Personal Events. v. 5.4 Rev 3/09 1

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1 Personal Events Objectives... 2 Overview... 3 Personal Events Flow... 4 Host Experience... 5 Attendee Experience Creating Activity Types Creating a Campaign Creating a New Activity Managing the Event v. 5.4 Rev 3/09 1

2 Objectives Objectives By the end of this section, you will be able to Describe the host and attendee experience Create Activity Types Create a Personal Events Campaign Create, publish and link to your Activities Manage and report on your Activities and Events 2 v. 5.4 Rev 3/09

3 Personal Events Overview Personal Events Overview What is it? Events that your constituents host on your behalf Why is it important? Viral marketing Hosts and event attendees become constituents Another way to fundraise Example Uses House Parties Dog Walks Nature Hikes How does it work? Both Mary and Billy become constituents! Admin Admin publishes Healthy Living activities. Recruits hosts via and the site. John John is asked via to host a Healthy Living Personal Event. He chooses to organize a hike. Mary and Billy register for John s hike and possibly subscribe to a newsletter or donate. Mary Mary finds John s hike by searching based on her zip code. Billy Billy is invited by Mary to the hike. The Admin creates and publishes an event and encourages constituents to host their own event. Constituents sign up on the website to host an event, and using the event tools, sends invitations to their friends, family and coworkers. Upon signing up to participate in the event, the users will become constituents if they are not already. v. 5.4 Rev 3/09 3

4 Personal Events Flow Personal Events Flow 1. Define Activity Types Clean-up Party Movie Night House Party Rally Hike & Bike 2. Create a Campaign Healthy Living 3. Create Activities that tie in with the Campaign based on the Activity Types Hike Your Heart Out Bike Your Buns Off 4. Publish Activities on your website for constituents to participate John s Mount Bonnell Hike Frank s Town Lake Nature Walk Jill s Lake LBJ Bike Sue s Enchanted Rock Hike Doug s Loop 360 Bike The first step is to identify Activity Types to give constituents an idea of the kind of events your are looking to them to host. Then, create a campaign based on an organizational initiative. You will then create Activities related to the Campaign, that tie in with your Activity Types. You will then publish your Activity for constituents to host and participate. 4 v. 5.4 Rev 3/09

5 Personal Events Host Experience Host Experience: Hosting an Event The host will find your event either through an or a link on your website which will take them to the main Activity page. Here, they can choose to host an event, or search for an event in which to participate. Providing Your Information Hosts will be asked to register and provide information that the Admin has configured. If they are an existing constituent, and logged in, this information will be pre-populated. v. 5.4 Rev 3/09 5

6 Providing Event Information Next, they will be asked to provide information about the event including location, date, and time. They will also provide description of the event and determine where or not it is private (by invitation only). Agreeing to the Waiver The host must agree to a waiver if requested by the Admin. 6 v. 5.4 Rev 3/09

7 Personal Events Accessing the Host Center The host will have access to their host center which are a set of tool that allow them to manage their event. Host Center Monitor RSVPs Once registered, the host will be taken to their Host Center. From here, they can monitor RSVPs to the event. v. 5.4 Rev 3/09 7

8 Accessing the Event Page Edit page Preview your event page as it will appear to attendees From the Event Page tab, hosts can preview their event page, or choose to edit it by clicking the Edit Event Web Page link. Editing the Event Page Upload a picture Edit event info Edit the description Here, hosts will be able to edit event information, add a picture to their event page, edit the description, and create a personal url to the event. 8 v. 5.4 Rev 3/09

9 Personal Events Sending Through the Center Upload addresses and send invitations and thank you messages from the Center On the Center tab, hosts can upload their personal address books from Outlook, Yahoo, Gmail, etc. Once the addresses have been imported, they can choose a message template to begin creating a message to send to the people in their address book, inviting them to the event. Constituents Accessing Your Event Personal Events search component Links in event invitations sent out through Center Personal event custom URL Constituents will be able to access and register for your event in a variety of ways. Either through an event search provided by the Admin, by clicking on a link in an invitation, or by entering the personal url in the address bar. v. 5.4 Rev 3/09 9

10 Attendee Experience Attendee Experience: RSVPing Once constituents have found your event, they can click on the Yes, I want to come to this Event link. Supplying Information If they are a new constituent, they will be asked to supply contact information and number of guests. 10 v. 5.4 Rev 3/09

11 Personal Events Changing an RSVP Once they are registered, they can change their RSVP by navigating back to the event page and clicking the Change My RSVP link. v. 5.4 Rev 3/09 11

12 Creating Activity Types Admin Perspective: Accessing Personal Events List of all campaigns Personal Events can be found under the Content drop-down menu in the Administrator console. The main page you land on will show a list of all campaigns. Creating Activity Types Click the Activity Types tab If you have not already created Activity Types, click on the tab, then click the Create a New Activity Type button. 12 v. 5.4 Rev 3/09

13 Personal Events Identifying Activity Type Name is visible to constituents Name and describe your Activity Type. Be aware that the name will be visible to constitutents. Adding a Waiver and Code of Conduct Waivers are optional You may optionally add a waiver to this type for hosts and attendees. You will be able to override the waiver at the event level if you choose. v. 5.4 Rev 3/09 13

14 Selecting Campaigns It is ok to skip this step since you have not yet created a campaign Since you have not yet created a campaign at this point, you can skip this final step. You will be able to associate types to a campaign when you are creating the campaign. 14 v. 5.4 Rev 3/09

15 Personal Events Creating a Campaign Creating a Campaign Click the Campaigns tab To create a new campaign, make sure you are on the Campaigns tab and click the Create a New Campaign button. Identifying the Campaign Optionally, select an existing donation form Identify the campaign and optionally choose an existing donation form to associate with this campaign. If you would like to create a new donation campaign and form for personal events, you will need to do so first in the Donation Management module. v. 5.4 Rev 3/09 15

16 Selecting Activity Types Select existing Activities Types to associate with this Campaign Now you will be able to associate types with this campaign. Doing so does a couple of things it will populate a drop-down list when you are creating an Activity, to let you select which Activity Type will be associated with an Activity. Doing so will also bring over the waivers (if created) for that Activity Type. 16 v. 5.4 Rev 3/09

17 Personal Events Creating a New Activity Managing Your Campaign To set up Activities for this Campaign, click Manage Once a campaign has been created, you will need to create Activities within that campaign. To begin, click the Manage link in the Actions column. Creating a New Activity Click the Create a New Activity button to begin. v. 5.4 Rev 3/09 17

18 Identify the Activity Activity Types associated with this campaign will appear here Identify the event, including selecting the appropriate Activity Type. Again, any waivers associated with the Activity Type can be used for this event. Determining the Date and Time Allow hosts to determine the date and time of the event, or set a range or specific time the event will occur Determine if you would like the host to designate a date and time for their individual events or set if you will set them. On the third option, the event will automatically adjust time based on the time zone of the host. 18 v. 5.4 Rev 3/09

19 Personal Events Setting Groups and Interests Add hosts and/or attendees to groups as an easy way to communicate with them later about other events Adding hosts and attendees to groups is a good idea since you may want to communicate with them later on, for instance, when you re running another campaign. Setting Groups and Interests You can also choose to add web interests to hosts or attendees profiles by checking the desired box(es) You can also opt-in hosts and attendees to certain interests. This should be used sparingly, if at all. It is not a good best practice to opt constituents into topics they have not expressly asked for. v. 5.4 Rev 3/09 19

20 Configuring Additional Host Questions Default questions that will be asked of the host at the time of registration You can choose to add additional questions The fields for the Host Registration Questions are set up on Step 6, Configure Pages. This step allows you to ask additional questions of the host, for instance, How did you hear about our event? Adding Additional Questions Help on question types can be found in the Help menu on Surveys To add a question, choose the desired Question Type from the drop-down menu and click Add Question. Fill out the appropriate fields and click Save Question. 20 v. 5.4 Rev 3/09

21 Personal Events Configuring Additional Host Questions Repeat the process to add more questions To add more questions, repeat the process. Configuring Additional Attendee Questions Default questions that will be asked of the attendee at the time of registration You can also choose to add additional questions You can also ask additional questions of the attendees. Follow the previous steps to set up the questions. v. 5.4 Rev 3/09 21

22 Configuring Pages There are multiple pages to be configured when setting up the event. Be sure to spend time on each page before publishing your event. Configuring Participant Waivers Choose which waiver, if any, to include for hosts or attendees You can use the waivers associated with the Activity Type, you can create your own waiver specifically for this Activity, or you can choose to not have a waiver. 22 v. 5.4 Rev 3/09

23 Personal Events Managing Messages You will want to include some suggested messages for the hosts when sending out s. These are jumping off points for the host if they are unsure what they should be asking of potential attendees. It is a good idea to have a sample invitation and thank you, as well as a blank message for hosts to create their own. Editing Messages Will categorize your message under a heading When creating or editing a message, selecting a Message Type will determine which heading this message will be under. For example, if you create 2 or 3 different sample invitations, make sure you select Event Invitation as the Message Type so it will appear under that heading in the list. v. 5.4 Rev 3/09 23

24 Setting Notifications Keep abreast of messages being sent out by hosts If someone in your organization would like to monitor s being sent out by hosts, enter the address or addresses in the box. Also, if you would like someone to be notified when a public event is created, or a private event changed to a public one, enter the address(es) in the box provided. Configuring Autoresponders You may turn autoresponders off as well Configure the autoresponders to be sent, or disable them by using the drop-down menus under Version to Send. 24 v. 5.4 Rev 3/09

25 Personal Events Publishing Choose where to send constituents if this activity is unpublished Activity Timeframes Activities have two timeframes associated with them The Hosts event date and time window The Activity publication window 1 should close before 2 When the Hosts event date and time window closes Attendees will not be allowed to RSVP for the events Or after the RSVP deadline set by the host Hosts will not be allowed to create new events When the Activity publication window closes Hosts lose access to their events Attendees lose access to the events v. 5.4 Rev 3/09 25

26 Embedding a Personal Events Search Choose how you would like constituents to search for an event You can embed a Personal Events search in a WYSIWYG by selecting Personal Events Search from the Components drop-down menu. You can then select how and for what events you would like participants to search. Linking To Personal Events To create a link to an Activity, select Personal Events Activity from the Links drop-down menu, and click Insert next to the desired Activity. 26 v. 5.4 Rev 3/09

27 Managing the Event Personal Events Managing the Event Managing an event involves either calling off the event, registering attendees, or changing RSVPs for attendees. To begin managing an event, from the main Personal Events page, click Manage next to the Campaign, then click Manage next to the Activity. You will see a list of all events under that Activity. You can cancel the event by clicking the Call Off link, or you can view attendees by clicking Manage. Viewing Attendee List View and edit attendees for this event or register attendees manually From here, you can register new attendees or you can edit existing RSVPs. v. 5.4 Rev 3/09 27

28 Reporting Access reports by clicking Reports from the Data Management drop-down menu. Click on the Report Writer tab, then click Create a New Report. Selecting a Report Select Personal Events from the Report Selection drop-down menu and follow the steps to create a report v. 5.4 Rev 3/09