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

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

1. One day event marking Deadline of Title of the event

2. 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