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 (Josh)
   1. That is this document.
   2. 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 (Josh)
   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 (Nate, Tyler, Ken)
   1. Currently Paypal, and currently a PITA to setup for each event
5. A process for handling events/registration/recurrence. (Nate, Tyler, Ken)
6. A process for automating submission to multiple outlets, ie: Wordpress, Facebook, Google Calendar (Nate, Tyler, Ken)

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
      1. Online via the page for that event
      2. In store via cash/credit/check (set up on Square)
      3. ???
   2. Posting to internal sources:
      1. AHA Google Calendar First (Doesn't require images, payment, registration, etc.
      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
7. Day of, but prior to event
   1. Staff should have some way of knowing that an event is happening that day (Assuming we are open)
   2. Space should be cleared / cleaned up
   3. Any people using the space where the class will be held should be notified that an AWESOME event is happening that is SO awesome they might have to move.
8. During event
   1. Someone should be able to take money and point people to where the workshop is.
   2. Someone else (teacher/leader) should be able to handle people once they have paid.
9. After the event
   1. Can we get feedback from the people who attended it?
   2. Can we get feedback from the teacher/organizer?
   3. Can we provide feedback to the teacher/organizer if appropriate?