Eventmanagement

Important information about events

Everything can be entered to “events”, from regular meetings to the RTI meeting. Please consider carefully whether it makes sense to make an event visible to all or whether it is enough to publish it in a smaller circle. e.g.

  • Regular Tablers meeting > only for your own Table
  • Children’s party, duck race > possibly on district level; you can also invite the neighboring district via the district presidium.
  • Charter, AGM > RTD level

If every regular Tablers meeting is displayed RTI-wide, it will be impossible to keep track.

Which events are there and how do I create them?

There are 4 different events:

  • Announcement
  • Closed Meeting
  • Open Meeting
  • Sale

Depending on what you want to do, you can create your event.
Following you can find how to create an event:

  1. On the upper right corner, select “Admin”
  2. Go to “Event” on the left side menu
  3. All previously created events will be displayed
  4. On the right side, there is a box “Add event”

By clicking on it, you get a selection of all different options.

Announcement

Announcements are the simplest form of an event. They appear under Events and will be sent by email only if explicitly marked for sending.

  1. Select announcement
  2. Add a name
  3. If needed, add a description and/or a cover picture
  4. Select the event type

On the right side

  1. Enter a venue; you can also store different places that you use more frequently
  2. Starting time of the event
  3. End of the event
  4. Invite via email (option); only if you activate this option, invitations will be sent out in a later step via email
  5. Select “next” at the bottom right side

Sharing

  1. Option “Sharing”

Please choose carefully if you have to promote an event on a big stage or if the table/district level is sufficient.
Depending on what you choose, only your table can see the event, or RTI in extreme cases.

  1. Option “Invite”

If you have activated the option “Invite via Email” on the previous page, you can also enter the corresponding recipients here.
The highest invitation level is the whole table.
At the district level, the district president can also send your invitation, or you can contact other Tables directly by yourself.

Open Meeting

Open events allow different registration options.

  1. Select “Open Meeting”
  2. Add a name
  3. If needed, add a description and/or a cover picture
  4. Select the event type
  5. If needed, limit the availability of seats (e. g. 15 seats reserved for Octoberfest; first come, first serve)

On the right side

  1. Enter a venue; you can also store different places that you use more frequently
  2. Starting time of the event
  3. End of the event
  4. Start of registration
  5. Deadline for registration
  6. Select “next” at the bottom right side

Within the area “types” you can set various options and prices

Example 1:

  1. I will join for bowling and for dinner afterwards
  2. I will only join for bowling at 6pm
  3. I will only join for dinner at 8pm

Example 2:

  1. Whole Event: 50€
  2. Part of Event: 25€

Sharing

  1. Option “Sharing”

Please choose carefully if you have to promote an event on a big stage or if the table/district level is sufficient.
Depending on what you choose, only your table can see the event, or RTI in extreme cases.

  1. Everybody who can see the invitation, can also register for the event
  2. Invite:

Here you can add the needed email-recipients.
The highest invitation level is the whole table.

Reminder

  1. Choose the type of reminder you want to use. There is also a default reminder type. You can change the type of reminder under the advanced settings
  2. Depending on the selected type of reminder, all groups listed under “sharing” will receive invitation- and reminder-mails
  3. Finish

Advanced settings “events”

Not everything in the predefined settings fits your requirements?

What can you change for your events

Own reminder type:

  1. In the Admin menu in the lower left corner go to Advanced/Settings
  2. Select “reminder scheme” under “events”
  3. Select “new reminder scheme” in the upper right corner
  4. Add a clear name (e. g. “Reminder_DuckRace”)
  5. In the upper part, you decide whether an invitation, information and/or confirmation email is sent.
  6. In the lower area you determine how many reminder emails are sent.
  7. Save and select at the next event instead of the default reminder type.

Maintain frequent venues

(You can also add venues directly when creating the event, but here you can create all venues for future use)

  1. In the Admin menu in the lower left corner go to Advanced/Settings
  2. Select “venues” from “events”
  3. Select “new venue” in the upper right corner
  4. Add a name and an exact address
  5. When creating the next event, you can switch “use existing venue” to “yes” and select the venue
  6. A map will shown if you select the published event.

This post is also available in: deDeutsch (German)

Updated on 24. September 2018

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