Event Coordinator Frequently Asked Questions
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How far in advance should I post my event?
It's never too early to post your event.
Our members are curious about what's going on in upcoming weeks
and months. Remember, when you grab a date in advance, that gives
more people time to RSVP - so you'll likely fill up and have a fabulous
event. In addition, it gives our City
Administrator enough time to approve your event.
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Can I create a draft of my event?
If you’re still waiting on a few details, write “DRAFT”
in caps in front of your title before clicking ‘Submit’.
However, we ask that ECs only keep an active draft in our inbox
for a day or two since we approve so many events. When you have
all of your details, delete the “DRAFT” in your event
title and the event will now be ready for approval and posting.
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I want to have an event at my house. Is that allowed?
If you are keeping location information private, only users who
have RSVP'd and you have confirmed will be able to see parking,
location detail, and street address information. For details on
the RSVP system see Hosting events with an RSVP. To keep location
information private in this way, check the box under "Location
Details" in the event creation/event edit page.
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Should I care about the participation rating?
We took a lot of care in developing the participation system, which
is a tool to help Event Coordinators improve the quality of their
events by predicting how many people will attend. It is designed
so that users will be marked as "neutral" until they prove
themselves consistently reliable or unreliable. After hosting an
event, ECs are asked to complete an "Event Recap" where
they mark the attendance of people who RSVP’d and make comments
about how the event went. By completing the Event Recap, you can
help new members build their participation rating (for those who
want to become an EC), and other ECs when planning future events
(tracking unreliable members).
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How do I confirm a person for one of my events?
When someone RSVPs to your event, you will receive an email notification.
Click on the link in the email to take you to the event status page
on MyPC. You will see a drop down box for each RSVP, which also
includes their screen name and participation level – simply
click on the box and choose “Confirmed” to accept their
participation. You can check also the participation for your event
by clicking on the Event Control link from My Home.
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What if I don’t want an email notification each time someone
RSVPs to my event?
You can turn off email notification by clicking the check box labeled
“Notify leader via email when people RSVP” on the Event
Detail page of your event. However, make sure to check your Event
Status often so members who have sent an RSVP to your event aren’t
left waiting for confirmation.
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What is my event requires money upfront?
If you plan on hosting events that require a deposit, get a Paypal
account – it’s easy, safe and extremely convenient.
Remember to add an extra dollar (or two for deposits over $20) to
cover credit card costs in PayPal. You are not required to refund
money to anyone who doesn’t show up to an event or changes
their mind after they have paid their deposit. You ARE required
to refund money to people if you cancel the event or change the
time and date of the event and a person can no longer attend. If
you choose NOT to confirm someone who has paid their deposit, YOU
are responsible for refunding their deposit in full.
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Why do some paypal accounts not accept credit cards?
This depends on the person and how their account is set up. You
can set up a pay pal account to except only other pay pal accounts
or a direct deduction from their assigned checking account. This
allows for no additional fees to the person paying for your event
through the pay pal system. Or, you can set up to deduct from a
credit card, pay pal DOES charge a percentage per transaction ($1
for every $10 dollars). Whichever may you choose, please indicate
the pay pal process in the event details.
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How do I confirm someone once they have paid for an event via
pay pal?
If an event is set-up for pay pal, you are able to confirm people
pending their payment. Once a payment has been confirmed, you can
update their status to final confirmation.
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How can I email the folks coming to my event?
Go to the Event Control page, scroll down the page to your current
events, click on "Status," and then click on "Send
email to all confirmed event attendees." Please use this feature
sparingly, as people generally do not like multiple emails filling
up their inbox. And, however well-meaning you are, NEVER use this
feature to tell folks about your home business or to send forwarded
messages about how Bill Gates will send them a million dollars.
If members complain to us that you have abused your privileges as
an EC, you will lose your access IMMEDIATELY.
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What do I do if my event is full and there are more people signed
up?
Go into Edit mode on your event and add “FULL” at
the beginning of the event title. Add a sentence in BOLD at the
top of your event details section stating "This event is currently
full, however, sign up to remain on the waiting list and as people
cancel, you may be added" or something like that.
As people continue to RSVP, leave them un-Confirmed on the Event
Status page. If you wish, you can send them a personal email to
verify that they are on your waiting list .
If you have cancellations, you can then confirm those on your waiting
list (you are free to confirm those with smiley faces first if you
want).
A few days before the event, send an email to everyone who is confirmed
(use the link at the top of the Event Status page) and give event
details, plus remind them to cancel if they can no longer attend
as you have a waiting list.
Once you know that you cannot confirm the remaining people on your
waiting list, send them an email letting them know the reason. To
do this, run your cursor over their name/profile to get their e-mail
- it will appear in the bottom left-hand side of your computer.
You will have to cut and paste the address into your email system.
It is a bit tedious but we are hoping to add a link to send an email
to all non-confirmed people ASAP.
If you have to DENY because you know there will be no extra spaces
at all or other reason, it asks for reason and that person will
get an email with the reason listed. So best to be non-personal.
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Am I able to confirm people if over my RSVP limit?
You can always confirm more people even if your event is full
– in fact we recommend that you accept 2-5 people over the
limit depending on the event and group size.
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How do I contact people on my waiting list?
Run your cursor over their name/profile to get their e-mail - it
will appear in the bottom left-hand side of your computer. You will
have to cut and paste the address into your email system. It is
a bit tedious but we are hoping to add a link to send an email to
all non-confirmed people ASAP.
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People at the venue, who are not a part of the group, ask me
about MyPC. What should I tell them?
This is your opportunity to shine as an ambassador of the club.
Remember, you personally represent out group - so be welcoming,
provide as much information as you accurately can, and refer them
to our website. If they have any specific questions you can't answer,
take their business card, get their email address, and contact Support
for assistance.
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The venue that I planned to meet at is closed, and it's too late
to cancel. Help!
Welcome to the wild world of event planning. Something will go
wrong during one of your events. This is not meant to scare you
- more to help you put these glitches, minor or major, into perspective.
The longer you coordinate events, the more you'll develop a Zen-like
appreciation for life's little problems. Do your best - but definitely
gauge the interest and emotions of your volunteers. If you planned
a fabulous dinner and the restaurant is closed, you have two options
- to reschedule or to find another fabulous restaurant in the area.
Just remember, it's not the end of the world. The sooner you bounce
back, the sooner the members will. Remember, they're getting a lot
of their social cues from you - if you're miserable, they will probably
reflect that feeling. If you're enthusiastic to try some other place,
they'll likely mirror your excitement. It is always good to call
the venue ahead of time especially if you have a large group attending.
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A member approached me, interested in becoming an EC. What do
I do?
Email Support and we'll hook them up right away.
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Do I have to fill out an Event Recap?
No, it’s not mandatory but we hope you’ll take the time
to give us a brief overview. Was the wait staff difficult? How’s
the parking? Would you recommend the venue to others? This information
is valuable to ECs who may want to host a future event at the same
venue.
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How can I read other Event Recaps?
You have access to read other EC’s recaps under Event History.
Feel free to contact them (their emails are linked) for helpful
advice on planning a similar event.
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Can I revive an event?
Yes. At midnight on the day of an event it will automatically
be removed from the "active" list and put on the "old
event" list at the bottom of the Event Control page. If you
want to host a similar event again you can click the "Revive"
link next to its name and modify the date and other information
for the next iteration of the event. Revived events must be approved
by an administrator just like brand-new events.
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How do I get business cards?
ECs who are also Supporting Members get MyPC business cards for
free. Please send an email to support@mypeopleconnection.com to
request yours.
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How are mentors assigned?
The City Administrator assigns mentors. These are generally ECs
who have hosted at least 10 events and are experienced in how MyPC
works. We also try to match up according location and common interests.
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How do I find out who my mentor is?
You should have received an email from the City Administrator
when your EC status was approved. Your EC Mentor’s name and
email address was included in that email. If you can’t access
the original email, contact your local City Administrator.
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Does my event title automatically change to "FULL"?
No, you will have to go into Edit mode on your event and add FULL
at the beginning of the event title. Add a sentence of your event details section stating "This
event is currently full, however, sign up to remain on the waiting list and as people cancel, you
may be added" or something like that.
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