Setup Information in Event Coordination Document

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

Hi,

There is a feature in the new Event Coodination documents to assist the
Event Coordinator in establishing the setup time.

When you create the document (especially if the status is "Confirmed"),
you should fill in the "Proposed setup time" field with the date and time
you think we can set up the layout.  This may just be a wild guess
(like "Friday at 5:00 PM").  It gives the members a target to shoot for.

When the members fill in their participation information, if they sign
up for Setup the document asks them for the earliest time they can
be at the facility for setup.  Also, if a member signs up for setup, the
document asks if he can tow the trailer to the event.  If he says yes,
it then asks him how early he can have the trailer at the facility.

Around a week or so before the actual event, the Event Coordinator can
look at the document and look at the participation information.  It will
show all of the members who have volunteered to tow the trailer to
the event and the times they say they can have the trailer at the
facility.  It will also show all of the members who have signed up for
setup and the times they can be available for setup.  The Event
Coordinator can they pick the person to actually tow the trailer
to the event and establish a setup time based on when the members
(and the trailer) can be there.  He can then fill in the "Actual setup time",
choose the member who can tow the trailer to the event at the
established setup time, choose the member who can be the setup
Fat Controller, and choose the member to tow the trailer home.

Once this information is filled in, the document processor automatically
sends an email to the members announcing the setup and teardown
information.

Please use this feature and let me know if you have any suggestions to
improve the process.

Thanks.


Ira