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PostPosted: Sun Apr 08, 2012 6:36 am 
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Past Local Event Organizer/Crew

Posts: 2822
Signal Origin:
Melbourne, Australia


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Hi everyone! As you may be aware, we've been doing our annual bout of spring cleaning to get everything neat and tidy for the coming season. So you may notice a few changes around and about, including archiving of 2011 forums, and access changes for 2011 Global Team members and 2011 Event Organisers both for the forum and mailing lists.

2011 Organizers who have not yet received approval for Pre-Registration or Registration will particularly notice that they don't currently have access to the 2012 Event Organisers forum. This also applies to folks for Pre-Registered or Registered cities who are not listed as either the Lead Organizer or Second-in-Command for the 2012 event.

If you're a 2011 Local Event Organizer who has been impacted by the spring clean and has recently submitted the necessary form, please be assured that the Global Team are working their way through the process (despite that fact that it's Easter and many of the team are doing this while on their vacations) and that your access will be reinstated soon.

For those who were caught unawares by this, please be reassured that the Global Team has sought to give as much advance warning as they could. Back in January, it was announced that this would take place on 1 March, and it was then extended to 31 March to be in line with the primary registration date (and then there was a little more time allowed).

Just so that everyone is aware of the process (and so that there isn't any unnecessary concern or worry), if you are holding an event this year (even if you haven't locked in your date or venue) please make sure that you submit a Pre-Registration forum (or Registration form if you've locked in your details). Once this form is approved, access to Organizer Only areas will be provided.

The process that the Global Team use is as follows:
- When you submit a Pre-Registration form or Registration, it is sent via email to events@cantstoptheserenity.com
- The Global Team member responsible for registration management (Registrar) regularly checks this account (though I hope you'll understand that it's not necessarily every minute of every day, but I'd expect it to be at least once a day but no longer than 2 days).
- The Registrar (in this year's case, Jacque) reviews the submitted form and checks to see if anything is missing or problematic, and also enters the details into a Master Registration spreadsheet.
- The details are then sent to the GEC for approval (in this year's case, to William).
- Once approval is obtained from the GEC, the Registrar sends an approval email to the event organiser, confirming that their event is now registered/pre-registered.
- The Registrar then places the forum usernames for the Lead Organiser and Second-in-charge into the access group for 2012 Organizers, which grants you access to that part of the forum. Ideally, this should be within 24 hours of the approval email going out.

As you can see, there are a few steps to go through. While we appreciate your keeness to get your registration approved quickly and have forum access, and while the goal is to have a registration/pre-registration approved (or contact the submitter for the missing information) within 48 hours, it's not always possible to get it done in that timeframe. So please be patient - we're all volunteers after all and are doing our best to balance CSTS with the rest of our committments. :)

Past Event Organisers (2011 and prior) are also now recognised by a special avatar. This "badge of honour" recognises their experience and involvement, and should they choose to hand over the mantle to another or retire from CSTS, they will always be recognised and appreciated.

_________________
Global Steering Committee Chair (2010-2015)
Global Team: Comms Lead (2009)
Local Event Organiser/Crew: Melbourne (2007, 2009-2017), Vancouver (2006)
New Melbourne Browncoats Inc - newmelbournebrowncoats.com


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