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Hi everyone! This is Zeanie Yoon. And this video is to show you how to schedule events
on our official calendar.
--------------- INTRODUCTION (0:08)
As staff, you have an access to our official calendars. It means you can add event items
on the calendars, remove them and/or modify them. The technical term for this access privilege
is "permission." All staff has at least viewing permission to all KLCX calendars. Depending
on your role in the group that you lead, permission level may be different for different calendars.
We will talk about this some other time.
Before we begin, let’s make sure you have all the necessary accounts as well as permissions
to calendars you will be using.
// Agenda //
--------------- BEFORE YOU BEGIN: OPEN A GOOGLE ACCOUNT (0:50)
First, you need to have your own Google account. You probably have one already, and you don’t
even know it. If you have used or been using products by Google, you have Google account.
Examples are: your Android phone, Gmail YouTube, Picasa, Blogger, Blogspot, Google+, and many
more. For list of products by Google, visit http://www.google.com/options.
If you never used any service by Google, let me show you how to open a Google account.
Let's open a browser, and go to google.com. On the right top corner, click on "Sign in,"
then again on the right top corner, click "Sign up for a new google Account." Follow
the instruction on the page to open an account.
------------------------- BEFORE YOU BEGIN: ACTIVATE YOUR GOOGLE CALENDAR
(1:47)
Next step is to activate your Google calendar, if you haven’t already.
Let’s sign into your Google account. In my case, I will use KLCX account.
Then go to: http://google.com/calendar
If this is your first time using the Google calendar, you will see something a little
different from what you see here. Also, you will be prompted with a few bubbles that guides
you on how to use the calendar. Play around a little and you will find it very useful.
------------------------- BEFORE YOU BEGIN: GAIN PERMISSIONS TO KLCX
CALENDARS (2:48)
Once you activate your Google Calendar, next step is to make sure you have permissions
to KLCX calendars you’re about to use.
How do you know if you have a permission to calendars? Just talk to me, and I will make
sure you have full permission to calendars you will be using.
------------------------- SEE THE STAFF-ONLY CALENDAR (3:08)
Before you plan your events, you want to see which dates are taken and which dates are
blocked for events.
Let’s open a browser and go to: http://KoreanLA.blogspot.com/p/precalendar.html
This address is long, so here's an easy way to get to it.
Go to our official website, KoreanLA.org. Click on the link under Calendar of Events.
Then in the address bar, type in "pre" in front of “Calendar” so that the address
reads precalendar.html.
Once the page is loaded, scroll down to see the calendar, which is staff-only. Here, you
can see all the events, both confirmed and pending as well as Korean and US holidays.
As an authorized staff, you shouldn't be seeing the error message under the title "Staff Only"
title (See the blog entry for details). If you do, please make sure you’re signed in
to your Google Calendar prior to visiting this site. Tips and tricks: signing into blogger.com
by clicking right top corner on this page will not take care of this error message.
Make certain you are signed into Google calendar by going to http://google.com/calendar before
you visit this website.
Yellow letters are pending ones, and blue ones in different shades are events that were
confirmed and announced to members. Please note that we also have Korean and US holidays
on our calendars.
Click on the event, and you will see a pop-up with an event description.
------------------------- BLOCK THE DATE (5:40)
Let's block the date for your event. In other words, let's post a pending event.
Go to your Google calendar: http://google.com/calendar
Tip: on our calendar or precalendar page, scroll down and click the image that says
"Google Calendar."
On the left side underneath "Other calendars," you will see two calendars that we use to
schedule KLCX events: "KoreanLA Events" and "KoreanLA Pending Events." On my calendar,
"KoreanLA Events" calendar is listed under "My calendars" because I am the one who created
the calendar. On your page, this should appear under "Other calendars."
Let's say that you have an event on your mind. First thing you should do is to refer to "Pre-calendar"
and see which dates and events are spoken for. Also, it helps to ask me to double-confirm.
Sometimes we have pending events that didn't have a chance to get posted for various reasons.
Once you know the coast is clear, it's time that you block the date for your event.
To do so, click anywhere on the calendar, then click Edit event.
Remember, at this time, we’re just blocking the date. So we need to post your event on
"KoreanLA Pending Events" calendar. So on this page you're now on, click drop down menu
for Calendar, then choose “KoreanLA Pending Events.”
Enter the title of the event. Please be specific enough so that other staff know what it is
that you will be doing. This prevents from others scheduling the same event you're planning
or on the same day. This also helps others to organize their own events, even related
event to yours before or after your event on the same day if that can work out.
Please type in what area your event will be. Since we meet in various areas in Greater
Los Angeles (Los Angeles, San Fernando Valley, Irvine, Orange County, Garden Grove, and we
even take day trips), it greatly helps to know where the event will be.
In description box, please write down who will be hosting the event and/or the contact
person. If other staff need to talk to you, they will know whom to go to.
Please delete any reminders at this time.
Leave "Show me as" to Busy and "Privacy" to Default.
Click "Save." Congratulations. You just blocked the date for your event.
------------------------- SCHEDULE YOUR CONFIRMED EVENT (9:35)
It's time that you make the event official and publish it for all members and the public
to see.
Go to Google Calendar, then go to the event item you created to block the date. Click
to open it, and modify all necessary details so that it is presentable to the public. Then
-- this is important -- click the drop down menu for Calendar, then choose "KoreanLA Events"
calendar. Click Save.
Add reminders for yourself and for your guests. I recommend (1) 1 week before or 2 days before;
and, (2) 1 hour before the event.
Leave "Show me as" to Busy and "Privacy" to Default.
You're done! The event is now appearing on official public calendar.
To make certain that you published the calendar correctly, go to KoreanLA.org, click the link
under Calendar of Events, and make sure your event is appearing on this public calendar
for everyone to see.
Remember: this is the official calendar members and the public see. So please make certain
that it has good summary of events and links to pages with details. Also, please be reminded
that you shouldn't disclose your personal information on public websites.
* For crowd and guest control, we generally suggest that you do not disclose a location
of the event until you receive confirmed RSVP, and many cases, prepayment of event fees.
This is going to save time and resource for both your guests and you as an organizer of
the event.
------------------------- CANCELLING THE EVENT (12:12)
What if you have to cancel the event?
Before I guide you through on this, please note:
*We strongly encourage that you don't cancel the event once it is published and announced.
Cancelling the event for any reason does a few damages to you and to the group: (1) as
an event organizer, you give an impression to members that you're not as reliable, (2)
the attendance rate for your future events begin to drop, and (3) as a group, we begin
to have less attendance in general. In the history of our group, we had three (3) authorized
cancellation, and one of them was due to national disaster (9/11), and another was due to a
death of member.
* If for any reason you cannot host the event, please talk to Director or Head-Organizer
of your group. Please find an alternative host who can take over your event for you.
But we understand that there are times we are left with no choice but cancelling event.
To cancel the event, open your Google Calendar and open your event.
In the title, please type "CANCELLED:" in capital letters in front of the title.
Change "Show me as" to Available.
In description, add a note that the event has been cancelled, why, and the apology to
members for the inconvenience that change may have caused.
Above your "old" announcement, type "--- OLD ANNOUNCEMENT. PLEASE IGNORE ---" so that members
can view what this event was about. All this information is to keep all members in the
loop. This also documents the history of this group.
Remove all reminders.
Click "Save."
IMPORTANT: Please do NOT, I repeat, do NOT delete the event off the calendar. It is important
that we make it clear publicly that the event was cancelled. When you delete the event off
the calendar, some members think the event is still on. They may think the event is now
private event, or there are technical difficulties with the calendar itself. By leaving all the
information as-is and adding "CANCELLED" only to the title, it becomes clear that the event
was cancelled. Also, by leaving the event details under "Old Announcement..." heading,
those who RSVP'ed can see it's the very event they RSVP'ed to that is cancelled.
Do not forget to send out "Notice of Cancellation" to your group/guests. Also update all releated
announcement on message boards and blogs.
------------------------- FEEDBACK & SUGGESTIONS WANTED. AND THANK YOU!
(14:33)
This is the end of this tutorial.
If you have any question, I am only a phone call and an e-mail away. I appreciate your
suggestions and feedback.
And lastly, thank you very much for your time and your leadership. I hope this makes event
scheduling process efficient for everyone, and you will have successful events.
Don’t forget to let others know about KLCX and KoreanLA.
See you at the next meet-up!