
    Edmonton, AB, T5T 1Z7
     
  • Photo Album:

    If you have photos to share of your event, you have two choices for how to share them:
    1. Send them to our Photo Historian as e-mail attachments. If you choose to do it this way, that is simple. Just fire off an e-mail with your photos attached. The Photo Historian will set up your album, attach it to your event, send out a notification to your attendees, and put your photos into our archive for posterity and for photo award eligibility.
    2. Post them yourself. If you choose to do it this way, please be sure to carefully follow the process below so you're not accidentally creating additional work for the Photo Historian for them to clean up mistakes.

        Process for posting your own photos:
        1. Set up the Photo Album in Fotki:
          1. Select the photos to post - try not to post too many photos or too many duplicates. Make sure you consider what people are going to want to view. If possible, upload your high-res photos so that people can download and/or purchase the good quality versions.
          2. Find out the Event ID by clicking on the event on the web site. Event ID will be at the end of the URL in the Address box. For example: http://www.edmontonoutdoorclub.com/events/archivedetails.asp?eventid=2019 is Folding Mountain and Fiddle Peak
          3. Log in to Fotki. https://secure.fotki.com/login (contact the Photo Historian or Volunteer Coordinator to get the log-in credentials if you haven't got them)
          4. Go to the "Albums" area
          5. Navigate to the appropriate sub-folder for photos. Note that the EOC organizes photos by year, so navigate to the correct year for your event.
          6. On the left nav you'll see an option for "Create New Album". Click that.
          7. Enter the event details:
            • Album Name - enter the Event ID (ie. 2019)
            • Date - enter the date of the event
            • Album Description - enter the name of the event, plus the link to it in the club archives. For example, http://www.edmontonoutdoorclub.com/events/archivedetails.asp?eventid=2019
            • Click "Create Album"
          8. Your new album will be added to the list. Click it, and click on "add photos" on the left nav.
          9. Add your photos:
            • Select your preferred method of uploading. If you're unsure, but you know you're using Internet Explorer, we recommend the "ActiveX v3.2 (Internet Explorer for Windows)" one (and these directions are written for that one). If you get a prompt to install an ActiveX control, do it
            • Navigate in the tree structure in the left pane to the folder where your photos are located on your computer.
            • In the "Add Photo" window, find the folder where your photos are in the upper pane.
            • Select the photos you wish to upload, and click "Add", then "Start Upload"
          10. When it asks you if you want to return to your album, say yes.
          11. If you want to enter titles, descriptions or comments for photos, you can scroll through the photos now using the 'Edit' link for each. Please make sure that if you use people's names that you use only first name, or first name and last initial (for security/privacy reasons).
          12. Note that if you try to upload a photo with a semi-colon ";" in the file name, Fotki gives you a message that the upload failed, but no further explanation. (The upload does indeed fail.)
        2. Attach Photo Album to Event on the Web Site (see User Guide for information).
        3. Submit your Photos to the Club Archive: We thank you very much for submitting your own photos to the web site, however, we still want the photo's in the club archive. After you've set up your photo album, please ALSO send them in an e-mail to the Photo Historian so that they get added to the archive and are eligible for photo awards. In your e-mail, make sure you tell the Photo Historian that you've already submitted your photos to the web site so that no confusion or duplicate effort ensues. For example, 'Dear Photo Historian: Attached please find my photos for EOC Event 2019. Note that I have already posted these photos to the web site and am now submitting them in to the club archive'.

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  • 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. See Completing Your Event in our Web Site User Guide for "How To" information.
     
  • Deleting Registrations
    If an attendee made a reasonable effort to inform you that they would not be at an event, simply remove them from the list.
     
  • Recording No-Shows
    Please be sure that you are familiar with our Cancellation Policy and please follow the policy accurately - recording No Shows when and if applicable. See the Cancellation Policy Interpretation Guidelines for complete information.
     
  • Write-Up
    Click on "Write-Up" under "Coordinate" - "Past Events".
    Before entering your write-up, check the "Who Attended" box to make sure it is accurate. If it is not, please update the list of attendees before continuing.
    Enter your write-up, using HTML tags (see Basic HTML for more information). Save your write-up and review it on the calendar to make sure it looks ok (edit as required).
    Write-ups are not required. Some events, like dinner, are not eventful enough to require a write-up!
     
  • 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 they contacted the directors and after discussion about it with the executive, a reversal is deemed reasonable, the directors will then advise you to reverse the no show. There may also be circumstances in which you would just decide to reverse a no-show (for example, if you gave it by mistake).
    To reverse a no show, click "No Shows" under Member Reports. A list of recorded no shows will appear, and the far right column will have a "reverse" option for all no shows that you have recorded. Find the no show you wish to delete and click "Reverse".
     
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    *Coordinator Manual Last Updated 2013/08/06 by Rhonda Scheurer