Ops Before

You retreat prep begins in the spring and moves into the summer. Here are the key elements to help you lay a solid foundation for your retreat!

In planning a retreat and securing a venue, there will be a couple of contracting responsibilities. Things that you will find in the document below include:

• What name to put on your contracts
• When to complete certain contracting tasks
• How to take credit card payments
• How to use project ids
• Cru policies

Everything you need to be successful in the contacting phase is in this resource:

CONTRACT GUIDE

Effective budgeting allows:

• Good stewardship of resources.
• Confidence in what the retreat will cost and where you campus account we be at the end.
• Freedom to use money for scholarships and other strategies.
• Easier delegation of purchasing decisions.

Here's a tool to help you do that: BUDGET TOOL

The Event Registration Tool (ERT) is a resource used by Cru to create events, register students, collect payments, and check in students.

HOW DO I CREATE AN ERT?

You can go one of three routes:

1. Clone your ERT from last year
2. Clone the a Retreat Template ERT
3. Create one from scratch

CLONE LAST YEAR'S

1. Login to www.eventregistrationtool.com and locate your past ERT.
2. Click the button on the top right of the page that says event dashboard.
3. Locate your past event and hover over it. You should see the options of "Registration Details Questions Clone".
4. Click "Clone". You will need "Full/Creator" permissions on that event to do this, which you may need to request if you don't already have it.
5. Enter a new name for the event and click "Clone"
6. Adjust all the details to match the information for your retreat.
7. Contact Fieldfinance@cru.org for the Merchant ID to use. Give them the full name of your retreat (Use your specific campus location in the name) and the chartfield to which the funds should be moved after your retreat.

CLONE THE RETREAT TEMPLATE ERT

1. Login to www.eventregistrationtool.com
2. Click the button on the top right of the page that says event dashboard.
3. Click the button "Request Access to Existing Event"
4. Enter "Cru Retreat Template"
5. Type "I want to clone this for my retreat at ________ university" in the Reason for requesting access field.
6. We will create a clone of this template with you and give you full access to it.
7. You will receive and email giving you access to the event. Click the link in the email and get started updating the template for your campus's details.
8. Contact Fieldfinance@cru.org for the Merchant ID to use. Give them the full name of your retreat (Use your specific campus location in the name) and the chartfield to which the funds should be moved after your retreat.

CREATE AN ERT FROM SCRATCH:

1. Login to www.eventregistrationtool.com
2. Click the button on the top right of the page that says event dashboard.
3. Click the "Create New Event" Button.
4. You’ll then be taken to a page where you’ll save the information for your event.
   • For ‘Event Registration’, you’ll be asked for the Event Name and other basic information such as a start and end date for registration for the event.
   • For ‘Registration Options, you’ll have to check the “Require Relay or Facebook sign in to register” box and the “Allow users to modify their registration after it is complete” box. There is an option to redirect them to a chosen page after a student registers.
   • For ‘Registrant Types’ you can choose to have different kinds of registrants with different prices (e.g. Students - $50, Non-students - $55). There are also options to accommodate minors signing up for your event.
   • For ‘Payment Options’ you’ll need a Merchant Account ID to accept credit card payments. Contact Fieldfinance@cru.org for the Merchant ID to use. Give them the full name of your retreat (Use your specific campus location in the name) and the chartfield to which the funds should be moved after your retreat. For checks, you’ll need to specify who people should make the checks payable to - usually to “Cru” - and your local staff submit them with a Cru Miscellaneous Income form. For the Cru Event Chartfield you should ask your Cru Movement Leader on your campus.
   • For the ‘Promotions’ Tab you can create your own promo codes to give discounts.
   • For the ‘Contact Information’ tab, you’ll be asked for your phone number and email.
5. You can then click on your event and then take the link to start sending out.

This resource will walk you through the online steps: Event Registration Tool 101

Risk Management helps to reduce our ministry’s risk exposure by identifying potential threats, assessing their impact, and providing treatment to mitigate the impact through procedures, services, and various types of insurance.

LIABILITY RELEASE FORMS

Before your event, create Liability Release Forms:

• Liability Release Information
• Liability Release Link Creator

A great way to make sure that all participants sign the necessary Liability Release Forms is by re-directing them to the Liability Release Link once they finish their Registration in the ERT. Learn more about this in Step 2 of ERT 101: B. Fill Out the Details Page

PARTICIPANT INSURANCE

Do you need Participant Insurance for your event?

• Read through Participant Insurance to confirm whether or not you will need enroll in this for your event.

QUESTIONS?

Email: risk.management@cru.org

Check out the Risk Management resources guide.

Read through the below registration how to's:

• In the ERT:
  • Register a participant
  • Scholarship a participant
  • Withdraw and/or refund a participant
• Cash, Checks, & Credit Cards
  • Cash & Checks
    • Handle cash & checks appropriately before the event
    • Obtain petty cash for the event through an Operating Advance
  • Credit Cards
    • PCI Compliance and accepting credit card payments appropriately before the event
    • If your event location will not have reliable wifi, prepare accordingly by reading: No On-site Wifi

If you have a question that is not answered above check out the Event Registration Tool 101 or email fieldfinance@cru.org.

If children will be present, consider whether you will provide childcare or rely on parents to seek out babysitting:

• Childcare Definition
• Babysitting Definition
• Can Cru pay for childcare and/or babysitting?

If you have a question that is not email fieldfinance@cru.org.