This is a detail run-through of event set-up. A step-by-step collection of articles is located here: https://intercom.help/chalk-it-pro/en/collections/11168026-running-an-event-through-chalk-it-pro
SOP: Running Events through Chalkit Pro
Objective:
To efficiently run various events such as charity events, ladies' nights, competitions, holiday parties, etc., through Chalk It Pro to collect data, sell entry fees, get documents signed, schedule programming, and send announcements.
Key Steps:
Create Event Membership:
Set up an entry fee membership for external participants or assign the track to existing memberships for internal members.
Collect billing information for paid events.
Assign Documents:
Assign waivers or standard operating procedures to new or current members.
Include necessary information like names, birth dates, event details, parking instructions, food availability, heat schedules, donation collection, and initials for acknowledgment.
Schedule Heats:
Set up heats at regular intervals (e.g., every 30 minutes) for the event day.
Reserve spots for participants, assign coaches if necessary, set date and duration, limit participants per heat, and manage membership limits.
Program Workouts:
Create programming for the event day, such as the Murph workout, and schedule it accordingly.
Send Announcements:
Schedule announcements to inform participants about the event and any updates leading up to it.
Utilize ChalkTalk:
Use the private track feature in Chalk Talk to remind participants to reserve their spots and provide event details.
Cautionary Notes:
Ensure all necessary documents are assigned only to relevant participants to avoid confusion.
Double-check scheduling details to prevent overlapping or incorrect timings.
Monitor membership limits and event capacities to avoid overbooking.
Tips for Efficiency:
Customize event tracks based on different levels or versions to cater to various participants.
Use color codes and themes to differentiate between different event components for easy identification.
Pre-schedule announcements and reminders to keep participants informed.
Regularly update event details and schedules to reflect any changes accurately.
Utilize the versatility of Chalk It Pro to create free memberships for head counts or offer special access to events.
By following these steps, you can effectively run events through Chalk It Pro while ensuring smooth operations and participant engagement.