If you want to create an event request with space, technology, and/or van reservations, we'll use our new platform, Operations Hero. This post will walk you through how to create an event.
1) Go to https://operationshero.com and click "Log In" at the top
2) Choose to Sign-In with Google. (You should have received an email giving you access to Operations Hero; if you did not, please email tech@ndapa.org)
3a) If you click calendar, it may take you to the calendar of available events. This document provides instructions on how to subscribe to a calendar for a given space. This will link a spaces calendar to your Google calendar, allowing you to see what events are booked in a given space.
3b) To start an event, click Create and choose New Event.
<----This screenshot shows if you want to make the event a reoccurring event or not.
4) The following pop-up should arise. We'll walk through each of the parts individually
A) Choose the event as Internal and choose the group that is most closely associated with the event you're creating.
B) The Name of this Event should be a specific name that will be shared with the broader community
C) Summary or Description will feature if anything is unique to the event. This could include a high-level timeline of the event, who should be attending, if catering/food is required, if there should be a payment gateway, or anything not covered in the rest of the event. NOTE: if you need in-house catering, please make sure to email sagecafe@ndapa.org as well with specifics!
D) Choose the Main location for the event. NOTE: if you have multiple locations, include the other ones in the summary.
E) Click to Show on the Public Calendar if you want it to appear on the calendar.
F) Click Use Advanced Scheduling. You'll get more details as shown in the screenshots below:
<----This screenshot shows if you want to make the event a reoccurring event or not.
If you want it as a single event, the Begin and End Schedule dates can be the same. Be sure to include the time and leave Recurrences to 1 - Monthly- on the day of the event (as shown in the picture). The actual booking dates will display in the blue box.
Please provide your best estimate for guest count.
^^^^If you need any specific items set up, please note them here! If you need items that aren't listed here, please note them in the Summary or Description.
Once you've created the event, the appropriate people will be notified for accepting and preparing the event. They will reach out to you for any questions.
Frequently asked questions
(Last updated 4/19/23)
Q: What determines if an event gets booked? Is there an order?
- Events will be processed based on order of submission. Whoever requests the space first receives it, barring any extenuating circumstances. You will be notified if you try to select a space that has a booking at that time.
- With any event setup, a longer notice is preferable. Event requests occurring less than 1 business day before the event may not have all requested items available. In that circumstance, for last second bookings, please also email Dave Teasdale (dteasdale@ndapa.org).
Q: What if I make an event, but need to add/change the details of the setup. What should I do?
- If you need to make an adjustment to the event, please do so in Operations Hero. Note that, if you're adjusting rooms, we may not be able to honor the new request.
Q: What if I try to book something, and there's an event already booked for that date/time/location? Do I need to check those 800 Google Calendars from earlier to see if there's a conflict?
- If you go to book an event, you'll receive a notification that an approved event is at that same time/place (see below). You'll be allowed to continue booking the event, but note that priority will be given to the first event unless agreed upon by all parties.
