2. Table of Contents Please make a note of the permission levels mentioned in this guide. This tutorial is aimed at Conference Committees and EBs. Please replace the information with your respective GN, Country or LC whenever applicable in the examples shown in the tutorial Creating An Event Promoting An Event Searching for Events Applying for Events Managing Event Applicants Assigning Conference Roles
4. 1. Creating an Event Events can be created by users in the Team Member and Team Leader Programme through the Team Member section under the submenu ‘Event Management’.
5. 1. Creating an Event Events can also be created by users in the Life Long Connection Phase through the Connect section under the submenu ‘Events’.
6. 1. Creating an Event To create an event, the following details need to be given: -Event Name (compulsory) -Description (compulsory) -Scope (being whether the event is Global, National or Local) (compulsory) -Location (compulsory) -Organising Committee (the team connected to the event) (compulsory) -Starting and Ending Dates of the Event -Editable Survey of additional questions as needed -Event Logo, if applicable Creating an Event
8. 2. Promoting An Event An event once created is automatically advertised in the Opportunities section. An event can be edited through the ‘Edit Event’ section. Applications to attend an event do not necessarily need to be opened at the time of creation of the event, but can be added later on and promoted when ready. Also, a team must be attached to an event, whether or not the team members have been selected. Event Promotion
11. 3. Searching for Events To look up an event, a user would need to go to the ‘Events’ feature. This can be found in the Events sub-menu in the Connectsection.
12. 3. Searching for Events Events can be browsed by looking for them via their scope, location and the year and month the event was held.
14. 4. Applying for Events Users can apply for events that are currently being advertised with a Start Date in the future. Applying for an event may be accompanied with filling in a survey if the event creator made one in the process of creating the event to help in shortlisting. Applying for Future Events
15. 4. Applying for Events Users can also add past events that have been created by search for the event with a date in the past and adding the event to their profile. Addition of the user may be accompanied with an approval process. Past events before 2010 can be added by a user in the Life Long Connection, otherwise all events after this, if occurred, need to be added by the a user in the current committee unless it is an Alumni Event. Adding Past Events
17. 5. Managing Event Applications When an Event is created, and users have applied for the event. The Event Team can use the ‘Manage Event’ feature to be able to shortlist other users for the event as well as give them roles. Shortlisting Event Attendees
18. 5. Managing Event Applications All applications for the Event can be viewed through the ‘Manage Event’ menu. Here, an Event Team Member can be able to shortlist members for a role in an Event. The shortlist process will entail the Event Team member undergoing a candidate review process (which would involve viewing the survey answers) and then selecting the people for the event roles by selecting ‘Approve’; rejecting people from the role by selecting ‘Reject’; or suspending the decision by selecting ‘Pending’ Shortlisting Event Attendees
19. 5. Managing Event Applications The user would then receive an alert that they have been ‘Approved’, ‘Rejected’ or ‘Pending’ for this Event. Shortlisting Event Attendees
21. 6. Assigning Conference Roles For users that have been Approved for an Event,the Event Team will have a worklist of all attendees in which they can assign roles. The role assignment will be viewable in the ‘My Events’ section of the users profile. Event roles include: -Chair -Delegate -Facilitator Roles for Event Attendees
22. 6. Assigning Conference Roles Roles can also be assigned to Organisations. On winning a deal, that involved conferences as a product, an account manager can assign the lead to an Event that they will be attending. Additionally, the same can happen for Partners as long as the Conference Deal is added in the partnership sales activity. To learn more on this, view the Partnership Management Guide. Roles for Event Attendees
