TTAT Event Coordination Documents

["Ira Schneider" <ira_schneider@iname.com>]

Hi,

The Event Coordination Documents were originally created to allow comminucation about
events to the club members.  I originally designed the documents as "one size fits all".
There was basically a single form of the document for all event types.  There were many
fields on the documents which did not apply to various types of events.

I redesigned the Event Coordination Documents so they are tailored to the event type.
I also made them more user friendly (I hope).

When you click on "Create an Event Coordination Document" you are now presented
with a choice of the type of event.  If you pick the correct event type, the document
you see will only contain fields for the information which is relevant to the event.

For example, if you select "Train Show", you will get a document which closely
resembles the original document - most fields are present.  If you select "Meeting",
you will not get any fields related to setting up or tearing down the layout.
If you choose incorrectly (i.e. you see fields in the document which don't apply
to the event), just use your browser's back arrow to return to the selection
page and select a different event type.

All documents now use a calendar facility which allows you to select one or more
dates for the event (some events are restricted to a single date).  You can now
set up a document for a single date, a weekend, multiple weekends, etc.
For example you can create a single document for an event like our downtown
holidy event, specifying all of the dates we will be running trains.  If the dates
change, you can add or delete dates when editing the document.

Also, there is a new facility to generate links within the document.  If you click
on "New Link", you will be presented with a choice of link types: map, web page,
preloaded file, or new file.  Map allows you to choose one of a set of MapQuest
maps for common venus (for example, Live Oad Civic Center).  Web Page
allows you to create a link to any web page (for example, the announcement
page for an event).  Preloaded File allows you to select a file (normally a .jpg)
which someone previously uploaded to the server.  New File allows you to upload
a file (again, usually a .jpg - a scan of an event's flyer or a floor map of the
event facility).  These links will be visible to anyone displaying the document.

You can define multiple links.  For example, the document can have links to
a map to the facility, the flyer for the event, and the floorplan of the facility.

I also streamlined the form used to indicate participation information.  This
form now only asks for data pertinent to the event.  For example, for a
meeting, it doesn't ask if you will participate in setup, teardown, or can
tow the trailer - it just asks if you will attend the event and allows you to
enter notes.

The forms are now dynamic - questions are added to them based on the
responses to other questions.  For example, the participation form will
only ask you if you can tow the trailer to the event if you indicate that you
will participate in setup.

I added a new set of fields to assist the event coordinator in scheduling
setup.  When the event is declared as confirmed, the form will ask
for a proposed setup time.  When the members indicate that they will
participate in setup, the form asks them what time they can be at the
facility for setup.  The event coordinator can then see these times and
set a final setup time shortly before the event.  At that time, the
field will change from a proposed setup time to an actual setup time.
Also, the event coordinator can choose from the people who have
volunteered to tow the trailer to and from the event and designate
the person who will actually tow the trailer.

The new forms have the capability of sending emails to all members
for certain activities (like creating a new document or an event
being changed from pending to confirmed state).  I will activate this
feature in the near future.

I have not converted the existing active documents (Temple, AMRE, and
the York trip) to the new format) so these documents will appear the same
as before.  All new documents will be in the new format.

If you have any questions about the new format of the documents (when
you try them out) or find any bugs in the process, please let me know
as soon as possible.

Thanks.



Ira