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ASI E-Plan Guide Video | Clubs & Organizations, Cal Poly | YouTubeToText
YouTube Transcript: ASI E-Plan Guide Video
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Video Transcript
hi everyone today I'm going to show you
how to plan a club event using the e-
plan system provided by calply um the
first step we're going to do is arrive
at the planning a club event page um
that we have provided by ASI so what
you're going to do is if you just Google
planning a club event calply it should
be the first link that pops up and then
you'll arrive at this page um this is
just a hub for all um event e- needs um
you have planning resources like event
timelines like how much time is um
needed for the e- plan to be submitted
and be approved in time another aspect
of this page is how to check
availability for spaces um you can use
25 live and click this link to check
availability of spaces lastly we have a
submit an Ean Link at the bottom of the
page if you click on this link it should
take you to the e-lan website which
looks like this um and then to create a
new e- plan it's up at the top where it
says new e plan you'll want to select this
this
button and then first thing you're going
to do is type in your organization so
for an example I'm going to use musty fan
club and once you type in your
organization you're going to want to put
a contact phone number in for the event
contact which is the person making the
e- plan which is you um so you'll want
number
and then this is the event Basics page
where you're going to want to put the
title of the event the type of event
whether or not it's going to be
publicized to other people in the
community expected attendance and
whether or not it's on campus um if the
event is on campus it will have a lead
time of three days at the top here if
the event is off campus um and you move
forward it will require a lead time of
14 days so we'll just create a
test let's just do a club meeting and
then we'll do yes for Campus Community
and this is where you'll provide the
description of planned activities and
the expected attendance number we're
15 and then next the next page is food
and beverages so this is whether not
food and beverages will be sold or
served at the event so we'll put yes for
this and then we'll do c University
catering and then no for student
organization preparing any of the food
um and then as you can see the lead time
changed from 3 days to seven days up at
the top here because there is now food
event and then you can click on each of
these if it applies to your event or not [Music]
um and then for administrative use um
you can click yes or no for
these as they apply to your event
event
same with these you'll select all that
apply or select yes or no for this
bottom and then this is the timing and
location page which is pretty important
so um you can have a multiple date e
plan or no which is non- multiple date e
plan um so let's just do April 16th as
the date and we'll do a classroom and
then once you click on classroom
you can click the building and the space
which is the room
number and then after you submit that um
in it'll tell you whether or not it's
permissible to have food in the
classroom and this is pretty important
if you are planning to have food and you
need to know whether or not the
classroom that you're booking is
allowing that because some places on
classroom we'll do a 11 A.M to 12:00
p.m. and then click next and then this
says good news um Tuesday April 16th is
available so this means that the date
and time you selected is currently
available but it may not be available
once the the e- plan is an A Q system so
if people are ahead of you that already
selected that date and time and it's
already full you'll need to have a plan
b or c location um as a backup for us to
um book you in so let's do a plan B same
same
date and we could do the same building
time and then it's currently available
and then for you can also put a plan C
well
and then if you click next um this shows
you the action items that are required
before the event can be confirmed so
first we have food in the risk
assessment which is under with food um
if you do have food at your event you
will always have to submit a club risk
assessment um you can scroll down and click
click
next and then this is the area where
it's ready to be saved so you just click
contact signature to sign off then click
save now your e- plan has been submitted
for a president advisor approval our
team can then process your e- plan once
approved in the meantime you can submit
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