Create and manage a workshop

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

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

The difference between fill my counter and organizing an event

Create a session

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

Home Button

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

Field	Description

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
Language	indicate the language in which the session 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
Time zone	indicate the time zone in which the session is taking place
Category	Climate Fresk Workshop: participants play the game (cards + debrief - 3h) Facilitation training: participants become Climate Fresk facilators
Audience	choose the audience (= the public) of your session: Relatives, friends, family, … General public: open to all at the association prices, displayed on https://climatefresk.org/world/. Organiser permission is required to access this audience. Education: middle schools, high schools, higher education establishments as part of a CEKO Public authorities: local elected officials, administration, etc. Company Association Inter-Company (displayed on the site)
Format	choose the session format in person, provide the information necessary to identify the location of the session. 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 autocompleted. online, provide the session connection link and host country. Connection links are provided only for workshops organised by the association. In other cases it is up to the Organiser to provide their own connection links with the tool of their choice.
Participants	Indicate the number of places open for your session
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. )
Facilitators	My role during the session : indicate if you would like to have an additional role during the session you are organising (organise only, observe, co-facilitate, mentor) Other facilators: 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 so that a beginner facilitator can cofacilitate with you!
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)
Contact	indicate the contact person for this session, their 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:

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 free rate: free prices from one euro
Ticket full price: standard rate offered by the association
Voucher

Ticket type for general public Facilitation training

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

Session page

After creating a session, you arrive onto your session page, from where you have the following options:

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

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

And Click on “Add other dates”

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

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 file: follow the proposed CSV template (1 column with the header “email”, then the email addresses of your guests

Manage participants

The session 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
- 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:
  - Organisers can do this for all participants at any time.
  - Simple members can modify the information of participants that they have personally signed in only.

Manage facilitators

Facilators can register as long as there are places left to observe, mentor, facilitate or cofacilitate.

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

1 Create a session
2 Fill the form
- 2.1 Explanation and description of the fields
3 Choose the ticket type for the session
- 3.1 Ticket type for general public workshops
- 3.2 Ticket type for general public Facilitation training
4 Session page
5 Recurring session
- 5.1 Creating recurring sessions
6 Communicate about the workshop
7 Manage participants
8 Manage facilitators
- 8.1 Invite facilitators
- 8.2 Cancel registration of facilitators