0:01 hi everyone today I'm going to show you
0:04 how to plan a club event using the e-
0:07 plan system provided by calply um the
0:10 first step we're going to do is arrive
0:12 at the planning a club event page um
0:14 that we have provided by ASI so what
0:16 you're going to do is if you just Google
0:18 planning a club event calply it should
0:20 be the first link that pops up and then
0:23 you'll arrive at this page um this is
0:29 just a hub for all um event e- needs um
0:31 you have planning resources like event
0:34 timelines like how much time is um
0:36 needed for the e- plan to be submitted
0:38 and be approved in time another aspect
0:40 of this page is how to check
0:42 availability for spaces um you can use
0:45 25 live and click this link to check
0:48 availability of spaces lastly we have a
0:50 submit an Ean Link at the bottom of the
0:51 page if you click on this link it should
0:54 take you to the e-lan website which
0:57 looks like this um and then to create a
1:00 new e- plan it's up at the top where it
1:01 says new e plan you'll want to select this
1:03 this
1:05 button and then first thing you're going
1:08 to do is type in your organization so
1:09 for an example I'm going to use musty fan
1:13 club and once you type in your
1:15 organization you're going to want to put
1:18 a contact phone number in for the event
1:19 contact which is the person making the
1:22 e- plan which is you um so you'll want
1:30 number
1:32 and then this is the event Basics page
1:33 where you're going to want to put the
1:35 title of the event the type of event
1:36 whether or not it's going to be
1:38 publicized to other people in the
1:40 community expected attendance and
1:42 whether or not it's on campus um if the
1:44 event is on campus it will have a lead
1:46 time of three days at the top here if
1:49 the event is off campus um and you move
1:51 forward it will require a lead time of
1:56 14 days so we'll just create a
1:59 test let's just do a club meeting and
2:01 then we'll do yes for Campus Community
2:02 and this is where you'll provide the
2:05 description of planned activities and
2:06 the expected attendance number we're
2:13 15 and then next the next page is food
2:16 and beverages so this is whether not
2:18 food and beverages will be sold or
2:20 served at the event so we'll put yes for
2:24 this and then we'll do c University
2:26 catering and then no for student
2:29 organization preparing any of the food
2:32 um and then as you can see the lead time
2:34 changed from 3 days to seven days up at
2:36 the top here because there is now food
2:43 event and then you can click on each of
2:45 these if it applies to your event or not [Music]
2:53 um and then for administrative use um
2:56 you can click yes or no for
2:58 these as they apply to your event
3:01 event
3:02 same with these you'll select all that
3:05 apply or select yes or no for this
3:10 bottom and then this is the timing and
3:13 location page which is pretty important
3:16 so um you can have a multiple date e
3:20 plan or no which is non- multiple date e
3:25 plan um so let's just do April 16th as
3:27 the date and we'll do a classroom and
3:31 then once you click on classroom
3:35 you can click the building and the space
3:37 which is the room
3:41 number and then after you submit that um
3:43 in it'll tell you whether or not it's
3:44 permissible to have food in the
3:46 classroom and this is pretty important
3:48 if you are planning to have food and you
3:49 need to know whether or not the
3:51 classroom that you're booking is
3:53 allowing that because some places on
4:02 classroom we'll do a 11 A.M to 12:00
4:05 p.m. and then click next and then this
4:08 says good news um Tuesday April 16th is
4:10 available so this means that the date
4:11 and time you selected is currently
4:14 available but it may not be available
4:17 once the the e- plan is an A Q system so
4:18 if people are ahead of you that already
4:21 selected that date and time and it's
4:23 already full you'll need to have a plan
4:27 b or c location um as a backup for us to
4:30 um book you in so let's do a plan B same
4:32 same
4:35 date and we could do the same building
4:52 time and then it's currently available
4:55 and then for you can also put a plan C
5:00 well
5:03 and then if you click next um this shows
5:05 you the action items that are required
5:07 before the event can be confirmed so
5:08 first we have food in the risk
5:11 assessment which is under with food um
5:13 if you do have food at your event you
5:15 will always have to submit a club risk
5:18 assessment um you can scroll down and click
5:19 click
5:21 next and then this is the area where
5:24 it's ready to be saved so you just click
5:28 contact signature to sign off then click
5:31 save now your e- plan has been submitted
5:33 for a president advisor approval our
5:35 team can then process your e- plan once
5:37 approved in the meantime you can submit
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