Toronto Photography Meetup Group

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PostPosted: Fri Apr 21, 2006 6:50 pm 
Before an event can be made official and placed in the 'official events' forum, procedures need to be put into place.

1. Event Organizer

We champion members to help organize events - whether the event is considered 'official' or 'unofficial'. Unofficial events can be discussed within the thread and if the member who is organizing the event wishes to make it official, the details of the event can be sent to any one of the organizer for posting in the Official Events area.

Regardless of whether an event is simple or complex, an event leader is required. Any member is free to suggest a new event. At this point, one of the TPMG organizers will step up and take responsible for all logistics and posting arrangements. However, should an organizer be unable to arrange this, the event can be delegated to a volunteer TPMG member.

2. Initial meeting place

People need to meet somewhere. It can either be at a coffee shop, place for lunch, etc. The key is to anticipate how many members will potentially show up, and therefore find a place that can accommodate them. As a courtesy to the meetup location, please call the venue in advance to book and/or let them know we're coming.

3. Timing of the event

The majority of TPMG events happen at 1pm on Sundays, however, this is not a set rule. When deciding on a date and time for an event, consider the length of the event and daylight hours for shooting (unless it's for a night event).

4. Number of participants

If there is a limit on the number of participants, please include the number, and whether members can respond with either Yes, No or Maybe. Some events cannot have a "Maybe" RSVP. With over 1200 members of the group, it will be difficult to accommodate everyone, however, we should make our best effort to allow as many members to participate in an event as possible.

5. Suggested Format to Submit Event Ideas

Here is an example:

Toronto Islands Outting
Meet at: Tim Hortons, Queen's Quay & Bay (provide directions if it is out of the way)
Time: 1pm
Duration: approx. 4hrs.
Participants: unlimited
Event details: We will be taking the 1:30pm Ward's Ferry and spending the afternoon shooting on the islands. We will meet-up to take the 4:30pm ferry back to Toronto, where we can then disburse or find a place to eat dinner.


Once an event has passed, a discussion thread will be posted in the Aftermath area by one of the organizers and members can discuss the event within that thread. Additionally, an organizer will create an photo album in the gallery area for members to post a low resolution image from the event.

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PostPosted: Fri Jun 08, 2012 2:09 pm 
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The process for setting up events has been amended to include a very important cost section.

Here's how to create your event!

What: Replace this line with what your event is about
Where: Replace this line with where your event takes place
When: Replace this line with when it happens. Be as specific as possible so people can plan accordingly.
Bring: Replace this with what people should bring. If it's a Film shoot tell them to bring film cameras, if they may need ND filters, or tripods, or no tripods.... etc, this is where that stuff goes
Cost: Tell us how much this event costs. Tell us why. Break it down. There's no secret, we all know the math is not that hard. Have models? How much are they? Permit? How much was it? Be prepared to show/prove these costs to anyone attending.
Additional Info: Tell us more about your event! Anything you can think of.

After Additional info feel free to provide MORE additional info! The more you can tell us about your event the more we'll want to come out and shoot with you!

Here is a template you can copy and paste into your post to assist you in setting up your events to look like the above example I posted (don't include the code tag at the top, just the bits below it:

[b]Additional Info:[/b]

Once you have filled that out don't forget to set up your attendance sheets! They're underneat the post window in a section called Attendance Mod. In here you create the sections for yes, no, maybe, I'm no fun or I'm piles of fun. If you still have questions about how to set up an event feel free to PM myself or another Organizer/Moderator/Contributor.

Have fun!! :)

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