Consent2Go Event Planning Overview

This article will provide details about the Event Planning Phase

Introduction

The Planning phase allows you to provide all the information for your event, select invited students and action the risk assessment. 

There are three main sections of the event plan:

• Places
• People
• Supporting

See the below breakdowns of each section.

Places

There are 5 tiles in the Places section of an event plane:

1. Region 
2. Accommodation
3. Activity & Transport
4. Emergency
5. Itinerary

It's important to note, that the process for completing these will differ depending on the event type. For example, the Region & Accommodation tiles are only active for overnight events and will be greyed out when they aren't required. 

Region 

• In the region tab you will be checking that the regions are correct for your camp, as this information flows on to other tiles. The region is initially populated from the event proposal and may need modification to just reflect the general location.  
• An important rule for you to be aware of is that each region can only have one accommodation. If you have multiple accommodation locations per region, the same region will need to be added a second time (in the Region tile), with the variation in dates of accommodation, which will then feed into Accommodation. 

Accommodation

• The Accommodation Tile is where you will see the specific details of where your group is planning to stay. When you click on this tile, you will see the details of both the location – which is the region – and the address. 

Activity & Transport

• The Activity & Transport Tile holds the information about each activity included within your Event and includes any transportation time you may need to accommodate for. The information from this Tile will be used throughout the rest of your plan.
• Once you have started adding activities and transport details, each item will be listed here so you can make sure each part of your Event is accounted for.
• You can add items through the Add Activity, Add Transport, and Add Other buttons. As with the Planning tab Tiles, it’s best to work through these from left to right, to make sure information is consistent throughout your proposal. 

Emergency

• The Emergency Tile is where you can store the information for the closest emergency services to your event. If it is an overnight event or a camp, emergency details can be provided for each region. 
• Through this tile you can include emergency details for the region's police station, or closet medical centre/hospital. You can also store the location managers information here in case you need to contact them for any reason.

Itinerary

• The Itinerary Tile shows you the schedule of activities and transport that make up your itinerary for the Event.

• Any information supplied in the Activity and Transport Tile will automatically generate in the itinerary. You can review this section to ensure all the activities are ordered correctly, with the right start and end times so your event runs smoothly. You can also do the same with transport, to make sure you have enough travel time between activities so everything is correctly timed. 

Places

There are 5 tiles in the Places section of an event plan:

1. Students
2. Staffing & Supervision
3. Transport Management
4. External Providers
5. Parent Communication

Students

• The Students tile is where you can add the participants you'd like to invite to your event. Students can be added here in a few different ways:
  • Whole school - To invite the entire school to the event, use this option.
  • Year Level - To invite selected years (e.g 5 & 6), use this option.
  • Student Group - For groups such as a Chess Club or Mathletics Group, use this option.
  • Team - For teams such as Year 9 Netball, use this option.
  • Personal Group - For a list of students that may not occur outside of your event, such as a year 5 & year 10 buddy group, use this option.
• Once you have added the required students, you can then view their catering requirements and medical conditions by selecting the 'View Students' button:

  

Staffing & Supervision

• The Staffing & Supervision tile is where you can add any staff or volunteers that will be participating in supervising the event.
• It's important to note that the Teacher in Charge will not automatically be added to the supervisory team, and if they are attending the event, must be added separately. 
• It's also important that the contact details showing in this section are correct, as these are the deatils that appear on the Parent Communications.  

Transport Management

• The Transport Management tile pulls its information from the activity and transport section of the planning.
• This is where you can go to confirm any bookings, upload any required information, and view an overview of all the necessary transport bookings for your event. 
• To view the information for each booking, select the ‘edit’ icon. This pop-up will show the date and the start/end times. It’s important to check these times to ensure you are arriving in time for the activity, and the appropriate time has been allocated for travel.

External Providers

• The External Providers tile contains the information about the external providers you have indicated you may be using throughout the event. From this tile, you can confirm their details and upload any required documents. There is also a checklist of information they may be required to provide.

Parent Communication

• The Parent Communication tile will provide you with the information parents/guardians will see in the event invitation. This information can be edited, and then previewed by selecting the 'View Invite' button.
• The RSVP date for your event can also be set in this section. It's important to note that this is a cut off date for parents/guardians to be able to provide consent for their child if needed. This can be altered after planning has been completed, in the event management phase.
• If there is any documentation parents require for your event, ensure it is uploaded here, as it will be attached to the email they receive.

Supporting

There are 5 tiles in the Supporting section of an event plan:

1. Settings
2. Budget
3. Document Summary
4. Risks
5. Approval

Settings

• The Settings tile differs depending on the event type, and is where you can go to set up specific requirements for an event. The information outlined in this section feeds back into the Parent Communication Tile as it provides parents/guardians with the outlined requirements.

Budget

• The Budget tile allows you to outline the budget information for your event, so that the approvers can review the necessary cost information. Through this tile, you can provide the GL Code (if used) and upload documents, as well as provide a detailed overview.

Document Summary

• The Document Summary tile displays all the documents you have uploaded throughout your event planning. From here you can view the category, document name, and download a copy if needed.

Risks

• The Risks tile provides you with the necessary information needed to mitigate any and all risks included in your event. Through this tile, you can view Participant Risks, Activity Risks, Transport Risks, General Risks, Location & Accommodation Risks (if an overnight event), and add manual risks if you believe there is information that has not been outlined correctly.  
• Each section requires you to review and acknowledge the risk, provides you with guidelines and mitigation suggestions, and has a note section in case you'd like to add additional information.
• It is crucial that this tile is completed accurately and thoroughly to ensure your students safety while participating in your event.

Approval

• The Approval tile is the final stage in the event planning process, which allows you to submit your plan for approval. By hovering of the 'Begin Approval' button, you can view any sections that have been missed or require additional information. 
• This section also allows you to duplicate events, which will replicate all the information outlined in the planning at a later date.

Conclusion

This brief overview provides an understanding of the planning phase. Within each tile of the plan, there is a "Show Me" buttons that provide a more detailed explanation of the area you are in. If you are stuck, and see the below icon - click it! This will start a brief 1-2 minute video, providing you with further information.