Organizer Event Entry Guide

Purpose

This is similar to the staff event, but to be used for organizers who might be creating an event, or want this public event to go out in the newsletter. This information will also be used to make a Withfriends ticket link. This will feed into the same Airtable as the staff one.

Steps

1. Go to Event Info

1. If you are coming for the first time you should have been sent the password, reach out to staff if you need access
2. Name - Name of the individual submitting the form
3. Email - Email of the individual submitting the form
4. Phone Number - Phone number of the individual submitting the form
5. Event Name - When filling this out be sure to adhere to the Style Guide
   1. Series of Events:
      1. “Event Name 1” and “Event Name 2”
         OR
         
      2. “Games Y’all August 2023” and “Games Y’all September 2023”
   2. If submitting a series, either fill out the form multiple times, or email Zac and inform him that there should be duplicate events in a series.
6. Public Event
   1. Is the public allowed at the event?
      1. This is a conditional question - so it changes if there is more information to follow.
      2. If yes is marked questions are asked so a Withfriends ticket link can be made.
      3. If no is marked the form continues without those questions.
7. Date Start - Both the date and time of the event
8. Date End - Both the end date and time. Every event should have an end date/time. Multiple-day events are most specifically for residencies, repeating workshops should go as individual events.
9. Doors - When doors open before a performance
10. Description - Longform description for email and audience promotion.
11. Short Description - Shorter description for Discord, texts, and email.
12. Open Call Link - The link for seeking participants to exhibit or showcase.
13. Event Poster - A square or portrait poster will be used as the top right info box in the wiki.
14. Event Banner - This will make its way into the Withfriends ticket link as the banner image as well as Discord. Can double from 720x377 to 1440x754, just has to be proportional.
15. Admission Details
    1. Free
    2. Suggested Donation (accept any amount)
    3. Sliding Scale (with minimum donation)
    4. Sliding Scale (with no minimum donation)
    5. Set Price
16. Volunteer Request
    1. Does the event require volunteers? This is another conditional question.
       1. If yes, MoHA will use the information provided to reach out to their volunteers.
       2. If no, the form will continue without volunteer-related questions.
    2. Describe the volunteer needs you have. Description of what kind of volunteers, how many, and what kind of work they will be doing. Please provide clear descriptions of roles, skills, and amount of people.
17. Anticipated Attendance - How many people (estimate) are expected to show up?
18. Event format(s) - Style of event, Ex. Theater, Concert, etc.
19. Event medium(s) - Medium shared at the event, Ex. Acting, Sound design, Music, etc.
20. Who should be credited for this event?
    1. Artists — those creating the work, creatives, exhibitors
    2. Organizers — who is putting on the work
    3. Sponsors — those donating products or dollars
    4. Funders — grant funder or other funding body
    5. Fundraiser — Are proceeds from this event going to external causes?
21. _____ Entry - Those who should be recognized from the previous question