Hosting is easy and we encourage people to try out hosting an event. It's really a lot of fun! Below the tasks of an Adventure Wellington Event Host / Organiser.

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PREPARATION

1) Organisation

What do you want to organise? What do you have to know before you can organise something?
For example if you want to organise a walk: exact route/track (you don’t want to get lost if 25 people expect that you know where you’re going), difficulty, duration, start and finish point, transportation to these points etc.

Tips: If there are other parties involved (eg. adrenaline forest, an instructor etc.) always try to negotiate payment on the day. This saves a lot of hassle. Try to get a group discount (mention we are a group of volunteers). Make sure you agree on when and how to pay and minimum and maximum numbers of attendees.

2) Website

Depending on your role within AW you can put an event on the website in different ways:

Suggesting an event:
If you are not part of the leadership team, you can use the button Suggest a new meetup on the AW homepage. Fill in all the required information and double check location, date and time. As soon as you click the Suggest button the event will be visible for the AW organisers and members on the homepage. An AW organiser will contact you, maybe ask a couple of questions to fine-tune the information and announce the event. By announcing it every member gets an email with a link to the event page.

Scheduling an event:
See: MANUAL - Create event on website

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BEFORE THE EVENT

3) Comments

Answer questions of people about the event (mostly they use comments for this, see communicating with members below)

4) Weather

If the weather looks bad and you’re organising an outdoor event: keep people in the loop (eg. place a comment that the walk is still a go but that you'll keep an eye on the weather and will inform people if things change)

5) Canceling

If you decide to cancel: give people plenty of warning! Make sure you email the RSVP's with your final decision and post a comment on the event page. Do this at least TWO HRS before the start. None should be left wondering is the event is happening or not.

6) RSVP-list

Print off the RSVP's just before you go to an event and take this along with you.

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TOOLS EVENT PAGE

On the event page, below the RSVP button, you'll find a button Tools that gives you the following options (if you are an event host for that event or event organiser)

- Edit RSVP's: you can use this tool to change RSVP's of members before the event (for example from Going to Not attending) or after an event (for example from Attended to No show). Of course this tool may only be used if there are good reasons (favoritism isn't allowed!)

- Close to RSVP's: members can no longer RSVP for an event (but can still change their RSVP to Not going)

- Print attendee list: this is the list you print and take with you to an event

- Print name tags: na

COMMUNICATING WITH MEMBERS

On the event page, below the RSVP button, you'll also find a button Email attendees that opens a new screen. Choose who you want to email and type the text. Make sure the text makes clear which event it concerns. Never email more members than necessary. If you for example want to inform members about a new time for an event, tick the box Members who RSVPed Yes for this event. Never email all members!

Instead of emailing members it's often better to post a comment on the event page. Members who RSVPed for the event will still get an email with the comment in it, but the comment will stay visible on the website for later RSVP's.

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DURING THE EVENT

7) On time and welcome

Turn up on time, or preferable a little bit early. Welcome everyone at the start of the event and take a roll call from the RSVP sheet (tick off names).

8) Keep an eye on people and take a group photo

When walking: keep a general eye on everyone during the event. It’s important that you keep the group together. Wait if necessary, plan breaks. If it's a big group it's best to appoint a 'tail-end charlie' or co-host the walk. Communication is key. Take at least one group photo and ask members upload photos to the website

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AFTER THE EVENT

9) Update the website

When back from the event, go back to the event page and update the RSVP's by using the Tool Edit RSVP's (see earlier described Tools Event Page) indicating any no-shows. See the Group Rules for more information about no-shows / changing RSVP's.

10) Rate the meetup yourself and upload photos

11) No-shows

If you are not part of the leadership team: inform the organiser about no-shows.
If you are part of the leadership team: inform the no-shows using the text described on the following page. To do this, simply click on the name of the no-show in the RSVP-list and choose send email. After informing them, inform the organiser about the no-shows.

12) Plan your next event ;-)