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Event Management
Choosing Your Event
Setting up Events
Paid Events
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Paid Events
Paid events are different and more complicated than regular events, but they don't have to be painful.
Before setting up a paid event, please make sure you're familiar with our policies and procedures.
There are a number of different methods you can use to run an event in which attendees have
to pay for something. Choose the method that will work best for your specific situation, and if you
have any questions, contact the Lead Volunteer Coordinator, Karin S,for assistance.
1) Pay at the door/venue - don't set this up as a paid event, just note in the itinerary how
people will be expected to pay, and how much. Set the event up on the web site:
- Enter "Member Cost" (and, if you're allowing guests, enter the same amount for "Non-Member Cost")
- In the "Itinerary", and the "Cost Includes" section, enter details about what the cost includes, and how/when people will be expected to pay.
2) People individually pre-pay the service provider ie. if everyone has to register themselves
for a diving course.
Set the event up on the web site:
- Enter "Member Cost" (and, if you're allowing guests, enter the same amount for "Non-Member Cost")
- In the "Itinerary", and the "Cost Includes" section, enter details about what the cost includes, and how/when people will be expected to pay.
- We recommend, but don't require, that you set your maximum group size to "1" and register
yourself, OR, set your cut-off date to a past date. Doing one of these things will
"force" registrants onto the waiting list rather than the attendee list. Then, as you receive confirmation
from people that they've paid the service provider, you can move them to the attendee list. This way
you do not end up with a bunch of people "parking" their name on the event and then never following
through on registering/paying with the service provider.
3) Attendees pay YOU directly. We recommend setting this event up the same as in #2 above. See Events Payments for details on collecting payments
Our Volunteer Coordinator(s), Karin S are required to help every volunteer with their first two paid events, just to ensure everything goes smoothly for you. Before setting up your first paid events, please contact Karin S for assistance.
Creating a new Paid Event:
- When you set up your event, make sure you include everything that is necessary in the "cost" amount:
Member cost should include:
- The cost of the event
- Taxes
- Gratuities
If the cost is variable depending on the number of people who sign up, chose the HIGHER price, it’s easier
to refund than it is to ask for additional funds.
- Non-member cost can be higher, an additional $5 or so (which must be remitted to the club) to encourage participants to join the club.
- Your event registration cut-off date should be at least one day (although we recommend several days) before you need to pay the service provider.
NOTE that you should NEVER pay a service provider until after the cut-off date, and only pay for the number of
spots that you've received payment for. The club will not cover spots that go empty if you overpay - YOU
will be responsible for covering the difference!
- We recommend setting your cut-off date fairly short. If people are serious about going, they should be able to get their payment in quickly. If you make
your payment cut-off unnecessarily "generous", what often happens is that people park their name
on the event right up until the cut-off without paying, and then you're left scrambling at the end
to try to find others from the waiting list to replace them.
Prior to Event Cut-Off:
- Our policy is that all payments will be handled by the event coordinator except where it is specifically provided that an event attendee is responsible for a payment directly to a service provider. Only payments received by the event coordinator will be marked as "Received" on the web site. You will be responsible for keeping track of who has paid and who has not.
- Registrants are responsible for getting their payment to the event coordinator by NOON on the cut-off date.
- An automated email is sent to the member when the payment has been processed by the event coordinator, so the member has proof of payment.
- Five days prior to cut-off, the event coordinator should send out a reminder to anyone who hasn't yet paid. Remember it is the event coordinator's responsibility to monitor and remind attendees that payment is due and if necessary replace a Registrant with someone from the Waiting List. You can check to see who has paid by going to the "Track Pyts" link under "Coordinate" - "Upcoming Events".
At Event Cut-Off:
- On the day AFTER the cut-off date, the event coordinator must ensure that all payments received have been recorded by 9:00AM. You can see all the payments you have received by logging on and going to "Coordinate", "Upcoming Events" and clicking "Track Pyts" for the event. The items at the top of the list are all the attendees you have recorded as having paid. The items at the bottom of the list are all the people who are still marked as UNPAID for the event. After checking your "Track Pyts" page for the event, remove any registrants who have not yet paid. Late-arriving payments must be refunded/discarded.
- If you have at least one week between your payment cut-off and when you have to pay the service
provider, you may fill unpaid spots from the waiting list. If you choose to do this, you can send
a note out to your waiting list that the spots will be filled on a FIRST PAID basis, and that payment
MUST be made electronically or directly to yourself if you will be paying the
service provider. If you do not have sufficient time after your cut-off to fill
the spots, you should NOT attempt
to replace people on the list with wait-list folks. They can/will get on the list only if/when paid
attendees drop out after the cut-off date.
- Pay for the event.
Late Drop-Outs:
In the case where someone wishes to drop out of an event AFTER the cut-off date has passed, note the following:
- They will receive a refund ONLY if a replacement is found to take their spot.
- THEY, not YOU, are responsible for finding a replacement, however, you can facilitate if you wish by
contacting the people on the waiting list.
- The empty spot should be given to the FIRST person to submit payment to you regardless of their position on the waiting list.
Re-Imbursement:
- If you have over-charged for your event, the overcharge must be returned to the attendees.
Policy:
- Registration cut-off date is set for at least one day before the coordinator must pay for the event.
- The morning after the cut-off date, any person who’s payment has not been received should be removed
from the event. Late-arriving payments must be refunded/discarded.
- Drop-outs prior to the cut-off date must be refunded any monies paid.
- After the cut-off date, refunds will only be given if a replacement is found to take the spot.
- Refunds will be given for the full amount paid.
- After the cut-off date, if there is a drop-out, the wait list management will be done
slightly differently than for regular events. A note will be sent out to the people on the
wait list - first come/first serve (ie. the first one to step forward and make payment gets the spot).
- Payments must be made to the event coordinator
- Once the final attendee list is confirmed (ie. the morning after the cut-off date), the coordinator can pay the service provider
For your FIRST TWO paid events, a member of the Volunteer Coordinator team will co-coordinate
with you to help with managing all the details. Please e-mail boss@vancouverregionaloutdoorclub.com
when you are ready to set up a paid event.
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