Events

Establishing an Event Process

So you want to run an event at / with AHA?

This document will help!

Well, it will, when we fill it with stuff.

Observation: We run events at AHA, but there is no clear path to submitting, promoting, running, etc. There is no established guideline for doing so. This document here seeks to fix that.

Needs

1. Feel free to attach your name if you can help out with this!
2. A documented process for events
   1. Josh is looking into this
   2. That is this document.
   3. Eventually this should be split into two documents:
      1. One for people who wish to run an event
      2. One for people who handle the processing of events
3. A submission form
   1. This has been created, now we need to:
      1. Clarify who the event staff are that this will notify via email
      2. Clarify the process that event staff follow once they have been notified.
         1. This partially depends on the following items being resolved. But we shouldn't wait until then.
4. A process for handling payments
   1. Currently Paypal, and currently a PITA to setup for each event
   2. Nate, Tyler, and Ken are currently looking in to this
5. A process for handling events/registration/recurrence.
   1. Nate, Tyler, and Ken are currently looking in to this
6. A process for automating submission to multiple outlets, ie: Wordpress, Facebook, Google Calendar
   1. Nate, Tyler, and Ken are currently looking in to this

The Process

1. Someone wants to submit an event, they should have:
   1. A Name for the Event
   2. A Date and Time for the Event
      1. Check the AHA Google Calendar to find open slots
   3. A Description
   4. Your contact Information
   5. General Requirements of Attendees
   6. General Requirements of AHA
   7. Min. and Max. # of people you can handle attending
   8. How much money AHA should Charge
2. Once that's all figured out?
   1. Submit the event to AHA!
3. This submits the form to AHA Event Staff
4. Event staff should review this posting for
   1. Possibilities of double scheduling
   2. Working out any monetary issues, ie:
      1. Is the teacher being compensated?
      2. Do materials need to be purchased?
   3. Is AHA available to fulfill any requested requirements?
5. A confirmation email from AHA Staff should be sent to the individual within 48 hours.
   1. This should include any questions that may need answering
6. Once all major questions have been resolved, the event should get posted, this may involve a series of steps. This process is being examined for possibilities of automating
   1. Setting up payment processing method
   2. Posting to internal sources:
      1. AHA Google Calendar
      2. AHA Website
      3. AHA Facebook Page
      4. AHA Facebook Group
      5. AHA Mailing List
      6. AHA Monthly Mailing Notice
   3. Posting to external sources, ie:
      1. Arborweb
      2. Craigslist
      3. Meetup?
      4. Mlive
      5. Observer
      6. AA Family Website
   4. The teacher / leader of this class or workshop should be involved in the promotion of it. Ideally to communities that are more specifically related to the event.
   5. Posting to physical media
      1. Monthly Event Listing print outs
      2. Fliers / posters if appropriate