Creating Events and Locations

Before adding an Event to your club’s calendar, it’s important to understand the two components that make up an Event: the Event itself, and the Location.

Before creating an Event, you should first create a Location.

“This sounds a little complicated, what’s the point in creating them separately?”

Having Events and Locations as separate entities brings many advantages to both club members, and event organisers.

For club members, it means that they can access Events through either the club’s calendar, or the event list.

Club Calendar

Club Calendar

Events List

Events List

However, by creating Locations separately, it also means that club members can do some wonderful things, such as:

  • Search for Events according to their proximity - A club member can put in their address and then specify what distance they are willing to travel in order to attend an Event.
  • Search for Events according to their venue – A club member might have a favourite venue, such as a local climbing wall for example. By creating Locations and Events separately, it means that club members can see all future events at their favourite venue.

Searching for Events by Proximity

Searching for Events by Proximity

Although initially it might mean a little more work for you as an event organiser (having to create a Location before creating an Event), it does mean less work in the long run. Continuing with the previous example, let’s imagine that the club meet at a local climbing wall every Tuesday night. To provide club members with everything they need to know, you’d obviously want to provide information such as the climbing wall’s address, entrance fee (and discounted rates), and opening times. You might also want to provide more subjective things such as the size of the venue, the nature of the climbing, and how exquisite their coffee is. Of course, you’d want to include some pictures too.

If Events and Locations weren’t created separately, it would mean that you’d have to enter all of this information for every single event at that location, repeating yourself over and over. What’s the point in that? Computers are supposed to make our lives easier not create more work for us!

By having Locations as separate entities, it means you only have to create the Location once, ever!

Every time you create an Event, the previously created Location will be available at the click of a button, saving you from having to type it out over and over again. The more Locations you create, the more you’ll have to choose from when creating Events.

Selecting a Previously Created Location

Selecting a Previously Created Location

“But what if the climbing wall replaces their old coffee machine with a new one? Yuk! And to make it worse, I’ve now got to update all of the events I created!”

Not so. By having Locations as separate entities, it means you only have to make the change once. That change will then be reflected across all events at that location.

In summary, creating Events and Locations as separate entities means less work for you, the event organiser, and an improved user experience for club members.

First of all then, let’s create a new location.

Posted in Managing Events