Guide for Activity Coordinators: Creating an Event

Overview

When you create an event, you'll receive two important links:

• Signup Link: Share this with attendees so they can register for your event
• Management Link: Keep this private - use it to view who has signed up

Step-by-Step Instructions

Step 1: Navigate to the Coordinate an Event Page

1. Open your web browser and go to the Event Planner website
2. On desktop: Click on "Coordinate an Event" in the navigation menu at the top of the page
3. On mobile: Tap the hamburger menu (☰) icon, then tap "Coordinate an Event"

Step 2: Fill Out the Event Details Form

You'll see a form with several fields to complete. Here's what each field means:

Activity Coordinator Name *

• Enter your full name as you'd like it to appear to attendees
• Example: "John Smith" or "Alex Martinez"
• This field is required

Event Title (Optional)

• Give your event a descriptive name if you'd like
• Examples: "Morning Beach Activity", "Sunset Gathering", "Weekly Group Event"
• This field is optional - you can leave it blank
• If provided, the title will appear in the signup page and help attendees identify your event

Date and Time *

• Click on the date/time field to open a calendar picker
• Select the date and time for your event
• The default is set to tomorrow at 6:30 PM, but you can change it
• This field is required

Max Number of Participants *

• Enter the maximum number of attendees you want to allow for this event
• The default is 10 participants
• You can increase or decrease this number based on your preference
• This field is required

Location *

• Enter the address or location name where the event will start
• You can enter:
  • A full address (e.g., "1664 Lincoln Rd, Miami Beach, FL 33139")
  • A location name (e.g., "Gaythering")
  • Any recognizable location description
• As you type, the system will validate the location and show a map
• This field is required

Step 3: Verify Location on Map

After entering the location, a map will appear below the location field showing:

• A pin marking the exact location
• The validated address (which may differ slightly from what you typed)
• A confirmation box showing the validated address

Step 4: Submit the Form and Receive Your Links

1. Once all fields are filled out correctly, click the "Create Event" button
2. The form will process your submission (this may take a few seconds)
3. After successful submission, you'll see a success message with two important links

Your Links:

Step 5: Share the Signup Link with Attendees

Now that you have your signup link, share it with potential participants:

1. Click the "Copy" button next to the Signup Link
2. The link will be copied to your clipboard
3. Share it through:
   • WhatsApp groups
   • Instagram stories or posts
   • Email
   • Facebook events
   • Any other communication channel your community uses

Step 6: Access Quick Guides

On the Coordinate an Event page, you'll find a collapsible "User Guides" section at the bottom. This provides a quick reference guide for creating events. Click on it to expand and see the step-by-step summary.

Step 7: Use the Management Link to View Signups

To check who has signed up for your event:

1. Click on your Management Link (or copy and paste it into your browser)
2. You'll see a page showing:
   • Event details (location, date/time, activity coordinator name)
   • Current number of signups vs. maximum participants
   • A map showing the event location
   • A collapsible list of all attendees who have signed up

Viewing Signups:

1. Click on the "Signups" section to expand it
2. You'll see a list of all registered attendees with:
   • Their name
   • Phone number (clickable to call)
   • Email address (if provided)
   • Instagram handle (if provided)
   • Signup date and time
   • Waiver acceptance status
3. Click the "Refresh" button to update the list with the latest signups

Additional Features

Mobile Navigation

The platform includes a mobile-friendly navigation system:

• Hamburger Menu: On mobile devices, tap the ☰ icon in the top right to access the menu
• User Guides Dropdown: Access instruction guides directly from the navigation menu
• Touch-Friendly: All buttons and links are optimized for touch interaction

Quick Guides on Page

Each page includes inline quick guides in a collapsible section:

• Click the "User Guides" section to expand it
• View a condensed version of the instructions without leaving the page
• Perfect for quick reference while filling out forms

Event Title Feature

The optional Event Title field allows you to:

• Give your event a memorable name
• Help attendees identify your event when sharing
• Make your event stand out in lists and reports
• Examples: "Morning Beach Activity", "Sunset Social Gathering", "Weekly Group Event"

Tips for Successful Event Coordination

Before Creating Your Event

• Plan ahead: Create your event at least a few days in advance to give attendees time to sign up
• Choose a good location: Pick a location that's easy to find and accessible for all attendees
• Set realistic limits: Consider your ability to manage the group when setting max participants
• Check the weather: While you can't control it, be aware of forecasted conditions

After Creating Your Event

• Share early and often: Post your signup link multiple times as the event date approaches
• Monitor signups: Check your management link regularly to see how many people have signed up
• Communicate with attendees: Consider creating a WhatsApp group for the event to coordinate details
• Be prepared: Arrive early to the location and be ready to welcome attendees

Best Practices

• Be inclusive: Welcome attendees of all backgrounds and experience levels
• Safety first: Ensure the location is safe and well-lit if the event is in the evening
• Have a backup plan: Know what to do if weather conditions are unsafe
• Stay organized: Keep track of who's coming using your management link

Troubleshooting

The map isn't showing my location correctly

• Try entering a more specific address
• Include city and state in your location description
• Check the validated address shown - it may be more accurate than what you typed

I can't find my management link

• Check your browser history - the link should be there after you create the event
• If you're an administrator, you can also find your event in the Admin Dashboard and access the management link from there

The form won't submit

• Make sure all required fields (marked with *) are filled out
• Check that your date/time is in the future
• Ensure your max participants is a number greater than 0
• Verify your location is valid (the map should show it)

I need to change event details after creating it

• If you're an administrator, you can edit events through the Admin Dashboard
• Otherwise, you may need to create a new event with the corrected information