As you know, umbrellas have the ability to determine the approval process for events created in organizations. Access these settings by selecting the Admin dropdown in the top right of your screen, select your umbrella, hover over Requests, and select Events.
When it comes to building out your event request process, don't forget why you're creating it in the first place: you want to collect the data you need to collect, make your life easier as an administrator of the process, and make it easy for student's to create events in OrgSync.
Keep all of that in mind as we explore some of our favorite event request best practices
1. Don't duplicate questions
OrgSync already collects data like event name, date, time, etc. when users create an event. Your event request form should focus on the additional data fields you want to collect. Repeating questions can frustrate or confuse your users.
This is a perfect time to have users upload catering requests, ask about A/V equipment needs, will this event need security, there are so many possibilities!
2. Make your event request form intuitive
- Use form elements that are easy for users to fill out. For example, it's much easier for a user to select an answer from a multiple choice question than type it in themselves as single-line text entry.
- Use Terms and Conditions when you want your users to agree to policies and procedures.
- Need an organization advisor to sign off on the event? User the Reviewer element to give that individual the ability to approve or deny the event before you make the final decision as the umbrella administrator.
- With the Upload element, users have the ability to upload vendor contracts or receipts related to the upcoming event.
3. Use admin reviewers to help guide your decision
With admin reviewers, you can add additional reviewers who can offer feedback before an umbrella administrator makes the final decision to approve or deny the event request. These reviewers could be anyone with a valid email address, campus security officer, catering director, events office manager, etc. Just remember that they are not the final approvers of the event request.
4. Train your users on how to fill out your form properly!
You may have an awesome event request process but that doesn't do much good if your users don't know how to go through it properly. Many campuses will make fun tutorial videos or even a digital guide about their institution's unique event request process.
The better your users understand your process, the more likely each event request will be processed smoothly. Click here to see a digital guide example from a campus partner!