Information on Event Listings
This website lists event details that have been sent in by Hatters to help promote their events within the Hatter community. If you are holding an event and want to have it listed here, please contact your state coordinator with the information and they can add it to the site. If your state does not have a coordinator yet, you can send the information to firstname.lastname@example.org
Some points to consider when promoting your event online
- Privacy of your information – While this website is intended for Hatters only, it is a publicly accessible website, so any information you include here is visible to anyone who visits this website. As such you need to be aware that listing a phone number, email address or home address here is not private. If you are hosting an event in your home, you may wish to withhold the address and give that to attendees who have booked/registered, via email or phone, rather than listing it here.
- Include all the necessary information – The information Hatters will need about your event is: Date, time, location, cost, contact person and how to contact them, how payment is to be made, dress requirements (if other than normal Hatter attire) and what the event is. Other information may also be needed as well, depending on your event.
- Format of event notices – Some Hatters like to make flyers for attendees to download (especially if an indemnity waiver is included), please be aware that if you provide this as a document file (Word file for example .doc or .docx) some Hatters are unable to open these files (particularly if they only use a mobile phone for internet). Also any layout and fonts you use may not look the same when opened on the other person’s computer/laptop/phone. If you can save the information as a .pdf file or image instead, this should be able to be viewed by everyone — however, the most convenient way for the information to be added to this website is simply emailing the wording to your State coordinator so they can copy it to here.
- Indemnity Waivers & Written Registration forms – Some event hosts like to provide a registration form where attendees have to fill out their details and sign a waiver. This may be a requirement for public liability insurance. If you do this, please include information about how you would like the information returned. Please however be aware that this can be problematic for both event hosts and the attending hatters for reasons I’ll highlight here:
- Some Hatters are unsure of how to return the completed forms.
- Some Hatters do not have access to a printer to print off forms.
- Some Hatters are not computer literate enough to modify documents and send them back electronically
- Some Hatters cannot open word (.doc or .docx) files (particularly those who only use a phone for internet)
- Having handwritten information (Such as phone numbers and email addresses) sent to you can often be difficult to read
Possible registration form return options
- Print & Post – Have the attendee print out the documents, fill them out and physically post them back to you.
- Print & Email – Have the attendee print the documents, fill them out, then photograph them and email those photos to you
- Edit Document & Email – Attendee fills out information on the document, then emails it back to you
- Email – simply ask attendees to email you with their name, phone number and any other information you require — please note however that you should never request credit card information be sent via email as that is not a secure method to transmit sensitive information such as credit card information.
An alternative to having Hatters complete a waiver at registration is to have a sign-in sheet at the event, which includes a waiver – so all those attending have to sign in, which also signs the waiver, as well as providing you with a list of those who actually attended. You can download a sign-in sheet here.
Online booking option
If you don’t need to collect payments from Hatters at the time of booking (or at least don’t need to process the payment through a website), but you need to collect full names and details of the attendees – another option is to use an online booking website to take the booking – which will allow Hatters to enter their details online, where they have typed in the information (less likely to have errors) and you then have a list of those who have booked. You can always have the Hatters make payment via bank deposit after they have booked online. There are lots of different online booking sites that offer a free service if you’re not selling the tickets online. eventbookings.com is one I have tested out and it seems to offer a good system that allows you to ask for extra details (eg chapter name, preferences and so on). See an example here – https://redhatsvictoria.eventbookings.com/events/event-details/example
For State Coordinators:
When listing events, please:
- Create a “Post” for the event, with the title starting with the date backwards (YYYY-MM-DD) – so that it shows up in the correct order on the event list. Include all the information and contact details. Make sure you select your state’s event category to post it to. (For a guide on how to make a post, see here)
- Create an “event” for the event calendar, no need for the date in the title, but please put the state in brackets after (eg (QLD) ) so that it is easy for people to see at a glance where the events are. You can copy & paste the same information from the post. (For a guide on how to make an event, see here)
- Once the event is over, please delete the post & event. If you’ve uploaded flyers/pictures, please look in the “Media” section and delete those when they are no longer needed.