Events Planner: A Guide

Audax UK Events Planner: A Guide

2012

Compiled by John Hamilton on behalf of the AUK Board Copyright ? 2012 Audax United Kingdom Long Distance Cyclists Association

AUDAX UK Events Planner: A Guide 2012

Contents

1. THE EVENT PLANNER ................................................................................................................. 3 1.1 Event planner front page ................................................................................................................ 3 1.2 Main edit page ................................................................................................................................ 5 1.3 View proforma ................................................................................................................................ 7 1.4 Risk Assessment .............................................................................................................................. 8 1.5 Add/Edit extra info.......................................................................................................................... 9 1.6 Edit address info ........................................................................................................................... 10 1.7 Edit Paypal..................................................................................................................................... 11 1.8 Setup controls ............................................................................................................................... 12 1.9 View brevet card ........................................................................................................................... 14 1.10 Compare last year ......................................................................................................................... 15 1.11 View calendar page....................................................................................................................... 16 1.12 Start/Finish list .............................................................................................................................. 17

2. HOW TO................................................................................................................................... 19

Disclaimer Whilst every effort has been made to ensure that the information in this handbook is accurate, no responsibility whatsoever can be accepted by Audax United Kingdom or its' officers for any

consequences arising from these Guidelines. Page 2

AUDAX UK Events Planner: A Guide 2012

1. The Event Planner

Audax UK's online event planner is your central port of call to do anything related to your event, from deciding the most suitable date for your event, to sending off your list of successful riders to Audax UK. There is no other way of organising your Audax UK event; you have to use this event planner. If you don't have internet access, then you will have to find someone to use the event planner on your behalf or you will not be able to organise an event with Audax UK. Please note that although your Audax UK events team contact can help if you get stuck, they will not be able to manage the planner on your behalf. To access the event planner for your event: Go to and click on `orgs' in the left hand column. Click `EVENT PLANNER' in the left hand column. This will bring the event planner front page. If you are a new organiser, and the website doesn't like your login details, then speak to your events team contact (see chapter 2), who will be able to help.

1.1 Event planner front page

Figure 1 below shows the first page that you'll see when you enter the event planner.

figure 1: event planner front page

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AUDAX UK Events Planner: A Guide 2012

The grey menu bar on the left provides you with a number of links to different ways of looking at both the Audax UK calendar and your own events. Above the search box in the menu bar, are the links to the calendar, below it are links to your events. There is also a link to various documents that you might need as an organiser, including this guide.

At the top of the main page is a list of all your future events. Each event listing has a number of links built into it. Let's look at one of these listings.

U 19 Sep 10 Sun 200 Bradwell, Peak District 3.75 Danial Webb 10-997 pf c r 17/08 BRM

date

location

code

If you click on the date for an event, it brings up a map showing potential clashes in your area. Figure 2 below shows clashes for an event in the Peak District in September 2010.

Click on the event location, to see the calendar page for this event. This only works if your event has been published on the website's calendar.

To see the main edit page for your event, then click on the event's code, i.e. 10-997

figure 2: event planner clash checker.

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AUDAX UK Events Planner: A Guide 2012

Underneath the list of your events, are some handy tips about how to use the planner to set up, delete, duplicate and change your events. You can always get back to the event planner front page by clicking `See All My Events' in the grey sidebar.

1.2 Main edit page

Below you'll find the main edit event page of a sample listing on the event planner. This is the first page you'll see when you select one of your events. To see the main edit page for your event, click on the event's code, i.e. 10-997, on the event planner front page. See the previous section for more details. To guide you through the planner, we've divided the sample into five sections:

figure 3: event planner event main edit page Planner overview ? at the top of the page is some introductory information about the listing for your event. This includes:

the event code (here, it is 11-995); the date the event was added; the event status (This event is marked as `Published (1st)'; and

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