How an Event Planner Might Use Schedule Utopia

If you manage events – internally or for others – this can be a tool that helps you better communicate and manage changes. You can use this to manage schedules for seminars, meetings, committees, breakout sessions, events, etc., and attendees/volunteers can “follow” your calendars and stay updated as to when and where things are happening, and get notified of any changes to dates, times, locations or cancellations, immediately just by you updating your calendar.

First

Set up your event(s) as an organization so there is an entity there.  If the company or organization behind the event already uses Schedule Utopia, work with them to make you an administrator of their organization so all of the event calendars can be associated with their organization/company.  We recommend that you spell out the entire name of the event, and also put the popular acronym with it during set up.

Next

Set up the calendars for each type of activity that the event will provide – meetings, receptions, sessions and room locations, committees, volunteers, etc.  You can invite people to follow each one as you set them up or once you get ready for use.  People can then choose to follow each one that they are interested in or involved with.  If they don’t have an account already, they will receive an invite through that email invitation. (You can also share a calendar or single event occurrence via Facebook
or Twitter.). They will need to set up an account before they can start managing or following a calendar. Each administrator that you invite can  begin adding their meetings/activities to that specific calendar on behalf of the event once they are registered with Schedule Utopia.

You can also make certain calendars “private” and by invite only for volunteers, committees, or other events you don’t want to be public.

Finally

It would be a good idea to embed any public calendars right on to your website for viewing. This is easily done. and most webmasters or content systems will allow you to copy and paste the code you need.  That way this is the only set of calendars you really need to  have.  The organization calendar will compile all calendars onto the overview in the system so you can view it holistically.

It’s also a good idea to add a “news” or “events” type of calendar for  activities that apply to everyone – like something important that needs immediate attention (like a cancellation), or any “news” that you want notifications sent out immediately.  If someone follows this “news” calendar, they will automatically get notified via their preferred method when information is added or revised.

You can now easily manage all of your volunteers, locations, meetings, events, etc., all in one place, while being able to inform all of your attendees and volunteers by just updating the calendar – no calls or emails need to be sent.  It will also communicate to them via their preferred means of notification instantly and automatically when the calendar has changed.

It would be a good idea to tell people to get the unlimited texting (SMS) plan if they want to receive the text updates. (Once the mobile app cue is available, those with smart phones won’t need the texts).  The text cost is the only cost for this, otherwise it is 100% free.

COMING SOON:    We are  working on creating private events so an entry could be private (i.e. for staff only).  You can see all the features in development here.

 *text message rates may apply. Please see your cell carrier for text messaging rate