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Member Event Participation

Overview​

This workflow guides member organizations/clubs through the complete process of participating in venue events: subscribing to events, accepting offers, assigning resources, and managing check-in on event day using QR codes.

Who This Is For​

  • Member Organizations/Clubs participating in venue events
  • Club Coordinators managing event assignments
  • Club Administrators coordinating resources for events

Prerequisites​

  • Member organization account with active status
  • Resources available for event assignments
  • Club site integration (optional, but recommended)
  • Mobile device for QR code scanning (event day)

Workflow Diagram​

PHASE 1: Pre-Event Setup​

1. Browse Available Events​

  1. Log into venue scheduler
  2. Navigate to Calendar or Dashboard
  3. View upcoming published events:
    • Event date and time
    • Location details
    • Positions available
    • Stand assignments
  4. Filter events by:
    • Date range
    • Location
    • Position type
    • Availability
Event Visibility

Only published events are visible to members. Events in draft status are only visible to administrators until they are published.

2. Subscribe to Event​

  1. Click on event you're interested in
  2. Review event details:
    • Event title and description
    • Date, time, duration
    • Location and stands
    • Positions needed
    • Required qualifications
  3. Click Subscribe button
  4. Select positions/stands of interest
  5. Submit subscription request
  6. Status changes to "Pending"
  7. Wait for venue administrator review
Subscription Tips
  • Subscribe early for better position selection
  • Review required qualifications before subscribing
  • Check your organization's availability before committing
  • Multiple subscriptions allowed for different positions
  • Note: You can only subscribe to events that have been published by the venue administrator

3. Wait for Assignment Offer​

  • Venue administrator reviews subscriptions
  • Checks your organization's eligibility
  • Validates qualifications and background checks
  • Selects organizations for assignments
  • You'll receive notification when offer is made

4. Receive Assignment Offer​

You'll be notified via:

  • Email: Assignment offer details
  • Dashboard Notification: Alert banner
  • SMS (if configured): Text notification

Offer Details Include:

  • Event information
  • Assigned stand(s)
  • Specific positions
  • Number of resources needed
  • Required qualifications
  • Acceptance deadline

5. Accept Offer​

  1. Navigate to Member → Subscriptions or check notification
  2. Review offer details:
    • Positions assigned
    • Resource count required
    • Qualifications needed
    • Event date/time
  3. Verify your organization can fulfill:
    • Sufficient resources available
    • Resources meet qualifications
    • No scheduling conflicts
  4. Click Accept Offer button
  5. Offer status changes to "Accepted"
  6. Now you need to assign specific resources

PHASE 1B: Resource Assignment​

6a. Map to Club Site Event (Integrated Clubs)​

If you have club site integration:

  1. Navigate to event assignment page
  2. Click Map to Club Site Event
  3. System shows your club site events:
    • Events from your club calendar
    • Matching date/time
    • Available resources
  4. Select corresponding club site event
  5. Click Link Event
  6. System automatically:
    • Syncs assigned resources from club site
    • Maps positions to your resources
    • Updates resource assignments in real-time
  7. Auto-Sync Active:
    • Changes to club site event sync automatically
    • Resource additions/removals reflected instantly
    • No manual updates needed

Benefits:

  • ✅ No duplicate data entry
  • ✅ Real-time sync
  • ✅ Automatic updates
  • ✅ QR codes available via club app
  • ✅ Integrated check-in experience

6b. Manually Assign Resources (Non-Integrated Clubs)​

If you don't have club site integration:

  1. Navigate to event assignment page
  2. View positions you're assigned:
    • Stand name
    • Position title
    • Number required
  3. For each position:
    • Click Assign Resources
    • Select from your resource list
    • Choose qualified resources
    • Match count to requirement
  4. Verify assignments:
    • All positions filled
    • Resources available on event date
    • Qualifications met
  5. Click Save Assignments
  6. Resources receive notifications
  7. Must manually update if changes needed

7. Prepare for Event Day​

Verify Everything is Ready:

  • All positions have assigned resources
  • Resources confirmed availability
  • Resources notified of event details
  • Check-in method determined (app or printed QR)
  • Resources know arrival time
  • Contact information shared
  • Special instructions communicated

Send Reminders:

  • Event details and location
  • Check-in procedure
  • Arrival time (typically 15-30 min early)
  • What to bring
  • Uniform requirements
  • Parking/entrance instructions

PHASE 2: Event Day Operations​

8. Get QR Codes for Check-in​

All resources need QR codes for venue check-in. Method depends on whether you have club site integration.

9a. Use Club Site App (Integrated Clubs)​

For organizations with club site integration:

  1. Install Club Site Mobile App (if not already):
    • Available on iOS/Android
    • Download from your club portal
  2. Log into App:
    • Use club site credentials
    • Select event from app calendar
  3. Access Resource QR Codes:
    • Open event details
    • View assigned resources
    • Each resource has unique QR code
    • QR codes displayed in app
  4. Event Day:
    • Open app at venue
    • Show QR code on phone screen
    • Venue staff scans directly from app
    • Instant check-in confirmation

Advantages:

  • ✅ No printing needed
  • ✅ Real-time updates
  • ✅ All resources in one app
  • ✅ Digital and convenient
  • ✅ Reduces paper waste

9b. Download QR from Venue Site (Non-Integrated Clubs)​

For organizations without club site integration:

  1. Access Venue Scheduler:
    • Log into venue system
    • Navigate to Member → Resources or event page
  2. Download QR Codes:
    • View event assignments
    • Click Download QR Codes button
    • System generates QR code PDF
    • One QR code per resource
    • Includes resource name and position
  3. Print QR Codes:
    • Print PDF on standard paper
    • One page per resource (recommended)
    • Or print multiple on one sheet
    • Ensure QR codes are clearly visible
    • Test scan to verify quality
  4. Distribute to Resources:
    • Give each resource their QR code printout
    • Include event details on printout
    • Resources bring to venue

Alternative Methods:

  • Email QR codes to resources individually
  • Resources can show QR from phone (if viewing PDF)
  • Save QR images to mobile device
  • Use mobile wallet (if supported)

10. Arrive at Venue​

Arrival Instructions:

  • Arrive 15-30 minutes before event start
  • Go to designated check-in area
  • Look for check-in signage
  • Have QR codes ready
  • Bring photo ID (for DL verification if enabled)
  • Wear appropriate uniform/attire

11. Check-in Resources​

Check-in Process:

  1. Approach Check-in Station:
    • Venue staff member with scanner
    • Usually near entrance or designated area
  2. Present QR Code:
    • Club Site App Users: Open app, show QR on screen
    • Printed QR Users: Show printed QR code
  3. Staff Scans QR Code:
    • Scanner reads QR code
    • System verifies resource assignment
    • Checks background checks
    • Displays mandatory documents (for integrated clubs)
  4. Compliance Verification (if applicable):
    • Background check status shown
    • Required documents displayed
    • Upcoming: Driver's license verification
    • Staff confirms compliance
  5. Check-in Confirmed:
    • ✅ Green confirmation on scanner
    • Check-in time recorded
    • Resource is now checked in
    • Proceed to assigned position

If Check-in Fails:

  • Verify correct event
  • Check QR code is valid
  • Confirm resource is assigned
  • Contact organization coordinator
  • Venue admin can manually check in if needed

12. Resources Work Event​

  • Resources proceed to assigned stands/positions
  • Follow event instructions
  • Complete assigned duties
  • Supervisors monitor performance
  • Organization coordinator available for issues

13. Check-out Resources​

At End of Event:

  1. Return to Check-out Station:
    • Similar to check-in area
    • May be same location
  2. Present QR Code Again:
    • Same QR code used for check-in
    • Scan for check-out
  3. Check-out Confirmed:
    • System records check-out time
    • Calculates total attendance duration
    • Updates event stats
  4. Resources Released:
    • Resources can leave venue
    • Thank resources for participation
    • Provide feedback if needed

Quick Reference by Phase​

Pre-Event Checklist (Days/Weeks Before)​

  • Browsed available events
  • Subscribed to desired events
  • Received and accepted assignment offers
  • Assigned resources (via club site mapping or manual)
  • Verified all positions filled
  • Sent event details to resources
  • Confirmed resource availability

Event Day Checklist (Day Of)​

  • QR codes prepared (app or printed)
  • Resources notified of arrival time
  • Resources have uniforms/equipment
  • Contact information shared
  • Arrived 15-30 min early
  • All resources checked in
  • Resources at assigned positions
  • All resources checked out

QR Code Methods Comparison​

Club Site App (Integrated) ✅​

Advantages:

  • Digital and convenient
  • No printing required
  • Real-time updates
  • All resources in one place
  • Automatic sync
  • Reduced paper waste
  • Professional appearance

Best For:

  • Organizations with club sites
  • Tech-savvy teams
  • Frequent participants
  • Large resource pools

Printed QR Codes (Non-Integrated) 📄​

Advantages:

  • No mobile device required
  • Works without internet
  • Simple and reliable
  • Low-tech solution
  • No app installation needed

Best For:

  • Organizations without club sites
  • Occasional participants
  • Resources without smartphones
  • Backup method

Common Issues​

Subscription Not Approved​

  • Problem: Subscription still pending
  • Solution: Wait for administrator review; ensure profile complete; check background checks current; contact venue admin if delayed

Cannot Accept Offer​

  • Problem: Accept button not working
  • Solution: Verify offer not expired; check all required fields completed; refresh page; contact administrator

Cannot Map to Club Site Event​

  • Problem: Club site event not appearing
  • Solution: Verify club site integration active; check event dates match; ensure event in club calendar; test sync connection

QR Code Not Scanning​

  • Problem: Scanner cannot read QR code
  • Solution: Ensure good lighting; hold phone/paper steady; clean camera lens; verify QR code not damaged; try manual check-in

Resource Not in System​

  • Problem: QR code says resource not assigned
  • Solution: Verify resource assigned to event; check spelling of name; confirm assignment saved; wait for sync (if integrated); contact coordinator

Check-in Failed - Compliance Issue​

  • Problem: Background check or document missing
  • Solution: Verify background checks current; ensure required documents uploaded; contact administrator to resolve; manual override may be needed

Time Estimates​

Pre-Event Phase​

  • Browse and Subscribe: 10-15 minutes
  • Review and Accept Offer: 5-10 minutes
  • Assign Resources (Manual): 15-30 minutes
  • Map to Club Site (Integrated): 5-10 minutes
  • Prepare and Notify Resources: 15-20 minutes

Event Day Phase​

  • Check-in per Resource: 1-2 minutes
  • Check-out per Resource: 1 minute

Tips​

Pre-Event​

  1. Subscribe Early: Better position selection and planning time
  2. Enable Integration: Club site integration saves significant time
  3. Verify Qualifications: Ensure resources meet requirements before accepting
  4. Test QR Codes: Print and test scan QR codes before event day
  5. Send Reminders: Send multiple reminders to resources (week before, day before, day of)
  6. Backup Plan: Have backup resources identified in case of no-shows

Event Day​

  1. Arrive Early: Give time for check-in and resolving any issues
  2. Charge Devices: Ensure phones charged if using club app
  3. Backup Method: Bring printed QR codes even if using app
  4. Test First: First resource tests check-in process before others arrive
  5. Stay Available: Coordinator stays reachable during event
  6. Document Issues: Note any problems for improvement next time