RE: TTAT Event Coordination Documents

["Allan Adelman" <aadelman@austin.rr.com>]

Ira,

Thanks for doing this.  :)

Allan

-----Original Message-----
From: ttat-members-owner@aoot.com [mailto:ttat-members-owner@aoot.com] On
Behalf Of Ira Schneider
Sent: Tuesday, August 02, 2011 11:09 PM
To: TTAT Members
Subject: TTAT Event Coordination Documents

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


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TTAT members reflector.