Austomatic Emails From TTAT Server

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

Hi,

I changed the Event Coordination Document procedures to automatically send
emails to all members of the club in the following situations:

1. When an Event Coordination Document is created
2. When an event's status is changed from Pending to Confirmed
3. When the event coordinator finalizes the setup and teardown information, including
    choosing the setup coordinator, who is towing the trailer to the event,
    the setup time, and who is towing the trailer home from the event.

In order to effectively use these automatic communications, the Event Coordinator
should use these guidelines:

1. Create an Event Coordination Document for an event as soon as he starts
    working with the sponsoring organization's contact person and mark the event
    as "Pending."  The members will be alerted to the fact that we have a potential event.

2. Change the event status from "Pending" to "Confirmed" when the contact
    person and the TTAT Board of Directors have approved our
    participation in the event.  At this point, the Event Coordinator should
    have all of the information to complete the form.  If he doesn't have some
    of the information, he should work with the contact person to get the information
    before marking the event as "Confirmed."  He should set a "Proposed
    Setup Time" to allow the members to sign up for Setup.  Any member who signs up
    for Setup will be asked what is the earliest time he can be at the facility for setup.
    Also, any member who volunteers to tow the trailer to the event will be asked
    what time he can have the trailer at the facility.  The Event Coordinator can
    use these times to establish the actual setup time.

3. Once enough information is gathered in the document to finalize setup (i.e. one or
    more members have volunteered to tow the trailer to and from the facility, one
    or more members have volunteered to be the setup Fat Controller, and a consensus
    has been reached on setup time), the Event Coordinator should choose the member(s)
    towing the trailer to and from the event, choose a setup Fat Coordinator, and establish
    the time for setup.  Once this information is entered into the form, all club members
    will be sent an email containing this information.

Please let me know if you have any suggestions about the Event Coordination Documents
or if you encounter any problems in using the documents.

Thanks.


Ira