Adapps lango switcher macro

Organize a workshop

Create an upcoming session

Click on “Create a session” + “Coming soon”

Title : give a title to the session

Description :

In this article, we explain how to create a session, choose the ticket price and how registration of facilitators and participants works.

Remarque
This page tells you how to organise an upcoming event. To fill up your counter after your workshop or facilitation training, go to this page.

Image Added

Create a session

➡️ Click on the Home button on the home page, then on "Organise an Event".

Image Added

Once you have created your event, don't forget to come back on the day to sign participants in (the guide is here)

Fill the form

Then complete the form by filling in the various fields:

Explanation and description of the fields

Language :

Field	Description
Title	give the session a title
Description	write a short description to give facilitators and participants information about the context of the session

Time zone : indicate the time zone in which the session takes place

Language

indicate the language in which the session

will take

is taking place

Date

:

	indicate the date of the session. If the session is recurring, you will be able to add other dates after creating the session
Start time / End time

:

indicate the start and end time of the session

End time :

Time zone

indicate the

end

time

of

zone in which the session is taking place

Category

: choose the category of the session

Climate

Fresco

Fresk Workshop: participants

discover the frescoClimate Fresk facilitator

play the game (cards + debrief - 3h)

Facilitation training: participants become

animators of the fresco

Climate Fresk facilitators

Audience

:

choose the audience (= the public) of your session

.

:

Personal:

Relatives, friends, family,

relatives…

…
General public: open to all at the

association’s

association prices, displayed on

http

https://

fresqueduclimat

climatefresk.org/world/.

Administrator

Organiser permission is required to access this audience.
Education: middle schools, high schools, higher education establishments as part of

the Climate Back to School…Not-for-profit organisation

a CEKO
Public authorities: local elected officials, administration, etc.

Business

Company
Association
Inter-

company: open to all at association rates, displayed on http://fresqueduclimat.org . This audience is accessible to administrators only.Format : choose the format of the session

Company (displayed on the site)

Format

choose the session format

in person, provide the information necessary to identify the location of the session.
État
colour Red
title Attention
Our geolocation system is based on information from Google and sometimes certain addresses are incorrectly referenced. In this case, you must enter an address known to Google in the same city so that the postal code and the city are correctly

populated, then modify the address manually

autocompleted.
online, provide the session connection link and host country.

État

colour	Green
title	Remarque

Connection links are provided only for workshops

organized

organised by the association. In other cases it is up to the

organizer

Organiser to provide their own connection links with the tool of their choice.

Participant

Participants

Indicate the number of places open for your session

. A counter indicates the minimum number of tables to be provided (according to the rule 7 people max. per table)Personalize


Message to participants	Personalise the email to participants : indicate any additional information necessary (e.g.: Please log in 10 minutes before the start of the session, Or 2nd floor, entry code is B4069, etc. )

Facilitator

Facilitators

My role during the session : indicate if you would like to have an additional role during the session you are

organizing

organising (

Organize

organise only, observe, co-facilitate,

lead

mentor)
Other

animators

facilitators: If necessary, indicate the number of additional facilitators you need. If you plan to lead alone, don’t hesitate to open a “Co-facilitate” or “Observe”

place

places so that a beginner facilitator can

accompany

cofacilitate with you!

Personalize the email

Show in opportunities	choose to display or not your session in the opportunities so that all facilitators can access it
Message to the facilitators

:

indicate any additional information necessary (e.g.: Please log in 10 minutes before the start of the session, Or 2nd floor, entry code is B4069)

Show in opportunities : choose or not to display your session in the opportunities so that all facilitators can access it

Contact : indicates

Contact

indicate the contact person for this session, their

contact

contacts details will be displayed to the facilitators and participants.

Choose the ticket type for the session

If you decide to create a General Public session, you will be able to choose the ticket types:

Image Added

Volet

panelIconId	1f609
panelIcon	:wink:
panelIconText	😉
bgColor	#FFF0B3

Little Tips: To organise general public events (= visible on the Climate Fresk website), you need the General Public Organiser role. For more details you can view this article.

Ticket type for general public workshops

:

Ticket FREE ENTRANCE: free
Ticket reduced price free rate: free price prices from one euro
Ticket full price: standard rate offered by the association
COUPON Voucher
For

Ticket type for general public

animation

Facilitation training

:

Ticket FREE ENTRANCE: free
Ticket reduced price: free price prices from one euro
Ticket reduced price: reduced rate set by the association
Ticket full price: standard rate offered by the association
COUPON Voucher
Info
General public and inter-company: standard rates are offered by the association, the organizer organiser selects from the rates available for his country
Education, Companies, Public authorities, Not-for-profit organisationAssociation, Staff: a free entry ticket (free) is set by default. The organizer must not choose a ticketorganiser cannot change it.

Session page

After creating a session, you are returned to arrive onto your session page, from where you can click have the following options:

Edit (icon at top right): modify the session information
Single Session Or session or Recurring Sessionsession: add new dates and access the recurrences recurrence of the series
ParticipantParticipants/ Facilitator facilitators tabs: send invitations and manage registrations

Annotation 2024-05-16 165336-20240516-145453.png Image Added

Remarque
Don’t forget the counting to register participants on the day of the session! You have one week to record attendance from your computer or smartphone. This is what will increment increase your personal counter and the general counter.

Case of a session outside the facilitator area

Once the session is over you can declare the number of participants in your workshop by creating “a past session”

Participant registration

Recurring session

From a first session, you can create other recurring sessions. These sessions have the same parameters as the first session, but can have different dates.

Creating recurring sessions

Go to the session page Click on the button Recurring session

Image Added

➡️ And Click on “Add other dates”

Image Added

➡️ Then, fill the different fields (date, starting hour, end hour, timezone) and click on Add

Image Added

Communicate about the workshop

You can communicate about the workshop:

By sharing the registration link yourself
By sending an automatic email
- Copy/paste email addresses: sending may take a few seconds
- Import a csv CVS file: follow the proposed CSV template (1 column with the header “email”, then the email addresses of your guests

Manage participants

The session organizer organiser can access the list of invitations and registrations

Status of participants:
- All: all people invited or registered
- Confirmed: number of people who confirmed their registration
- On hold Pending: number of people who have not yet responded or validated their registration.
- Canceled: number of people who canceled their registration
Functionality:
- Copy emails: copy the email addresses of confirmed participants
- Invite: invite people to register for your session
- Resend: Resend the invitation to someone who has not responded
- Cancel registration: remove the registration of one of the participants. This person automatically receives an email notification
- Edit a participant's information:
  - Organizers Organisers can do this for all participants at any time.
  - Simple facilitators members can modify the information of participants that they have personally approved signed in only.

Registration of

Manage facilitators

Facilitators can register as long as there are places available left to observe, mentor, facilitate or facilitate.

Functionality :

Cancel registration : remove the registration of one of the participants. This person automatically receives an email notification

cofacilitate.

Image Added

Invite facilitators

By sharing the registration link yourself
By sending an automatic email,by copying the email addresses of the facilitators

Cancel registration of facilitators

Remove the registration of one of the facilitators. This person automatically receives an email notification

Sommaire

minLevel	1
maxLevel	23
outline	false
style	default
type	list	separator	pipe
printable	false

Version	Ancienne version 4	Nouvelle version Actuel
Modifications effectuées par	Rémi SCHEER	Juliette Bonazzi
Sauvegardée le	mai 10, 2024	déc. 02, 2024

Comparaison des versions

Légende

Organize a workshop

Create an upcoming session

Create a session

Fill the form

Explanation and description of the fields