First Steps
Birding Wing Coordinator (currently Stacey Jazco) or Indoor Meetings Committee member submits a request and then emails the webmaster (currently Glenn Berry) with the details and photo.
Log in to the website as an administrator.
Open a similar event for comparison purposes and for copying boilerplate.
Add a new event in a separate tab.
Open Media in a separate tab.
If a featured image provided, insert Featured Image block after the Date and Time block.
Remove Event Price, Event Website, and Event Sharing blocks. This is an optional step as they are ignored if left empty,
Featured Image
Open the image provided. It is usually the wrong shape and size for a featured image that will appear in the event description, calendar, and event lists.
View the image on the desktop. Use Snip & Stretch to crop a landscape image between 600 and 1200 pixels wide. The Events Calendar does weird things when displaying larger images. Also, larger images waste online storage and slow down page views.
Save the snipped image with a meaningful filename and date.
Upload image to Media Library.
Set as the Featured Image in the new event. The block for Featured Image should have been added already.
Categories
Meetings, Members Only, Nature London
Boilerplate
“NATURE LONDON MEMBERS ONLY. HYBRID MEETING.” In red in a new paragraph before the event description. Also, as the first paragraph of the excerpt.
Current COVID and other heath warnings in an HTML block before the Event Organizer block.
Description
From the original note.
Excerpt
“NATURE LONDON MEMBERS ONLY.” As the first paragraph. This will appear in the calendar and event lists.
Usually the first paragraph of the description copied.
Title
From the input form.
Date and Time
From the input form.
Registrations for The Event Calendar
Limit registrations to 160 (60 at CGC, 100 on Zoom).
Start registrations about 4 weeks before the event. But first test the forms and emails.
Close registrations at noon of the day of the event.
Enable Multiple Venues or Tiers = ON
Use Custom Venues/Tiers = ON
Copy details of each venue from other event.
Enable waiting list.
Disable payments.
Note the 5-digit event number.
Chose the correct registration form and use indoor.meetings or birding.wing for the email.
List Event Attendees (deprecated)
Instead of maintaining a web page of attendees that is clipped by the coordinator, the webmaster will extract the needed rows and columns from the website and email them to the field trip leader after registrations are closed.
The revised process requires that the webmaster create a personal calendar entry for each event.
Reminder Emails
This step is hidden! Do not forget to use the default reminder message and schedule it for 3 days before the event to give people a chance to unregister when there is a waiting list.
Why not schedule a second email for the day of the meeting?