Lochac Event Database

Introduction

The aim of this project is to provide the Kingdom of Lochac with an Online Event System.

Requirements & Ideas

The first part of this project will be the gathering of ideas and requirements.

- From the Lochac Seneschal

• On line calendar where anyone can enter an event.
• Allow for recurring events (weekly, fortnightly, monthly).
• Allow for multiple attachments per event -- flyer, map,booking form.
• Allow for on line bookings of some kind.
• Events should be sent in some kind of standard format to pegasus.
• Search for events by state, by area (postcode, I have a database of group names - postcodes underway).
• Search by type, e.g. all "fighting" events, all "dancing" events, etc. We need to define all event types.
• Show calendar by group name, by state, or by postcode (match to group name).
• Have some events marked as "Kingdom" events so they get listed in all group calendars.

- From Aaron Story

• Collision detection. If a user goes to enter an event on a date that already has an event it should warn that user about that event and ask them to check their event doesn't conflict or whether someone has already entered the same event.
• Automated submission and notification of approval. I assume we would still like to have some control so a submit/approved system would be great. Once approved by whomever needs to approve the user is notified, the calendar is updated with "approved" and Pegasus is sent an automated email with the details.
• The online form for collecting the event info can have places for links to other websites (i.e. if you were entering festivals data you would put in festivals website, or if your event flyer was a website instead)
• After filling in the form the event calendar web page is created by the system and that web page can be linked to directly. It should have status of approval displayed as well.
• Have the calendar system be the same connected system across Lochac. I mean that while you could display your group's events on your local group calendar it would really just be pulling the data from the central event database and having the "filter by group" feature applied. This way kingdom events are updated across the board at one place and time. And since most official group websites are hosted on sca.org.au we shouldn't have a database connection issue.

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Use Cases / Workflows

Online Submission of Event Proposal

1. Search for conflicting events (optional)
2. Select hosting group from drop list. An event submission form is then displayed with the selected hosting group's details.
3. Enter event data into the form
4. Submit completed form.
   1. The form is checked for valid data.
   2. The Event is assigned a unique identification number (Event ID)
   3. Conflicting Events are displayed as warnings only.
   4. Email is sent to the Event Steward, Event Feastocrat, the hosting group's Seneschal, and if required, the Kingdom Seneschal. The email shall include the Event ID.
5. Display completed Event Proposal including Event ID for printing.

The Event Proposal then has to be approved. All emails to the Event Steward shall include a password that enables them to access the Event that they have submitted for future editing.

Online Approval of Event Proposal

This is preformed by the Hosting Group's Seneschal.

1. Seneschal recieves a notification email
2. Seneschal Logs onto EventDB website and is presented with a list of Approved and Proposed Events
3. Selects a Proposed Event from the list, and the Event Details are displayed. (should editing be allowed ??)
4. Clicks on the Approved button
   1. Notice of Approval is emailed to Event Steward, Festocrat, hosting group's Seneschal.
   2. Event becomes viewable online
   3. Event becomes available for publishing in the Kingdom Newsletter

Note from Del: online approval cannot always be done by the hosting group. Check the "scagroup" table in the "seneschal" database on www.sca.org.au for the structure:

1. If status = "live" then they can approve their own event.
2. If status = "proposed" then another group must approve their event.
3. If status = "closed" then the event cannot be approved. A group that has closed cannot hold events.
4. If status = "abeyance" then the event can be approved, but the event cannot actually be held. The event cannot appear on any calendar until the group is no longer in abeyance.

Paper Submission of Event Proposal

To be done...

Paper Approval of Event Proposal

To be done...

Online Changes / Cancel to Approved Event

To be done by the Event Steward or the hosting group's Senschal.

1. Access the EventDB Website
   1. Event Steward enters the Event ID and password (emailed to Steward)
   2. Group Seneschal logs on with username/password.
2. The Event Details Form is displayed for editing
3. Submit updated form.
   1. The form is checked for valid data.
   2. Email is sent to the Event Steward, Event Feastocrat, the hosting group's Seneschal, and if required, the Kingdom Seneschal. The email shall include the Event ID.
4. Display completed Event including Event ID for printing.

The Event then needs to be re-approved. The changes to the Event will not be visable online or in the Kingdom Newsletter untill they have been approved.

Reset Event Steward's Password

This is preformed by the Hosting Group's Seneschal.

1. Seneschal Logs onto EventDB website and is presented with a list of Approved and Proposed Events
2. Selects an Event from the list, and the Event Details are displayed.
3. Clicks on the Reset Steward Password button
   1. A new password for this Event is sent to the Event Steward.

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Event Details Collected

Group ID

The EventDB Group ID number

Steward's Mundane Name

Do we need to separate First and Last names ?

Steward's SCA Name

Might be a bit hard to separate into First and Last :-)

Steward's SCA Membership Number

All Event Stewards must be SCA Members

Steward's Email

For notification of updates and approvals

Steward's Phone

For Seneschal use only.

Steward's Phone Hours

When is a good time to call.

Steward's Mailing Address

For Seneschal's use only.

Event Name

For Advertising etc.

Event Date

The date of the first day of the Event

Event Duration

The number of days that the event runs

Event Date re-occurance

Once off, Weekly, Fortnightly, Monthly. (any more ??)

Event Location

The address of the Event Venue. (Might need to break this into Street, City, State, Country)

Event Publication Type

See below

Head Cook's Mundane Name

Head Cook's SCA Name

Head Cook's SCA Membership Number

Not necessary (optional)

Head Cook's Email

For notification of updates and approvals

Head Cook's Phone

For Seneschal use only.

Head Cook's Phone Hours

When is a good time to call.

Head Cook's Mailing Address

For Seneschal's use only.

Heavy Fighting

Yes / No

Feasting

Yes / No

Fencing

Yes / No

Combat Archery

Yes / No

Target Archery

Yes / No

Mixed Combat

Yes / No

Dancing

Yes / No

Arts & Sciences

Yes / No

Wet Site

Wet / Dry / Partial

Garb Required

Yes / No (for group business meetings)

Event Approved

Seneschal's ID

Event recurrence must allow for:

1. Every day for X days (multiple day event).
2. Every week.
3. Every fortnight.
4. 1st/2nd/3rd/4th/5th Xday of each month.
5. Last Xday of each month.

Event Publication Types

1. Kingdom Event (no other event can conflict with this, except recurring practice events of type 4).
2. Kingdom-wide publication. Advertise in every group's calendar (eg: Festival, Bal d'Argent, William Marshal, etc).
3. State-wide publication. Advertise in every group's calendar in that state, or NZ.
4. Local group only. eg: Fighter prac, dance prac.

Note that events of type 1 cannot conflict with anything except evetns of type 4 (and take precedence). Events of type 2 should produce a warning if they conflict. Events of type 3 should produce a warning for other events of type 1 - 3 in that state. Events of type 4 don't produce conflict warnings.

Events of types 1 - 3 appear in Pegasus. Events of type 4 do not. A monthly report of the events in the calendar will need to be produced, and e-mailed to pegasus@sca.org.au.