VROC Coordinator Manual

Completing Your Event

• Waivers
  At your earliest convenience, record waivers that you've collected on the web site. On a regular basis (ie. once/month), submit the waivers to Karin S. For more information see: Waivers. Please mail waivers in (withhold the cost of postage from donations you've collected):
  Karin S
  
  ,
  Please do NOT include donations or any other stuff (ie. event payments) in envelopes bound for the legal coordinator or the treasurer likely will not receive it in a timely fashion! Waivers and donations must be submitted separately.
   
• Donations
  On a regular basis (ie. once/month), donations should be submitted to our Treasurer, Karin S. If you wish, you can send donations in via Online Banking (withhold the service fee) to treasurer@vancouverregionaloutdoorclub.com. If you wish to send in a cheque, withhold the cost of postage, etc, and mail the donations directly to the Treasurer. If you do not have the Treasurer's mailing address, please contact them to get it but note that the address is NOT to be shared with club members and club members' event payments will NOT be accepted via the Treasurer's home address.
  Please do NOT include donations or any other stuff (ie. event payments) in envelopes bound for the legal coordinator or the treasurer likely will not receive it in a timely fashion! Waivers and donations must be submitted separately.
   
• Photo Album
  How to upload your photos to PicasaWeb Album
  
  Help VROC get the most out of our album space. Please resize your photos. Like most free web albums Picsaweb has space limitations, therefore resizing your photos to a smaller size is required so that VROC can put as many events as possible onto this site.
  
  For easy and quick instructions on how to resize your photos please contact the Photo Administrator and ask for detailed step by step instructions.
  
  First step is to open your web browser and go to picasaweb.google.com
  Sign into VROC's photo album:
  Picasa user name: vroc.photos
  Picasa password: vrochikes
  (*please note: the album account may change yearly depending on remaning album space. If the album is full, please check back here for the new album user name and password.)
  
  Once you are signed in you can now then create a new album. At the top of the main box click "create a new album".
  
  Next you will need to name your album in the "Title" field. Also enter the Date of the trip, Description of the event should included the event number (see web link for the reference to the event number - ex http://www.vancouverregionaloutdoorclub.com/events/archivedetails.asp?eventid=306 - Event # is 306), and Location of where the photos were taken. For everyone to be able to view your album you must set the Visibility to "keep as public".
  
  Once the details are completed, click "Continue".
  
  Now you are ready to "Add photos". At the top left of the main box click "Add Photos".
  
  Now you will need to find your photos on your computer or memory card. Select all photos you wish to upload... by highlighting them all.
  
  Tip, if you want to only select certain photos you can use the "Ctrl" function to select individual photos. Click on the first pic you want. Now, hold down the [Ctrl] key as you click your next choice. For subsequent choices, be sure to hold down [Ctrl] when you click, if you forget (and let go of [Ctrl]), the previous choices will cancel out.
  
  Once all the desired photos are selected click "Open".
  
  Once all your photos are added click "Upload". Your photos will then start to upload to the album. Depending on the number of photos, the size of each photo and the speed of your Internet connection this may take a few minutes.
  
  To edit your album to add photo descriptions, tags, etc. the "Edit" drop down menu has several options to allow you to complete these tasks. Choose your desired option.
  
  To add personal comments to each photo you can either click "Captions", under the Edit menu, and do them all in one view or you can click on the individual photos and click on "add a caption" at the bottom of the photo and enter them as you scroll through your album.
  
  Type your caption then click "Save Caption".
  
  You can also edit or delete your comments from here as well or go into the "Edit" menu and then select "Captions".
  
  After your completely done with your album and you are ready to share it, simply highlight and "Copy" the link in the address bar or email the album to yourself where you could also copy the link from. This will allow you to add your album to our website, etc. If you do not have access to the website for that particular event please email your link to photos@vancouverregionaloutdoorclub.com and we will add them for you. If there is already an album started for that event please add your photos to that album instead of creating a new album as there is only the ability to add one link to each event.
  
  To add more photos to an album, simply click the album you wish to add to and click "add photos".
  
  Please do not edit or delete other members photos within the album(s).
  
  If you experience any technical issues please email to photos@vancouverregionaloutdoorclub.com.
  
  For visual instructions go to: http://moorethoughtsbysam.blogspot.com/2010/09/how-to-upload-your-photos-to-picasaweb.html
  Attach Photo Album to Event on the Web Site (see User Guide for information).
   
• Attendees:
  It is important for our records to accurately reflect who attended what event. Anyone who was not on the sign-up sheet should be added, and anyone who is on the sign-up sheet but did not attend should be removed.
  
   
  • Recording No-Shows
    If an attendee did not make a reasonable effort to inform you that they would not be at the event, please remove them and record a no-show, as per our Cancellation Policy.
     
  • Reversing No-Shows
    Occasionally, we will record no shows for people who did not attend the event, but for whom there were extenuating circumstances. If you are contacted within a reasonable amount of time after the event with a good reason for the no show, you may choose to reverse it.
    Please do NOT get bullied into reversing no-shows by people who do not have a good reason for no-showing. It is not fair to other coordinators, or club members, for people who chronically no-show to not be flagged as such. If someone is distressed about getting their first no-show because they didn't understand the policy, you may choose to assure them that a first no-show is simply a warning with no consequences instead of reversing the no-show. See our Cancellation Policy for more information.
    
    You may also wish to review the person's Registration History prior to making a decision. You can find this near the bottom of their Bio page and it will tell you how many no-shows the person has had, how many no-shows they've had reversed and so on. A number of reversed no-shows may indicate a pattern of talking (or bullying) their way out of no-shows and if you suspect this is the case then please do not reverse the no-show or follow up with the Exec and/or Issues team for input.
  
   
• Write-Up
  Enter your write-up, using HTML tags (see New Events for more information on HTML). Save your write-up and review it on the calendar to make sure it looks ok (edit as required).
  Write-ups are not required, but they are a nice-to-have.