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Coordinator
Checklist
(Any of the active
links may be clicked on
for more help)
- Choose
an event.
When you are deciding what event you would like to coordinate for
Heritage Builders (HB), you may:
- Choose one from a list of ideas that need
coordinators.
These events may be viewed on the Registry calendar. Go to "List
Reports;" select "Events Requiring Coordinator;" and fill in Start and
End dates (i.e. 8-1-07 and 5-31-08). You will see the events needing
coordinators on the calendar and you may read more information about
those events.
- Find an event that we've done in a past year that
could
be repeated. Or,
- Come up with your own idea.
- Assign yourself as coordinator,
(click
here for help)
Assign yourself as a
Coordinator of an
event.
- Choose an event from the event list that you
would like
to coordinate.
- Click on "Assign Coordinator"
- Choose "Sign-up to Coordinate an Event"
- Click "Submit Query"
- Your name should be the only name in the "Assign"
box.
- Click on drop-down arrow to select the event you
have
decided upon.
- Click "Submit Query"
- Screen should come back with message "Success -
Assignment Applied to Database.
if you chose option a (above). If you chose option b or c then proceed
to the next step.
- Work out the details. Click
here
to read HB Event Guidelines.
Heritage Builder's Rules and
Policies
- There
shall be at
least two adults present at all classes, workshops, and activities. One
of the adults must be a HB parent. [To help the instructor with the
class and also help in case of an emergency situation (e.g. if a child
becomes ill or injured, etc.)]. You may arrange with one parent in
advance of the first class/workshop/fieldtrip and, at the first class,
ask others to sign up as volunteers for subsequent weeks, if
applicable.
- There needs to be at least one adult posted in the
hallway during bathroom breaks and/or transition times. At the
conclusion of the event, please check bathrooms for orderliness.
- If you have a drop-and-go class, you also need to
have
all parents leave an emergency (i.e. cell phone or family member)
number where they may be reached during the class. Students under 5th
grade should be dropped at the classroom door and picked up at the door
by a parent or older sibling.
- Regardless of age, ALL students must check in with
coordinator upon arrival.
- For classes that involve a teacher that is teaching
for
profit, a teacher contract must be filled
out and submitted
to the Event Manager by Newsletter deadline.
- To insure the good behavior of our students and
their
respect for the teacher, please take a minute at the beginning to
explain your expectations to all participants. Also, introduce the
teacher/instructor formally to encourage respect.
- If you are suddenly unable to attend your event,
please
make arrangements for another adult to be your substitute and provide
them with all necessary information and money. Send an e-mail to events@hbhe.org
telling who your
substitute is, as well.
- Pick
a date and time
(If you are using an event already on the calendar, make sure the time
and date suit you. If you need to change the date, find an open day and
contact
Events Team
for approval.)
- Choose and reserve a
location.
Procure Your Event Location
- If your event requires you to reserve a
location,
consider the number of anticipated participants and/or maximum allowed
in the room.
- Some facilities require a refundable deposit
and/or
maintenance fee. Check with the contact person for the most current
policy.
- Below is a list of possible locations. You may
use
other churches or libraries, just try to keep the location within a 10
mile radius of Brownsburg.
- When scheduling the time, be sure to allow for
set-up
and clean-up times.
- When filling out the meeting room request for
the
Brownsburg Public Library, please list an event description or title on
the Organization and Purpose. Example: Heritage Builders - Drama Class.
- Figure the
cost
Figure Cost per Person
- Event income should cover all event expenses.
When
figuring the cost per student or adult, be sure to consider all costs:
tour fee, copies, supplies, teacher/speaker fees, location rental, etc.
- Try to use free locations when possible.
- Ask your contact at the company if they are
supplying
handouts to the group. If so, will they copy them in advance or will
they give you a master in advance to copy and hand out?
- If it is your responsibility to copy, include
approximately 4 cents per page.
- The treasurers have pre-paid copy keys for the
Brownsburg UPS Store.
- When scheduling at a location that requires a
fee,
divide the fee by the anticipated number of attendees. For example, if
you are scheduling a Show-n-Tell Party at a church that requires a $40
maintenance fee and you are anticipating 20 students, the cost per
student for the event would be $2 for location, plus $__ for snacks,
plus $__ for prizes/games, etc.
- Save all receipts and submit them to the
treasurers. Click here for a "Request for Funds" form
to mail
in to the treasurers.
- If you need help with estimating costs, contact
events@hbhe.org.
(if applicable).
- Decide what age group the event is for.
- Determine your minimum and maximum group size. If
you
have questions about any of these details, contact Events Team.
- Enter
information into the online registry
(click
here for help).
Updating an event you are
assigned as
coordinator or Inserting a new Activity.
- Go
to "Select
Activity",
- Click on drop-down arrow to select your event in
the drop
down menu,
- Click on drop-down arrow to select "Update",
- Click "Submit Query."
- You will be given the "Update Event Information"
screen.
Please fill this out as completely as possible. This info will be used
to generate the newsletter. To enter a date you must click on the date
box to receive the calendar icon and choose the date on the calendar.
- After all the info is entered, process by clicking
on
"Update Event" at the bottom of the screen.
- To insert a new activity, click on drop-down arrow
to
select "Insert" instead of update in step "c". Please fill this out as
completely as possible. This info will be used to generate the
newsletter. To enter a date you must click on the date box to receive
the calendar icon and choose the date on the calendar. To be able to
update an inserted event you "must" click on the drop-down arrow beside
"Would you like to coordinate this event?" and select "Y".
- Click "Submit Query" to process the info. If you
forget
to click "Y" to the question "Would you like to coordinate this event?"
follow instructions from number "10" above, "Assign yourself as a
Coordinator of an event" and choose the newly inserted event.
- Watch for message(s) at the top of the screen to
confirm
that your information was processed completely and without error.
Another insert screen will appear and you may begin to insert another
event. To view or update an event that has been inserted go back to
step "a" above.
- To copy an event that has been inserted (you must
be
assigned coordinator of the event first), go back to steps "a- e" above
to the "Update Event Information" screen and next to "Number of Event
Copies" click on drop-down arrow to select an amount and then next to
"Create Event Copies" click on drop-down arrow and select "Y". You may
also need to change the number of occurrences at this time for classes
and such.
- Click on "Update Event" at the bottom of the
screen.
- When you receive the "Copy Screen" select the copy
date(s) under Event Dates, click the white box beside each if you want
the event(s) to be in Proposed Status (to allow sign ups as
coordinators) and click the white box under Copy Coordinators if you
want the current coordinator(s) to be copied to the new copied
event(s).
- Click "Submit Query" to process the info.
- These new "Copied Events" may then be individually
updated by an assigned coordinator by going back up to step "a" above.
You will
either be "Updating
an Event" or "Inserting a new Activity."
IMPORTANT! Steps 5 and 6 should be completed no
earlier than
4 weeks before the Mass Registration in which your event is open for
registration! Registering your family too early will cause billing
errors.
- Test the registry information
by
registering your family now instead of waiting for mass registration.
Your family members attending the event must be registered. Change
"Maximum is Firm" field to "N" on your event. This will allow you to
register outside of the mass registration dates. Be sure to change the
field back to "Y" after registering. It is important that you don't
skip this step so you can make sure that everything works correctly.
- Change the status from
"Active" to
"Completed" in the registry.
- Check on your event DURING and AFTER
mass
registration.
- Make sure the minimum has been met.
- If your event has a wait list, determine if your
maximum can be increased or an additional session added. (Contact the System Admin
to do
this.)
- Check "Amount Due" under "Single Activity
Sign-Ups" to
see that the dollar amounts are correct. (Contact the System Admin
if
there are discrepancies.)
- After the payment deadline, print a
final list of
the participants to take with you to the event. NO
REFUNDS WILL BE GIVEN. If a person cancels it is her
responsibility to sell or give away her spot. The e-news may be used to
do this.
Countdown to the Event
- Two
weeks before
money is due: (if applicable) request a check from the HB
treasurer.
- Two weeks before the event:
confirm
location (check library reservation) and any other details. Make sure
you confirm the event with any hosting organization, class teacher, or
other individuals involved in the event.
- One - two weeks before the event:
send a
reminder email through the
HB e-news. If any changes have been made since registration, include
this information. Click here
to see how to
format an e-news submission.
- On the BIG day: arrive
20 minutes prior to
event time. Bring a printout of people registered. Bring payment if
necessary. Click
here
Heritage Builder's Rules and
Policies
- There shall be at least two adults present at all
classes, workshops, and activities. One of the adults must be a HB
parent. [To help the instructor with the class and also help in case of
an emergency situation (e.g. if a child becomes ill or injured, etc.)].
You may arrange with one parent in advance of the first
class/workshop/fieldtrip and, at the first class, ask others to sign up
as volunteers for subsequent weeks, if applicable.
- There needs to be at least one adult posted in
the
hallway during bathroom breaks and/or transition times. At the
conclusion of the event, please check bathrooms for orderliness.
- If you have a drop-and-go class, you also need to
have
all parents leave an emergency (i.e. cell phone or family member)
number where they may be reached during the class. Students under 5th
grade should be dropped at the classroom door and picked up at the door
by a parent or older sibling.
- Regardless of age, ALL students must check in
with
coordinator upon arrival.
- For classes that involve a teacher that is
teaching for
profit, a teacher contract must be filled
out and submitted
to the Event Manager by Newsletter deadline.
- To insure the good behavior of our students and
their
respect for the teacher, please take a minute at the beginning to
explain your expectations to all participants. Also, introduce the
teacher/instructor formally to encourage respect.
- If you are suddenly unable to attend your event,
please
make arrangements for another adult to be your substitute and provide
them with all necessary information and money. Send an e-mail to events@hbhe.org
telling who your
substitute is, as well.
to read HB Rules and Policies for events.
After the Event
- Please
send a written
thank you note to the speaker or tour guide. If applicable, you may
also want to send a note to the church to thank them for letting us use
their building.
- If you took pictures, you may email them to hbpictures@hbhe.org
for consideration
to be put on the HB website.
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