Setting up and Using Major Events

Setting up and Using Major Events

What Is a Major Event and Where Do I Start?
A Major Event is a collection of Opportunities that are related, typically held within a one or two-day span.  An example of a Major Event would be a Fall Festival that has multiple Opportunities (i.e. dunking booth, concessions, face painting etc.).
Major Events are a great way to manage events where there are multiple Opportunities.  When you open a Major Event on the Volunteer Tracker, you will see any associated Opportunities that have been created for the Event.  This will easily allow coordinators to open the individual Opportunities and invite Volunteers or to quickly see which Opportunities still need Volunteers.

Creating a Major Event

1) Click on the “Opportunities” tab and select “Major Events” on the left side.

2) Click the “New Major Event” button.
3) Fill in the Event Name, Brief Description, Group Responsible and Sponsoring Site, Venue Location and Room/Building.  Note that Major Events have a blue background in the heading area.  (Opportunities have a white background and Templates have a grey background in this area).

The “Venue Location” is defaulted to the “Sponsoring Site” but can be changed to any other approved site.

Any field designated with an * is required.
4) Click on the “Select Image” button to add an image to your event (This is a required field). Scroll through the list of images provided and click the “Select this Image” button to choose the image.  Each opportunity associated with this Major Event will have the same image.
5) Enter the Beginning Date by clicking the calendar icon to the right.  The Ending Date will automatically default to the Beginning date but can be changed if required.

6) Enter the Start Time by clicking the clock icon to the right.  The Ending time will default to two hours after the Start Time but can be changed.
7) Select a “Volunteer Class Type”. You may only select ONE class type. This will ensure that only Volunteers with the approved activities may sign up.

8) Select all the “Activity Areas” that will be used for this event.

Note:  The Class and Activities selected for the Major Event will be used as the defaults for any opportunities created for this Event, but can be changed on each individual opportunity.

Note: Each class type has different activities. You may need to choose a different “Volunteer Class Type” if you do not see your wanted activity.
9) If you selected more than one activity, select the one primary activity that will be used for the log entries.  *This is a required field.  

Note: The activities in this list will be the ones that you selected above. 
If you want to enter a detailed description about the event, you can enter it here.
Files can be attached to the Major Event and will be displayed with every associated Opportunity.   PDF files are the preferred file type.

10) Click on “Choose File”. A windows explorer window will open.

11) Choose the file that you wish to attach.  Roll your mouse over the informational “i” to see the files types that are supported.

12) The “Name of Person Coordinating” box will default to the Volunteer Coordinator who is creating the Event, but can be changed if needed.

13) The phone number and email address are also defaulted to the selected Person Coordinating. The phone number can be manually entered and edited if needed.

14) Enter the number of Volunteers requested.  This will be the default used for each Opportunity created for this Major Event but can be changed for each individual Opportunity.

15) Click on the “Save Changes & Create Opportunities” button.

Creating the Opportunities Associated with the Major Event
1) Click on the “Create Associated Opportunity for this Event” button
All the information except for the “Opportunity Name”, will be auto-filled from the Major Event into the new Opportunity. This includes the Image selected for this Major event.

Tip:  The heading for the Opportunity is white and has the wording “New Opportunity”.  This will help indicate which area you are working in.

2) Fill in the specific Opportunity name and make any necessary changes to the rest of the information.   In this example, the opportunity is for the Nail Painting booth at the Fall Festival.
3) Adjust the specific time for this Opportunity.  Note that each Opportunity is for one specific date.  If you have a Major Event that spans more than one day, you may need to create an Opportunity for each day.
4) You may want to adjust the Class Type and Activities if needed for this Opportunity.  When defining the Major Event, you typically select all activity areas but then may want to narrow down your selection for individual Opportunities.
5) Click the “Save & Close” button to save this Opportunity.

Note: It is recommended that you create all Opportunities associated with the Major Event and then send a summary email to invite Volunteers to all Opportunities for the Major Event.  This will be explained below.
This will return you to the Major Event where you can create additional Opportunities for the Event.

You will see any Opportunities created for this Event listed at the bottom of the Event.

Tip:  Create all the associated opportunities for this event and then send one email to invite volunteers to all Opportunities associated with the Event.  Click on “Create Associated Opportunity for this Event” to create another Opportunity until all Opportunities for the Event have been created.  See the section below on sending the email for this major event after all opportunities have been created for the event.

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