HOWTO: event coordination documents

[Steve Wise <swise@aoot.com>]

Hello Tinplate Trackers!

Below is an (edited) email that Ira sent a while ago describing the
club's on-line event coordination process.  I thought this would be good
reading for new members...

Steve.



--- snip snip ---

The Event Coordination Documents are are means of communication about events which the
Tinplate Trackers of Austin Texas are participating in.  These documents are all stored in the
members area (http://aoot.com/ttat/private/) of the club web site.

To get to the members area, click on "Members area" on the left side of the club web site
(http://www.trainweb.org/ttat/).  When prompted, enter the user name as "tinplate" and the password
as "trackers".

To access an event coordination document, just click on the name of the show (for example,
"SAMRA Jan 28-29 Live Oak").

The Event Coordination Document is created by the show coordinator and added to by
the members.  The first part of the document contains general information about the event,
like name of the event, dates and times, location, size of the layout, etc.  The show
coordinator will update the document as this information changes.  For example, the set up
time is often not finalized until about a week before the event.

The second part of the document contains information which the individual members
supply about their participation in the event.  All club members are listed indicating either
when they will be participating (set up, first day, second day, teardown), they are not
attending, or they haven't indicated their participation.  This section also lists the
members who have volunteered to tow the trailer to or from the event and who
volunteered to be a Fat Controller during the event.  The event corrdinator is responsible
for assigning jobs (i.e. trailer towing and Fat Controllers) from the pool of volunteers.

When an event is approved by the board of directors, every member should go to the
event coordination document and indicate his expected level of participation.  If your plans
change, you can easily update the document to indicate your changes.

To indicate your participation, click on the "Participate" button at the bottom of the form.
You wil then be presented with a form on which you can indicate your participation.

If this is the first time you are entering data for an event, just fill in the form and click on the
"Enter" button.  If you want to update your information, select your name at the top of the
form and click on the "Retrieve" button.  The form will be filled in with your current participation
information for that event.  You can make any necessary changes, then click on the "Enter" button.

For practice, please look at the document for the SAMRA Train Show and enter your level
of participation.



Ira