Event Planning

Event planning helps you coordinate an event by adding notes, contacting organisers, uploading documentation, and tracking attendance statistics.

Access event planning

1. Go to Events and view the list
2. Find the event you want to plan
3. Click the Plan icon (4th icon - calendar with the plus)
   
4. The Event Planning panel opens

Planning Notes tab

Add notes and documentation for your event.

Add planning notes:

1. Open the Planning Notes tab
2. Type your notes in the text area (e.g. "Setup starts at 2pm", "Bring extension cords", "Check dietary requirements with Sarah")
3. These notes are visible to all users and help when planning rosters and coordinating the event
4. Click Save to save your notes

Upload documentation:

1. In the Documentation section, upload forms related to the event (e.g. Risk Assessment form)
2. Click the upload area or drag a file into the drop zone
3. The uploaded form overrides any forms already attached to the event
4. Click Save when done

Contact Organisers tab

Send an email to the people designated as organisers for this event.

1. Click the Contact Organisers tab
2. Enter your message in the text field
3. Click Send Email to Organisers to send the message to all event organisers

This is useful for coordinating last-minute details or reminding organisers about their responsibilities.

Statistics tab

Record and view attendance statistics for your event.

1. Click the Statistics tab
2. You'll see four fields to record attendance:
   • Adult Attendees — number of adults who have not been checked in
   • Child Attendees — number of children who have not been checked in
   • Checked in — total number of people already checked in
   • Total — overall number of attendees
3. Enter the attendance numbers in each field
4. Click Save to record the statistics

These statistics help you track event participation and can be used for reporting and planning future events.