Events module is one of the main modules of OMS, responsibility of this module is to maintain the flow of the event life cycle to ensure quality and impact of events and form applicant point of view provide needed information in structured and concise way.

The modules merge into one currently 3 systems (Statutory events, Summer University and General Events) for event applications into one. Specific functions of each application systems were taken into account and parallel functions are defined in the system.

Event life cycle

Functions of the module are based on event life cycle, which defines the whole process of the event, from idea creation, concept submission to participants’ application process and to ends with event evaluation. Figure 1 visualised such a process.

Figure 2: Event life cycle

Event development phases

Event development is based on division of event conceptual design followed by event detail description. Reason behind is to divide conceptual design such as aim and objectives of the event, which are fundamental part of event design with detail description which are based on event aim and objectives. This division is to help develop better event concepts with clear and concise event designs (objectives are supporting aim of the event) which leads to more quality events.

Figure 1: Event Development Phases

Sessions sub-module

Application to organise event is based on two options:

Developing own concept
Application of defined concept

Such a concept builds on current practice of event frameworks prepared by European Level bodies. Content and logistic part of the event are divided and can have different responsible. This means content of the event can be prepared by other body and local will be responsible for implementation of this content to certain level (it can be fully implemented by local or external trainers will deliver the sessions) and take care of logistics. OMS concept is based that event concept is defined in advance and organising local choose these concept to implement or define own concept.

In Event Module design is such a process institutionalised by prepared concepts stored in Sessions sub-module of the Event Module.

As Figure 2 shows event which was organised can become event concept, this way it should be possible to spread event ideas among the network. Also European Level body can first create testing event to try how such event concept will work and after implementation create event concept in session sub-module.

European Event Concepts

Above described process is related to European Event Concepts which is one of three parts of Sessions sub-module. For these events application will be done via OMS entirely including evaluation process.

Local Activity Concepts

Another function is Local Activity Concepts which works on similar basis as European Event Concepts, providing concept for Local Activity to organise in the city of the local. In this case concept is prepared in the way that local can just implement it no approval takes a place.

Individual Sessions

This function is based on SALTO YOUTH Toolbox, which stores outlines of sessions, games which any event organiser can use. In AEGEE case it should work on similar principle.

Sessions

Type

Icebreaking
Energiser
Name Game
Group Division
Group Building Activity
Thematic session
Soft Skills session

Format

Workshop - interactive
Presentation – on given topic with notes for presenter
Game
Simulation

Length

5 min
10 min
45 min
60 min
90 min

Topic of the session – based on Strategic plan and thematic focus
Aim of the session
Description
Implementation
Material Needed

Differences in application procedures

Event life cycle take into account 3 different categories of events in terms of application system and merge them into one, but keeps specific requirements.

Events with individual application

Events with individual application are classical European Events which take place in AEGEE. Here standard procedures will take place which will be evaluated by QUAC (Quality Assurance Committee previously Events Committee)

Events with group application

Events with group application are these events which have special application procedure. Such type as at this time used for Summer University, however OMS should count with option that such a system can be used also for other projects.

In general such events are:

Events of same type grouped by umbrella project
Special application take place

Specific questions in application form
Participant application for several events at once (in general 3)
Pre-selection which reduce number of participant applications to one
Specific timeline and deadlines for whole project

Statutory Events and NWMs

For statutory events and NWMs another special application takes places, for these types of events event development is prepared by defined body Chair, EBM Content Team or NetCom and is evaluated by them.

Timeline of Events process

	Duration
Event concept - evaluation by Quality Assurance Committee	7	max
Event details - evaluation by Quality Assurance Committee	7	max
Application period	14	min, deadline max 45 days prior to event take place
Results of selection	5	max
Confirmation of pax (payment, tickets or just email)	7	max
event internal page (travel info, documents, programme, etc)	20
Event take place	2
Evaluation survey to participants	14	max
Evaluation phase (final report, financial report, pictures, results)	21	max

Application to organise European Event

Application process is based on event life cycle and for this reason two forms are in place. First short one and second more elaborated to provide event details

Questions in this form are based Event Quality Indicators of European Youth Forum

Event Concept Form

Used for European Events and Summer University

Title of the event – Text field 90 char

Explanatory text: 300 char

Organising Local(s) – the names of the locals are links to their main page on OMS
Main Organiser – reads Name and email from OMS Core from Organising Local(s)

person which submits the form
Other

European Level Support: - name of the body, links to their main page on OMS
Type of event

Explanatory text: 300 char
Choose from list

Training event (Type 2)
NWM (Type 2)
Conference (Type 3)
Seminar (Type 3)
Case Study Trip (Type 3)
Exchange (Type 3)
Cultural event (Type 1)
Celebratory event (Type 1)
Summer University

Event Dates

Arrival date of the event – Date DD/MM/YYY
Departure date of the event – Date DD/MM/YYY

THEMATIC FOCUS of the event: * Based on the Focus Areas of the Strategic Plan of AEGEE

Explanatory text: 300 char
Choose from list

Youth Mobility
Youth Employment
Spreading Europtimism
Civic Education
Other

CATEGORY of the event: *

Explanatory text: 300 char
Choose from list

Culture
Sports
Education
Health
Environment
History
Visa Regulations
Politics and Youth Participation
Human Rights and Youth Rights
Other: -text field

Can you explain why you consider that your event is relevant to the needs of the members and contributes to the aim of the association?

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

What are the OBJECTIVES of the event?

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

What kind of ACTIVITIES are you planning to organise to achieve your objectives reflected in the CONTENT?

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

What kind of METHODOLOGY are you planning to use during the event and why?

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

Evaluation Status – visible for applicants – editable for evaluators

Received – automatically accessed when submitted
Under Evaluation – automatically accessed application was open by evaluators
Accepted
Rejected

Reason – Large Text field 500 Char

Re-work

Reason – Large Text field 500 Char

Comments from Evaluators

Large Text field 500 Char

Event Details Form

Participation fee - number with two decimal digits in EUR
Optional fee: - number with two decimal digits in EUR
Optional fee used for – if optional fee has value, text 300 char
Meals Provided - selection 2 of 3

Breakfast
Lunch
Dinner

Accommodation type

Type - multiple choice

Gym
Hostel / Dormitory
Hotel
Private

People per room

1-4 per room
5-8 per room
9+ per room

Venue place - from city name and country GPS coordinates calculation

City – text 50 char max
Country –Choose from list – Countries in Europe

Number of participants – integer
? Budget: ??Should it be asked or only after event?

Expenditures

Lodging - number with two decimal digits in EUR
Catering - number with two decimal digits in EUR
Rooms - number with two decimal digits in EUR
Equipment - number with two decimal digits in EUR
Transport/travel - number with two decimal digits in EUR
PR and printing - number with two decimal digits in EUR
Communication (phone calls) - number with two decimal digits in EUR
Insurance - number with two decimal digits in EUR
Reserve
Other - number with two decimal digits in EUR
Total: Sum of all numbers

Income

Participation fees – calculation Number of participants x Fee
Grant(s) - number with two decimal digits in EUR
Sponsoring- number with two decimal digits in EUR
Sold goods- number with two decimal digits in EUR
Own resources- number with two decimal digits in EUR
Total Income- number with two decimal digits in EUR

Check if Total Income – Expenditure = 0

Event open for non-AEGEE members yes/no //if Summer University, then force this on NO.
Suitable for disabled participants – YES/NO , if yes which one

Blind
Deaf
Dumb
on a wheelchair
motorically disabled not on a wheelchair

What kind of ACTIVITIES are you planning to organise to achieve your objectives reflected in the CONTENT? * -

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

What kind of METHODOLOGY are you planning to use during the event and why? *

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

How will you make sure the necessary RESOURCES are provided and available during the event? *

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

Be SUSTAINABLE! In what way are you going to ensure your event will be Green? *

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

Trainers/Facilitators/Content-responsibles need to have the necessary COMPETENCES! How are you going to select them?

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

Trainers/Facilitators/Organisers need to be PREPARED! How are you going to ensure everything is prepared on time

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

How are you going to manage the effective COMMUNICATION before and during the event? *

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

Are your LEARNERS aware of their learning experience? *

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

EVALUATION - your event is over, but what are the results and how are you going to evaluate them? *

For all types of events
Large text field: 1000 char
Explanatory text: 300 char

Application period

Start - Date DD/MM/YYYY
End - Date DD/MM/YYYY

Confirmation – chose from the list, multiple options

Email
Travel Tickets
50% of the fee
100% of the fee

Event description – paragraph text, 1500 char limit
Event Promotional Video – link to YouTube video or Vimeo video
Event Website –text 100 char max
Event Facebook Page - text 100 char max
Logo of the event – dimensions 200x200px
Pictures- max 4, limit 1 MB per picture
Custom questions for application forms

if a custom question is left empty, then this question does not show in the application form
Number of custom questions is defined by organiser

Number of Custom Questions – Integer
Custom Question Title 1: - text 200 char max
Custom Question Title 2: - text 200 char max
….
Custom Question Title x: - text 200 char max

Evaluation Status – visible for applicants – editable for evaluators

Received – automatically accessed when submitted
Under Evaluation – automatically accessed application was open by evaluators
Accepted
Re-work

Reason – Large Text field 500 Char

Comments from Evaluators

Large Text field 500 Char

Additional For SU:

Places visited – 4 places, 4x city name, 4x description

City name – 50 char
description of the place – 300 char max

Activities – 400 char max
Ideal participant – 400 max

Statutory event or NWM form

Title of the event – Text field 90 char

Explanatory text: 300 char

Organising Local(s) – the names of the locals are links to their main page on OMS
Type of event

Explanatory text: 300 char
Choose from list

Agora
NWM
EBM

Event Dates

Arrival date of the event – Date DD/MM/YYY
Departure date of the event – Date DD/MM/YYY

Participation fee - number with two decimal digits in EUR
Optional fee: - number with two decimal digits in EUR
Optional fee used for – if optional fee has value, text 300 char
Meals Provided - selection 2 of 3

Breakfast
Lunch
Dinner

Accommodation type

Type

Gym
Hostel / Dormitory
Hotel
Private

People per room

1-4 per room
5-8 per room
9+ per room

Venue place - from city name and country GPS coordinates calculation

City – text 50 char max
Country –Choose from list – Countries in Europe

Number of participants – integer
Event open for non-AEGEE members: NO – default answer
Suitable for disabled participants – YES/NO , if yes which one

Blind
Deaf
Dumb
on a wheelchair
motorically disabled not on a wheelchair

Application period

Start - Date DD/MM/YYYY
End - Date DD/MM/YYYY

Confirmation – chose from the list, multiple options

Email
Travel Tickets
50% of the fee
100% of the fee

Event description – paragraph text, 1500 char limit
Event Promotional Video – link to YouTube video or Vimeo video
Event Website –text 100 char max
Event Facebook Page - text 100 char max
Logo of the event – dimensions 200x200px
Pictures- max 4, limit 1 MB per picture
Custom questions for application forms

if a custom question is left empty, then this question does not show in the application form
Number of custom questions is defined by organiser

Number of Custom Questions – Integer
Custom Question Title 1: - text 200 char max
Custom Question Title 2: - text 200 char max
….
Custom Question Title x: - text 200 char max

Statutory/NWM questions for application forms

if a custom question is left empty, then this question does not show in the application form
Number of custom questions is defined by Chair/NetCom

Number of Statutory Questions – Integer
Statutory Question Title 1: - text 200 char max
Statutory Question Title 2: - text 200 char max
….
Statutory Question Title x: - text 200 char max

Application Evaluation Flow

Evaluation process of the application should take max 7 days in each step of the application. Firstly is submitted Event concept, application is accessed by evaluators (QUAC or SUCT), Evaluation status is accessed:

Accepted - Event Concept or Events Details follows all formal criteria, minor issues can still occur
Rejected – Event Concept is not suitable for AEGEE, reasons are provided in explanation field
Re-work – Event Concept or Events Details needs to be improved, reasons are provided in explanation field

And comments from evaluators which contains recommendations or suggestion regarding the event.

Application form for Event application

Application form for applicants is composed of these parts, depending on type of event

Person identification – read from OMS Core
Custom Questions from Organisers
Standard event Questions
SU questions
Statutory event or NWM questions
Impact Measurement questions – predefined by Impact/Statistic OMS Module

Person identification

Follow items are read from OMS Core and will be visible for organisers

First name
Second Name
Body(ies) Name
Date of birth
Gender
Email
Mobile Phone Number
Member since
Previous participation in AEGEE events - require applicant acceptance to share this info

Standard Event Questions

Motivation – large text field 1000 char
Disability

No
Yes – shows additional questions

Check Box

Blind
Deaf
Dumb
on a wheelchair
motorically disabled not on a wheelchair

Comments

Text field 300 char

Diet

Check box

Meat-eater
Meat, but no pork
Vegetarian (no meat or fish)
Vegan (no meat, fish, or diary)

Diet, Allergies

Text field 300 char

T-shirt size

Check box

S
M
L
XL

Visa invitation needed

No – other options not shown
Yes – shows additional questions

Passport number – text box 100 char max
Place of birth – text box 100 char max
Passport issuing authority – text box 100 char max
Passport issuing date – Date DD/MM/YYY
Passport expiration date – Date DD/MM/YYY
Nationality – from OMS

Emergency Contact

Name and Surname
Relation towards applicant

Family
Friend

Spoken Languages

English

Yes, fluent
Yes, basic
No

contacting language

Phone Number
Email

SU Questions

Defined by SUCT in SU Control Panel

Statutory Questions

Defined by Chair in Statutory & NWM Control Panel

Impact Measurement

Defined in Impact/Statistic OMS Module

Evaluation Form

Participation fee - number with two decimal digits in EUR
Optional fee: - number with two decimal digits in EUR
Optional fee used for – if optional fee has value, text 300 char
Meals Provided - selection 2 of 3

Breakfast
Lunch
Dinner

Accommodation type

Type

Gym
Hostel / Dormitory
Hotel
Private

People per room

1-4 per room
5-8 per room
9+ per room

Why the topic of your event was relevant to the needs of the members, the society and contributed to the aim of the association? – For all types of events except type 1
OBJECTIVES of your event?

View from Event details
Large text field: 1000 char
Explanatory text: 300 char

Have those objectives been fulfilled (please evaluate for each objective)? Yes/no, why?*
How did you make sure that the PROGRAM of your event reflected the objectives you have set ? –

For all types of events*
Large text field: 1000 char
Explanatory text: 300 char

What kind of METHODOLOGY did you use during your event: please, describe why did you use these methodologies? Were they the most adequate to this type of the event? - –

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

Were all the necessary technical RESOURCES (material, logistics, etc) and human resources available during the event? Did you have any problem with that? –

For all types of events *
Large text field: 1000 char
Explanatory text: 300 char

Did you have a strategy to use the resources in a SUSTAINABLE way during the event? If yes, describe what was it –

For all types of events*
Large text field: 1000 char
Explanatory text: 300 char

In case you collaborated with ANOTHER BODY (working group, project team etc), state who was it. How did you communicate with them and carry out the preparation phase? –

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

How did you select the trainers/facilitators of your event in order to make sure that they had the necessary knowledge and COMPETENCES to carry out the task?

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

How did you make sure that the trainers/facilitators coming to your event were well PREPARED? –

For all types of events except type 1
Large text field: 1000 char
Explanatory text: 300 char

How did the people involved in the organization of the project COMMUNICATE in the preparation phase, during the event, and in the evaluation phase? –

For all types of events*
Large text field: 1000 char
Explanatory text: 300 char

Did you carry out (and take into account): – For all types of events except type 1 The analysis of the NEEDS among your participants (prior to the event). How? EXPECTATION round of the participants (beginning of the event). How?
How did you make sure that your participants have LEARNED something out of your event? –

For all types of events*
Large text field: 1000 char
Explanatory text: 300 char

How did you carry out the EVALUATION phase of your event? Who was involved in the process? (Indicator 10) –

For all types of events*
Large text field: 1000 char
Explanatory text: 300 char

Please, upload a few pictures of the event:

Only jpg/png/gif/bmp file types are supported

Mention in Media - Form which stores data in OMS PR module

No
Yes

Name of Media – text field 100 char
Type of Media – choose from list

Newspaper
Newsletter
Regional TV
National TV
Radio
Website
YouTube, Vimeo
Other

Link to the media, if online
Upload file
Comments – large textbox 300 char

Financial report

Budget:

Expenditures

Lodging - number with two decimal digits in EUR
Catering - number with two decimal digits in EUR
Rooms - number with two decimal digits in EUR
Equipment - number with two decimal digits in EUR
Transport/travel - number with two decimal digits in EUR
PR and printing - number with two decimal digits in EUR
Communication (phone calls) - number with two decimal digits in EUR
Insurance - number with two decimal digits in EUR
Reserve
Other - number with two decimal digits in EUR
Total: Sum of all numbers

Income

Participation fees – calculation Number of participants x Fee
Grant(s) - number with two decimal digits in EUR
Sponsoring- number with two decimal digits in EUR
Sold goods- number with two decimal digits in EUR
Own resources- number with two decimal digits in EUR
Total Income- number with two decimal digits in EUR

Check if Total Income – Expenditure = 0

Calendar of Events

Main purpose of Calendar of events is to visualize list of events, it shows data processed by events module.

List of events view and info bubble on map

Such view provides filtered information of events based on criteria. As default view are the events which will take place in future and which is possibility to apply

Title of the event – link to event details
Dates
Application deadline
Venue
Type
Category
Short description. – 300 Char limit. , not visible in map

List of Events

Map of events

Event Detail Data to show on website:

Title of the event – Name of the event

Logo of the event – if exist

Organiser(s) – which locals or body

In cooperation with: - name of body, if no cooperation not shown

Who can apply?

Members only
Open for all

Type of the event:

Training event (Type 2)
NWM (Type 2)
Conference (Type 3)
Seminar (Type 3)
Case Study Trip (Type 3)
Exchange (Type 3)
Cultural event (Type 1)
Celebratory event (Type 1)
Agora
EBM
Summer University

Whenever other mass project as SU arise it’s possible to add as additional type, for example Winter University

Thematic Focus - Focus Areas of the Strategic Plan of AEGEE

Youth Mobility
Youth Employment
Spreading Europtimism
Civic Education
Other

CATEGORY of the event:

Culture
Sports
Education
Health
Environment
History
Visa Regulations
Politics and Youth Participation
Human Rights and Youth Rights
Other

Dates – staring date – end date

Application deadline -date

Event Fee – number with two decimal digits in EUR

Optional fee- if not, not show, number with two decimal digits in EUR

Optional fee used for - if not, not show

Number of Participants - Number

Confirmation – email / XX % of payment / tickets

Lodging – gym, tent, hostel, hotel

Provided meals

Suitable for disabled participants – YES/NO , if yes which one

Event Website - show if link exist

Event Facebook Page - show if link exist

Event description – paragraph text, 1500 char limit

Event Promotional Video – embed YouTube video or Vimeo video, show if link exist

Pictures – show if some

Add into my calendar – ics or ical export of the event

Attachments: - file to show on public page

SU special tab:

For Summer university is need to provide more information related to the event and especially to event venue, for this reason for SU there will be additional page showing these information.

Places visited – description of places of the SU – 300 char max for each city
Activities – 400 char max
Ideal participant – 400 char max

Functions of Calendar of events

RSS export of events

Data which should be exported via RSS

Title of the event – link to event details
Dates
Application deadline
Venue
Type
Category
Short description

XML export of events

XML output file with all events following parameters the request, function should be similar to filter function on list of events, show events based on dates, category or type, matching these categories.

Title of the event – link to event details
Dates
Application deadline
Venue
Type
Category
Short description

Online calendar export – ical or ics export

Data from event database accessible as online calendar which can linked to Google Calendar, Outlook, Apple Calendar or any other service which use ical or ics format of calendar data.

In such a calendar all events should be presented.

For each event two calendar events will be created

One day event marking Deadline of Title of the event
Event marking when event take place

Exported data:

Title of the event – link to event details
Dates or Application deadline
Venue - Location
Type – first line in description
Category – second line in description
Short description –in description

Event page

Data of each event are visualised on event page, which should view all data and related process of event life cycle.

User roles:

Event evaluator

General events QUAC
Summer University SUCT
Statutory events Chair

Anonymous

general public
access without login

AEGEE member

Any member which is logged in

Accepted participants

Applicants which have event application status Accepted

Organisers

Local organisers

Access rights

Event evaluators and managers – aka SUCT, QUAC, CD and Chair

Access all pages and edit presented values

Anonymous

View:

Event details
SU details – when event is SU

Apply for event which is open to all – creation of external user account is requested

AEGEE member

View:

event details
SU details – when event is SU
Statistic – for Statutory events and SU
Live stream – for events which have it
Statutory events details

Sessions and Workshops – just view
Progress Meetings
Activity reports
Budget
Proposals and motions
Voting results

Apply for

event when deadline not passed yet
event which issued Open Call
Candidate for position at Agora

All applicants – SU case

Apply for SU Open Call

Accepted participants

View pages

News
Program
Participants
What to bring
Travel details
Documents
Contacts

When event pass

Evaluation

Apply for

event session
Progress meeting

Delegates of Agora

Vote

Organisers

View and edit pages

News
Program
Participants
What to bring
Travel details
Documents
Contacts
Evaluation
Applicants
Mass mailing
Final Report
Financial Report
Mass mailing
Sessions / Workshop applications

Description of pages

Event workflow

Page which overviews event life cycle and shows number and facts of the process:

Concept evaluation status by whom and when

Received
Under evaluation
Accepted
Re-work
Rejected

Event details evaluation status by whom and when

Received
Under evaluation
Accepted
Re-work

Application process status

Opened – Number of applications
Opened, Deadline Extended - Number of applications
Not open
Closed, Deadline passed - Number of applications

Selection process status

Participants not selected
Participants not selected within deadline 5 days
Participants selected
Participants selected + open call - open call is possible to open when no applicant(s) is on waiting list

Evaluation

Number of filled evaluations/ number of pax – XX %

Final Report

Submitted
Under evaluation
Accepted
Needs to re-work
Rejected

Financial Report

Submitted
Under evaluation
Accepted
Needs to re-work
Rejected

Event application

Application form to organise event or SU.

Event details

Calendar of events

SU details

For Summer university is need to provide more information related to the event and especially to event venue, for this reason for SU there will be additional page showing these information.

Places visited – description of places of the SU – 300 char max for each city
Activities – 400 char max
Ideal participant – 400 max

News

Short updates from organisers towards participants of the event

Program

Detailed program of the event with indication when which activity will take place and where (room number if needed to define)

Program at these page is the program which is approved by QUAC or SUCT and is the final version before event take place, when significant changes in program take place, it needs to be explained in final report

This view is generated automatically from event application, changes by organisers are possible

Participants

View of accepted participants, data which will be shown:

Name and Surname
Local

This view is generated automatically

What to bring

List of things which participants needs to take with them for the event

Travel details

Description of the event venue and how to get to the city of the venue

Contains these information:

Map
How to arrive

To the city

By plane
By bus
By train

To venue place

By public transport
Car
Taxi

Documents

List of documents related to the event. If enable participants can also upload files.

These documents are stored and categorised by Document store OMS Module

Contacts

Contacts on event organisers.

Contains these information:

Main organiser

Name and Surname
Email
Phone number

Incoming responsible

Name and Surname
Email
Phone number

Visa responsible

Name and Surname
Email
Phone number

Generated automatically from event application

Evaluation

Page visible for participants when event finish.

Based on standard evaluation questions (impact measurement, logistic), evaluation of learning objectives and additional question from organisers

Data are linked with Impact Measurement/ Statistic OMS Module

Applicants

List of all applicants which applied for the event.

View shows

Name and surname – link on detail of the application
Local
Sex
Age
Email
Status

Application data should be enable to download in csv (raw data) or pdf (styled) format.

Organisers asses the applications within 5 days from application deadline and set Status for each application (individually or as group selection).

Application Status

Accepted
Waiting list

status can take max 7 days, if status not set -> Rejected
Options to set Accepted or Rejected

Rejected

Participant Status:

Attended – set by organiser
Cancelled – set by participant or organiser
Evaluation Filled – automatic status, after filling evaluation form

Mass mailing

Tool to send personalised email to defined groups via mail merge. Such a mass mail should be possible to send email based on these filter options, which can be combined:

All applicants
According to applicant status

Rejected
Waiting list
Accepted

According to participants status

Attended
Cancelled
Evaluation Filled

Country
Local or body
Visa request
Participant role - for statutory events

Mass mailing function is made via Email Tools OMS Module which has function of Mass mailing

Final Report

Results
View of impact from evaluation
Mentions in media – links, files – scan or video of media mention – link to PR tools OMS module
Pictures –

pictures of the event for AEGEE photo database, max to upload 10
Flicker API integration, pictures can be uploaded to AEGEE Stock database in Flicker

Video – link of file
Created from this event, event concept

Financial Report

Check between submitted budget and real expenditures

Sessions / Workshop

List of parallel sessions (workshops, progress or meetings) at the event from which participant should or have to choose. Each session has number of places.

Application process can be

Automatic acceptance – no confirmation or selection of applications is made
Participants selection – application is placed and evaluated, than results are published

Results of selections for session or workshop

Accepted

Automatic, when number of places is lower than sessions participants
By selection via Sessions / Workshop applications

Statutory pages

Activity reports

View of reports of European level bodies. Reports are submitted via European Level tools OMS Module

View is made as list of European Level bodies, bodies which submitted report have name linked to the report (new window).

Budget

Budget(s) view from Finance OMS Module which will be voted upon.

View is made as list budgets with links to view details of the budget (new window).

Proposals and Motions

View of proposals and motions from Statutory vote module which will be voted upon

View is made as list proposals with Proposal name, part of CIA which it changes and proposer name(s) and body. Proposal name is linked to view of details of the proposal (new window).

Candidates

View of candidates for open positions at Agora

?? Should candidatures be managed by Events module or Statutory vote or HR Module??

Voting results

View of voting results from Statutory Vote OMS Module

List of voted on proposals, motions and candidates and results presented.

Vote

Only for delegates, voting panel from Statutory Vote OMS Module

Sessions/Workshop applications

Management of parallel sessions at the event, view of number of applications for each sessions.

Possibility to

Create new sessions

Name
Session leader
Type

Workshop
Panel discussion
Progress meeting

Time
Room
Session Description
Number of participants
Selection method

Automatic - applicants get automatically accessed status accepted when is free place, when is not status waiting list
Manual – Applications status is access via Sessions management

Session participant selection –evaluation of applications for the session

Roles

Accepted
Rejected
Waiting List