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Managing COT Events

Documentation in progress

This page is being expanded with detailed instructions. Check back soon for complete content!

Overview

Create and manage Club Officer Training events for your district.

How to Access

  1. Navigate to District > COT Training > Events
  2. View existing events or create new ones

Creating a Training Event

Step 1: Basic Information

Enter event details:

  • Event Name - Descriptive title (e.g., "Round 1 COT - July 2024")
  • Event Date - When training occurs
  • Location - Venue or virtual platform
  • Description - Additional information for attendees

Step 2: Configuration

Set event options:

  • Registration Open/Close - When officers can register
  • Capacity - Maximum attendees (if applicable)
  • Waitlist - Enable if capacity may be exceeded

Step 3: Add Sessions

Set up individual training sessions (see Sessions):

  • Officer role-specific sessions
  • General sessions (if applicable)

Step 4: Publish

Make the event visible:

  1. Review all settings
  2. Click Publish
  3. Event becomes available for registration

Managing Events

Editing Events

Modify event details:

  • Update information as needed
  • Add or remove sessions
  • Adjust capacity

Sending Notifications

Communicate with registrants:

  • Registration confirmations
  • Reminders before event
  • Follow-up after event

Canceling Events

If needed:

  1. Click Cancel Event
  2. Notify registered attendees
  3. Reschedule if possible

Event Types

In-Person Events

Traditional training at a physical location:

  • Venue details and directions
  • Parking information
  • Accessibility notes

Virtual Events

Online training via video platform:

  • Meeting link
  • Platform requirements
  • Technical support info

Hybrid Events

Combined in-person and virtual:

  • Coordination between formats
  • Consistent content delivery
  • Separate tracking if needed

Tips

  • Schedule events early in each round
  • Offer multiple event dates
  • Confirm facilitators well in advance
  • Prepare materials for all sessions
  • Have backup plans for technical issues

Common Questions

How many events should we offer?

Enough to accommodate all officers who need training. Consider geographic distribution.

Can officers attend any session?

Generally yes, as long as they complete training for their role.

What if an event is oversubscribed?

Use waitlists and consider adding additional events.