How to setup an official event

[Tanner]

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.

Aftermath

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.