Event Planning
Modified on 2017/05/02 23:19 by Chris Engelberth — Categorized as: Events
Table of Contents
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Create Event Video Demo
Planning Overview
Change Basic Plan Info
Set Dates
Add Content
Add Groups
Publish Event
Create Event Video Demo
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Tip:
Click Here
to download the "How to Create an Event" Getting Started Sheet.
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Planning Overview
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The main area of the page contains several tabs. Each tab contains an important step in creating a One-Time or Recurring Event. In addition to the basic three steps of creating a Here We Stand event (see below), there are some basic functions to help make communication about the event more convenient.
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Change Basic Plan Information
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Directly below the Event Planning banner, you will find all the basic information about your One-Time Event or Recurring Event. If there is information missing, it is because you haven’t entered the information yet. To edit the event’s basic information such as Title and Description, click on the edit link in the event header. The only piece of information you can’t change is the event model, as this choice affects many aspects of the planning process.
Viewing Event Detail
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When Leaders and Parents click on an event on the Events page, they will navigate directly to the Event Detail page, because those site access roles do not have access to the Event Editing or Planning pages. For Directors, this is a bit different. As a Director, to see the Event Detail page for an event within a recurrence, click on the Event Overview link in the Event header. See the Event Detail article for more information.
Communication Tools
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Clicking on the megaphone icon will take you to a page where you can post an announcement about the event. For more on announcements, see Church Announcements. Clicking on the envelope icon will take you to the message center. The email To: field will be auto-populated with your event attendees. For more on sending email from Here We Stand, see articles on the Message Center. If you would like participants to be able to register for the event, don’t forget to set Registration to “Open” on the Set Dates tab.
Setting Event Status
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Event status is a very important task when building your event. When you first create an event, the event will save with a status of “Draft.” Drafts are events that are not ready to be publicized. This allows Directors to begin planning in advance, even if registration is not complete and/or other important information isn’t solidified. A good example is if a Director wants to begin planning his/her scope and sequence for confirmation next fall before mentors or leaders have been recruited. Once the event planning is complete, changing the event status to “Publish” makes the event public. Any people or groups assigned to the event will see the event on their home pages and be able to see Event Detail and download event content. If you have elected to send email reminders on the Set Dates tab, those messages will release as scheduled. (See Event Reminders for more information.) If you have elected to open the event for registration, the event will appear in the Register for Events panel on Leader and Parent home pages.
Saving Your Event
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Event Planning has three main steps: Set Dates, Add Content and Add People and/or Groups. The only time you need to “save” your Event is after filling out or changing information on the Set Dates tab. All actions done on the Add Content and Add People/Groups tabs save automatically and instantaneously. The difference between the tabs has to do with the technical differences between filling out a form and drag and drop functionality. Form information must be committed to the database, which requires clicking a “save” button, while saving is intrinsic to drag and drop technology.
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Set Dates
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The Set Dates tab is the place to enter logistical information about your event: date(s) and exception dates, time, Registration, Reminder Emails, etc. See the articles below for more information about each of these items.
Registration
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Tired of sorting through registration forms for confirmation? Would you like to do it electronically instead? Set Registration to Open. Then, when you save your event(s) to the calendar, it will be highlighted on the Leader and Parent home pages. Put the church’s Here We Stand website address in your usual communications to Leaders and Parents, and you’re set! Once someone has registered for the event(s), you’ll be alerted the next time you sign into the site. Set Exception Dates In addition to basic scheduling, Here We Stand also gives you the ability to set Recurrence Exception Dates.
Examples:
No Event Scheduled:
Thanksgiving week we do not have Confirmation
December Wednesdays:
During the Wednesdays in December we'll all attend Advent vespers together instead of confirmation class.
(Be sure to create a One-Time event for exceptions you make for special dates—this will allow you to provide more information about the special activities to Leaders and Parents.)
Tip:
Click Here
to download the "How to Use Here We Stand to Register Confirmands" Getting Started Sheet.
Set Up Reminder Emails
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One of the great tools of Here We Stand is the ability to schedule Reminder Emails. When Reminder Emails are set-up, Here We Stand will send reminders to your Leaders prior to the event. The email contains the basic event information, the recipient’s role in the event, and a link to the event detail page. If the recipient replies to the email, the reply message will be sent to the inbox of the person who created the event. This tool ensures that Leaders not only have easy access to their materials, but also that they are reminded of their participation commitment with enough time to prepare. For more information on sending email message through Here We Stand, see Message Center.
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Add Content
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On the Add Content tab, you can drag lessons and stories from the Here We Stand Scope and Sequence onto the date(s) of your event. For more information, see Drag and Drop and Resources panel articles.
Tip: Have questions about where Lutheran Handbook I and Lutheran Handbook II articles are located in the new Here We Stand Student Book?
Click Here
to download the compatibility chart.
Tip: Want an at-a-glance look at the HWS scope and sequence list? Click below to download the 2-year or 3-year sequences.
Here We Stand 2-Year Scope and Sequence
Here We Stand 3-Year Scope and Sequence
Tip:
Click Here
to download the "How to Download Content for an Event" Getting Started Sheet.
Scope and Sequence Informational Video
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One-Time Event with an “Custom” Model
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If you are planning a One-Time Event, add any content from the Here We Stand library and any files uploaded by your church. This flexibility is unique to one-time “Custom” model events.
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Add Groups
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By dragging a group from the Resources panel onto the event, you are indicating that the members of the group will be participating in the event(s). For more information see Drag and Drop and Resources Panel articles. This action also ensures that once the event is saved to the calendar, the Leader of the group will receive the teaching materials for that age-level. This was made to be flexible so that churches can assign age-level content to groups as they see fit. If you do not need content for a specific age-level, do not put groups in that age-level.
For groups that need multiple age-levels of content, simply put the group in more than one age-level. This will ensure that the Leader is able to view and download all age-appropriate lesson content for the group.
Adding People and Groups to a One-Time “Custom” Event
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Events with an “Custom” model allow Directors to select both people and groups from the Resources panel. All participants will receive Event Reminders and will be able to download event content.
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Related Articles:
Here We Stand Basics
Home
Events
Event Detail
Event Overview
Create a One-Time or Recurring Event
Group Management for an Event
Add Group Members
Library
Admin
Message Center
Here We Stand Director Role