Events are made up of Activities. Events may consist of a single Activity or many. Think of Activities as parts that make up the itinerary or schedule for your Event.
There are many ways to utilize Activities. For example, on a field trip there could be four separate Activities for getting on the buses, going on a hike, eating lunch, and returning to the buses. Additionally, the organizer could include Activities for organizational activities such as finding chaperones, creating field trip groups, and soliciting field trip feedback.
This may sound like an overwhelming variety of uses for Activities, but the important thing to remember is that Activities serve as the structure for activities within an Event and that Activities can be deployed to separate groups of People and locations within an Event.
You can view all the Activities within an Event from the Activities tab. Here you have access to the same information along with edit functions for the Activity details.
Examples of Activities
Activities are incredibly versatile and powerful tools in the Event organization process. They can be used for a variety of purposes for both the organizer and participants. Here we will look at a few ways that Activities can be used to structure Events.
Example 1. (Part)
Perhaps the most common use for an Activity is as a single part within an Event. For an Event such as a dinner this might be the only Activity that is necessary. In this case you could have an Activity called “Dinner” that has a People List of guests and a Places List of tables. You would then ask the guests several questions such as whether they are attending, their meal preference, and whether they wish to sit next to a specific person. Using this information, you would then Assign the guests to tables based on their individual requirements.
For a multi-part Event, an Activity could serve as an activity within the overall Event. Let’s return to the example of a field trip. Here an Activity could be “Touring the Museum” while a separate Activity might be “Lunch”. Both of these are activities within the overall Event- “Field Trip”. Each of these Activities might share the same People List (“Students”) but the Places List would differ. “Touring the Museum” might use chaperone names for Places (i.e. “Mr. Smith’s Group” and “Ms. Wilson’s Group”) whereas “Lunch” could use location names (“Grill”, “Café”, “Diner”, etc.).
For the case above, you could use one set of questions sent to the students (asking them about group and meal preferences), but use different information from their responses for each Activity.
Example 2. (Coordinating Event Support)
Not all Activities are participant-facing. Using the previous example of a field trip, you might have an Activity entitled “Find Chaperones”. For this Activity you would have a People List of potential chaperones for the field trip, but no Places List since you are simply trying to find available chaperones.
After sending questions about availability to your People List of potential chaperones, you would track their responses and this new List of chaperones that are available could become a Places List for future Activities entitled “Touring the Museum” or “Carpool”.
In this way, an Activity can be used as a tool for Event planners to coordinate and organize Events as well as invite participants.
Example 3. (Soliciting Feedback)
Activities don’t necessarily need to occur during the Event. One example of an Activity that occurs after an Event is completed is “Soliciting Feedback”. Following on the field trip example, the Event organizer may choose to get student feedback a week after the trip to the museum. To do so, they would use the People List of students that attended the field trip, but there would be no need for a Places List.
The organizer would create a list of feedback questions and then send this out to all the students that attended the field trip. Another option would be to create a Places List based on responses for future Events. For example, all the students that liked the Sculpture exhibit could be put in a group with learning activity related to this exhibit, whereas students that enjoyed the exhibit on Photography would be placed in a different group.
This is an example of how Activities can also be used to solicit meta data about an Event as a whole and guide future Event planning.
Note that Activities cannot be created after an Event is completed. This means that any post-Event feedback surveys must be created before the Event ends.