Where possible choose a short, yet descriptive activity name. If templates have been saved, they can be located and imported into the form using the drop down icon associated with the name field, or at the Event Manager 'Saved' list.
Here you can choose if the event will be held on or offline. The activity form reconfigures based on you selection. Where online is selected, venue and location fields are replaced with Broadcast location, and you will need to complete the 'How to Join' field.
You can post one-off, repeat or multiple date events.
● One-off events start at the Start Date and Time. An 'End Date' is not required, unless the event will run for more than 24 hours.
● Repeat Daily events start at the Start Date and Time and repeat daily till the 'Last or End Date. Each event must run less for less than 24 hours. A maximum of 48 events (days) can be selected.
● Repeat Weekly, Fortnightly, Monthly events start at the Start Date and Time and repeat at the selected frequency till the Last or End Date. Even though an event may run for several weeks for more, no more than 3 days in any single week can be selected.
● Multiple Dates lets allows you to select the dates the event will run on from a calendar. Even though an event may run for several weeks, no more than 3 days in any single week can be selected.
Page followers are automatically invited to each event when it is created, the exception being where contact folders have been setup at Manage Contacts. In this case, an additional form field appears, allowing organisers to select which folders receive activity invitations. This may be beneficial if contact or membership lists need to be managed separately.
To invite others to an event, use the activity page Invite and Share tools.
At the Registrations field, you can direct people interested in your event to register on the activity page, offsite with a third party, or make registration optional.
Group members are automatically invited to each event when it is created, the exception being where contact folders have been setup at Manage Contacts. In this case, an additional form field appears, allowing organisers to select which folders receive activity invitations. This may be beneficial if contacts or member lists need to be managed separately.
To invite others, use the activity page Invite and Share tools.
The following fields are optional.
(a) Restrict Numbers - Only available if attendees register on the Activity page.
(b) Attach Documents - Compatible files are: word, page, pdf, jpg, png.
When it comes to describing an event, the more detail you can provide, the better. This may also assist with the approvals process as events with little or no meaningful content may not be approved.
Some things you may like to cover are;
● A general overview of the event
● What attendees can expect
● Any associated costs or fees
● Personal items required to participate
● Guidelines, rules and punctuality
● Registration process and if optional
● Health, wellbeing and Insurance
If organising an online event, you need to include instructions on how to join the webinar or room at the 'How to Join' field.
The venue and location fields are also replaced with 'Broadcast Location'. This location is used to determine an events start/end time at other geo-locations, it is very important to make sure the Broadcast location is correct, otherwise members may not see correct the start time at there location.
Keywords are words that describe the event, they help members locate the event on and off the Community Meets website. For example, if you are in Melbourne and organising a bush walk, you might enter the following words:
● Bush Walking, Bushwalking, Bushwalking Groups, Melbourne Bushwalking Groups, Bushwalking in Melbourne.
Be sure to separate keywords using commas.
For offline events, enter the name of the venue where the activity will take place. If there is no venue, enter a location that best matches the activity location and add further instructions at the description field.
For offline events, enter the address where the activity will take place; that address will be posted on the activity page and used to generate an activity map. If an address or location is not available, consider using a nearby meeting point, with a selectable location and providing further instructions at the description field.
Activity images are compulsory, ideally they should help members quickly ascertain the nature of the event when browsing the what's on list.
When uploading an image, the maximum file size is 8MB. In some cases, images may be cropped or stretched if image dimension are not compatible with our container sizes. If this occurs, you may need to upload a new image.
After completing the activity form and prior to posting an event, there is a summary of the key details. If the details are correct, you can save the template and post the event.
Templates can be imported back into the activity form at 'Activity Name' field or Event Manager 'Saved' list, allowing you to recreate your favourite events in seconds.
When posting recurring or multi date events, due the creation process there will be a delay before some or all events are published and/or marked on the activity calendar. Please allow several minutes for this to finish. By refreshing the page, you will be able to check on the publishing process.
To edit a single event, select 'Edit Activity' from the activity page tools menu. You'll then be able to edit its details in the activity form.
To edit all events associated with a recurring or multi date event, this must be done at the Event Manager 'Scheduled' list. There you can use the edit icon to import details back into the activity form. Changes made here apply to all associated events, verses a single event.
When an event is updated or cancelled, only members that have registered or who following the event at the Community Meets activity page will be notified. Where registration takes place offsite, changes or cancellation are not notified.