Case 1: there are no participants yet

Contact the innkeeper to ask her to cancel the registrations.

Case 2: there are participant registered --> the primary objective is that they can do the workshop!

1. 📣 Call on the community on Slack to find a facilitator for your workshop

2. 💻 This person will create their own workshop on the platform: ask them for the URL of their workshop

3.  📎 Send the innkeeper the URLs of your workshop and the new workshop (so the innkeeper can transfer Eventbrite registrations to the new workshop)

4. ↔️ If you have already sent the invitation email to calculate the carbon footprint, then you must transfer the carbon footprints already received to the new workshop (explanation below), and check until D-Day if new footprints appear on your workshop and transfer them.

5. 📞 Brief the new facilitator if necessary (location if face-to-face workshop, etc.)

6. 🙋 The other facilitator takes over, contacts the participants, and leads the workshop on D-Day.

🛑 If you can't find a facilitator to replace you, you have to cancel the workshop:

1. Send an apology and cancellation email to attendees (example below)

2. Warn the innkeeper that registrations must be stopped and participants reimbursed. ⚠️ Be careful, when the participants are reimbursed, they will no longer appear in your workshop, because they will no longer be registered. So send the cancellation and apology email as long as you have access to the participants' email addresses!

A transfer window opens, indicate the identifier of the target workshop to which you want to transfer the carbon footprint, then validate.

You can find the identifier from the URL, because the URL has the form:      

https://app.2tonnes.org/workshop/identifier/management

The carbon footprint appears in the other workshop, and remains present in your workshop. Check with the other host if he has received the carbon footprints.

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⚠️ If the transfer does not work: check that the 2 workshops belong to the same "organization" (here the 2tonnes association "organization"): indeed, a transfer is only possible between 2 workshops in the same  "organization".

Sending the email in Bcc always to keep people data safe!

Template proposal:

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Good morning,

Thank you for registering for the 2tonnes workshop at ****.

Unfortunately, this workshop is canceled, due to ****.

You will receive an email from Eventbrite confirming the refund of your ticket.

I invite you to register for a new session depending on your availability: Registration for general public workshops

I apologize again for the inconvenience, and I hope you will soon have the opportunity to experience the workshop!

Have a beautiful day,

If, a few days before your workshop, there are not enough participants (at least 5), then you must cancel the workshop

1. Send an apology and cancellation email to attendees (example above)

2. Warn the innkeeper that registrations must be stopped and participants reimbursed. (Mention the date and time of the workshop, if online or face-to-face and in which city)

⚠️ Be careful, when the participants are reimbursed, they will no longer appear in your workshop, because they will no longer be registered. So send the cancellation and apology email as long as you have access to the participants' email addresses!

3. Also notify the anims who were to co-facilitate and observe your workshop

If a participant contacts you because he can no longer participate in the workshop, here is a proposal for an email template to send him:

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Good morning,

The procedure to follow is to request a refund for your ticket on Eventbrite (to be done no later than D-1 before the workshop, otherwise the refund is no longer possible): how to get a refund on Eventbrite

And I invite you to register for a new session according to your availability! Registration for general public workshops

If you were unable to request your refund (because after D-1), then I invite you to register for a new session, and to pay only a symbolic 1€ to register, since you have already paid your registration for the previous workshop.

Have a beautiful day,

Here is the procedure to follow for a participant who has already calculated his carbon footprint but wishes to send his data to a new workshop. This is a case that occurs when a participant wishes to participate in a second workshop.

The process works if the first workshop is over (most cases):

1. Login to the platform

2. Click on the invitation link to calculate your carbon footprint of the new workshop

3. The participant account opens and displays the carbon footprint result

4. Click on "modify my simulation", go through the pages of the questionnaire again (by clicking on next) until the last page and click on result.

5. By clicking on result, you will be asked to validate the sending of the answers to a new workshop

👉 To help the person in this process, you can send them this step-by-step guide (TOOL SOON AVAILABLE)

If the first workshop is not completed:

1. Ask the participant to send you their 2tonne account email.

2. Contact Xavier or Cloé/Iris so that the participant is detached from the previous workshop (please indicate the participant's email)

Reminder : contact Cloé for French speaking workshops, French version workshops or workshop taking place in France and Iris for the other cases

3. Then ask the participant to re-follow the steps above.

1. Check that you have access to the 2tonnes association "organization".

2. Check with the animator that the workshop belongs to the 2tonnes "organization" "organization".

Indeed, you can only access workshops that are in settings in which you are yourself.

If for a particular reason (room loan condition, etc.) registration for the workshop is free, then at the end of the workshop, you can suggest that participants make a donation to the 2tonnes association if they wish to make a free and conscious participation for the workshop, or contribute to the development of the association.

In this case, send them this link in your post-workshop email:

HelloAsso link for donations to 2tonnes association