Event Planner

The Event Planner provides you with powerful tools to administer registration of attendees and volunteers, sending announcement emails, volunteer management and recruiting help, and even printing name tags.

Event Planner 101

Planning an event often requires the same administrative tasks, performed over and over again. EventPlanner was created to assist clubs with the time-consuming tasks associated with running a successful event.
Promoting the event and mailing out invitations tends to be the source of much of the stress facing service clubs today, especially if mailing addresses or email addresses are not readily available.
EventPlanner will help you construct an invitation and be able to email it to all club members, club presidents of other clubs, and other users of your site. They can register online, which means you don't have to flood your inbox with registrations. ClubRunner helps your club keep a centralized guest list, rather than rely on separate lists compiled by different members. And it gives you a snapshot of the guest list at any time.
You can even email all registered attendees automatically, without worrying about their email addresses.
EventPlanner also houses a volunteer management facility, where you can define tasks that need to be done prior to or during the event, and send out requests for help. People can then book themselves into the allotted slots, thus giving you a snapshot at any point in time as to what slots are still empty. Emailing all your volunteers can also be done automatically.
Lastly, don't forget the name tags! Because you have your list of attendees nicely compiled on ClubRunner, it can generate an electronic copy of all the name tags on Microsoft Word format, ready to print directly from the browser!
Plan your next event with EventPlanner, and let it do all the work for you!

Create a New Event

To create a new event:

Login and go to the Admin tab.
Click on Edit Events.

Can't access it? You need to be granted the proper access rights. Contact your club president or appointed Site Administrator and ask to be granted Editor rights.

Click on Add New Event, located at the top right.
Type in the Name of the event, and a description of the event under Event Detail (no need to specify date and location, those will be entered separately).
If you have an image for the event, click on the Browse button and select the image file from your computer.
Enter the Event Fee.
Enter the Event Date and Time.
Type in the Location. This is the descriptive name of the venue.
Type in the Address. Make sure to make it in the format: # Street Name.
Specify a Captain for the event. This is necessary for the "reply-to" email when you send out the invitations.
If you want the event captain to be emailed with each registration, change the selection of Email the captain every time someone registers? to Yes.
If you don't want to accept online registrations, change the selection of Allow online registration? to No. This will display your event on the home page but not display a link for members to register.
If you don't want your event to appear in the bulletin, change the selection of Show In Bulletin? to No.
If you don't want your event to appear in the District event calendar, change the selection of Show In District Event Calendar? to No.
Click on Save.

Note: You may want to check that the map displays properly. This is covered in the next help page.

Edit the Details of My Event

To edit details of your event:

Login and go to the Admin tab.
Click on Edit Events.
Click on Edit next to your event.
Modify any part of the event.
Click on Save.

Troubleshoot Problems with My Map

To check that your map is displaying properly:

Click on the Events tab.
Click on your event name.
Click on Map. This will open up a new window displaying your venue.
Check that it is correct.

If your map is not displaying properly:

Login and go to the Admin tab.
Click on Edit Events.
Click on Edit next to your event.
Check if there is a spelling mistake in the street name.
Check if part of the address is missing, such as the province or city.
Check if you have entered the address under Location rather than Address.

If this does not solve your problem, contact ClubRunner Support at .

Manage Registrations

Send an Announcement Email To My Members

To preview your event invitation:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on View Announcement Email. This will open up a new window and display a sample of what your recipient will get.

Send an Announcement Email To All Club Presidents You can send an announcement of your event to all club presidents in your district. The email will contain a listing of that club's members in a sign-up format. If the member is already registered, it will be indicated on the email.

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Send Invitation To Club Presidents.
To preview what the email will look like, click on Show Email located to the very right of each club.
Click on Return
Check off the box at the very left of each club you wish to invite.

Tip: If you do not see the checkbox, that means that the president does not have an email specified in his/her profile.

Scroll down to the bottom of the page and click on Send Email To Selected Presidents.
You will get a confirmation message. Click on OK.

See Who Has Registered For My Event

To view your list of registered attendees:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on View Registered Attendees (Detailed). This will open up a new window and display a listing of the attendees, grouped by club.

Notice that if there are guests registered you will find the name of the member that registered them next to their name, under the column "Invited by".

To see a summary of how many attendees registered in each club in your district, click on View Registered Attendees (Summary).
To view an alphabetical list of attendees, click on View Alphabetical List of Attendees.

Tip: To print any of these lists, click the Print icon on your browser, or choose File -> Print.

If you are ready to send your invitations:

Go back to the event services (follow first 3 steps above).
Click on Send E-Mail to Selected Members.
Expand each list by clicking on the Plus Sign. Check off people who you want to receive the invitation.

Tip: Press the Check All button to check everyone in the list.

Click the Send button.

You will invariable come across some members that do not have access to the Internet, or had trouble registering.
To register someone from your club:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Register Attendees From My Club. This will bring you to a page with a listing of all your club members, and an accompanying "Book" or "Cancel" button.

Press the Book button next to the person you wish to register. This will send that person a confirmation email saying that they are registered along with details of the event.

To book a guest for that person:

Click on the Book Guests link next their name.
Type in the guest's first and last name.
Click on Save.

To register someone from another club:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Register Attendees From Other Clubs.
Choose the club from the drop down menu, and press Next.
Press the Book button next to the person you wish to book. He or she will receive a confirmation email right away with the event details.

To book a guest for that person:

Click on the Book Guests link next their name.
Type in the guest's first and last name.
Click on Save.

Communicate With My Attendees

To send an email to all registered attendees:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Send Email To All Attendees.

Type in your email Subject.
Type in the Body of your message.
Expand the list of recipients by clicking on the Plus Sign. Check off the attendees you want to receive your message.

Tip: To select all the attendees, press the Check All button.

Click on Preview if you wish to see what your message will look like.
Click on Send.

Print Name Tags

ClubRunner can generate a Word document of all the registered attendees, in a nametag format, ready to print. To do this:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Prepare Name Tags.

Click on Generate. This may take a few minutes depending on how many names it has to generate.
Once the page has refreshed, click on View. This will display the Microsoft Word document inside your browser.

Tip: You can modify this document in your browser if you wish.

To print, put the label sheet in your printer, and click on File -> Print.
After it has printed, press the Back button on your browser to return to ClubRunner.

Events With Volunteers

Define Volunteer Tasks

You can define volunteer tasks that need to be done, and ClubRunner will help you fill the needed slots. Once you create a task, you can create sub-tasks, or break down the task into time slots.
To create a volunteer task:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Tasks & Volunteers Management.

Click on Add New Task at the top right.

Type in the Task Description. This is the main task type (e.g. Setting Up, Clean Up, Registration).
Press the Select... button and choose the member from your list of club members.
Click on Done.

If that member has their phone, email and fax specified in their profile, you will see their information appear in the subsequent fields. Otherwise, you may want fill them in manually or ask them to update their profile.

Click on Save.

Now that the task is created, you need to specify the time slots (or sub-tasks) and how many volunteers are needed for each.
To add a time slot or sub-task:

Click on Add New Time Slot at the top right of your task.

Type in the Description. This is the specific task (e.g. set up tables, prepare centerpieces, arrange chairs).
Type in the Date for when that task is scheduled.
Type in the Start Time for that task under 'From'.
Type in the End Time for that task under 'To'.
Type in the Number of People needed for that task.
Click on Save.

Request Volunteer Help

You can request help in three ways: From the District, from other clubs in your district, and from your members.
To request help from the District:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Request Help From District.

Click on the Plus Sign to expand each list. Check off the people you would like to request help from.

Tip: To check all members of a list, press the Check All button.

Uncheck the box next to Send a copy of this email to myself if you don't want to receive the email.
Click on Send.

To request help from other clubs in your district:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Request Help From Other Clubs.
Click on the Show Email to preview the email that would be sent to the club president. If you wish to send that email to the specific club selected, scroll down and press Send.
To send this email to all the presidents in your district, return to the main Request Help page and click on Send Email To All Presidents, located at the bottom of the page.
Click on OK.

To request help from your club members:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Request Help From My Club.
Click on the Plus Sign to expand the Member and Other User lists. Check off the people you would like to request help from.

Tip: To check all members of a list, press the Check All button.

Click on Send.

Booking Volunteers Online

To book a volunteer for a task:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Tasks & Volunteers Management.
Click on Volunteers next to the time slot or subtask.
Click on Add New Volunteer.

If this person is a member of your club:

Choose the member from the first drop down list.

If this person is a member of another club:

Press the button that says A member of another club.
Choose the club from the drop down list below that.
Select the member from the drop down list next to the club.

If this person is not a member of your organization:

Press the button that says Not a member.
Type the volunteer's name underneath that.

If the volunteer you just specifed is a member of your organization and has his/her phone, email and fax numbers specified in their profile, you will see this information below. Otherwise, fill these fields in manually.
Click on Save.

View a List of Volunteers

To view a list of all the volunteers for a particular event:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Tasks & Volunteers Management.
Scroll down and click on Volunteer Summary located at the bottom of the page.

If you need to print this page, you can click on the Printable Version at the top right, then print the new page.

View a Summary of All Tasks

To view a list of all the tasks needed for a particular event:

Login and go to the Admin tab.
Click on Edit Events in the Website Manager section.
Click on Services next to your event.
Click on Tasks & Volunteers Management.
Scroll down and click on Task Summary located at the bottom of the page.

If you need to print this page, you can click on the Printable Version link at the top right, then print the new page.

After the Event

Thank the Volunteers

To send an email to all volunteers:

Login and go to the Admin tab.
Click on Edit Events.
Click on Services next to your event.
Click on Send Email To All Volunteers.
Type in your email Subject.
Type in the Body of your message.
Expand the list of recipients by clicking on the Plus Sign. Check off the volunteers you want to receive your message.

Tip: To check all the volunteers, press the Check All button.

Click on Preview if you wish to see what your message will look like.
Click on Send.

Delete the Event

After the event has finished, you need to delete it from the system to avoid confusion and free up space.
To delete an event:

Login and go to the Admin tab.
Click on Edit Events.
Click on Delete next to your event. You will see a page of all the event details as a confirmation.
Click on Delete.

Register Through The Invitation Email If you received an invitation by email for an event, and you wish to register yourself online, follow these steps:

Click the Register Online link at the bottom of the email. This will open a webpage called "Member Login".
Type in your Password.

Tip: If you do not know your password, click on "Forgot your password?", enter your last name and email address, and click Get Login Info. You will need to repeat the above steps.

Once your password is entered, press Login.
Click on Register Me. You will receive a confirmation email with the event details.