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Welcome, Event Organizers!

As an event organizer, you have the tools to propose, manage, and execute engaging extracurricular activities for students. This guide covers everything from creating proposals to submitting post-event reports.

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Getting Started

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Organizer Account Setup

1

Register as an organizer

Create your account with the ORGANIZER role, specifying your organization affiliation.
2

Complete your profile

Provide organization details:
  • Organization name
  • Organization type (Youth Union or Student Association)
  • Contact information
  • Department or club affiliation
3

Verify your credentials

Your organizer status may require verification by administrators before you can submit proposals.
4

Access your dashboard

Log in to view your organizer dashboard with proposal and event management tools.
Your organization type (Youth Union or Student Association) determines approval workflows, reporting requirements, and other event policies.

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Your Organizer Dashboard

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Dashboard Overview

Your dashboard provides comprehensive management capabilities: Key Metrics
  • Active events count (upcoming and ongoing)
  • Total registrations across all your events
  • Proposal statistics (approved, pending, rejected)
  • Total participants all-time
Proposal Status Tracking
  • Number of approved proposals
  • Pending proposals awaiting review
  • Rejected proposals requiring revision
  • Oldest pending proposal age (in days)
Events Needing Attention
  • Low attendance warnings (less than 30% capacity within 14 days)
  • Near capacity alerts (greater than 90% filled)
  • Events requiring action or updates
Active Events List
  • All your upcoming and ongoing events
  • Quick access to participant lists
  • Event status and registration counts
Recent Activity Feed
  • Registration notifications
  • Approval decisions
  • System updates

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Creating Event Proposals

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Understanding the Proposal Process

All events must go through a multi-tier approval process before becoming public: Approval Tiers:
  1. Level 1 (L1): Department-level approval (Youth Union or Student Association)
  2. Level 2 (L2): Faculty-level approval
  3. Level 3 (L3): Rector/University-level approval

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Submitting a New Proposal

1

Navigate to Create Proposal

From your dashboard, click “Create New Proposal” or go to the proposals section.
2

Fill in event details

Required information:
  • Title: Clear, descriptive event name
  • Description: Comprehensive event overview, objectives, and activities
  • Proposed date: When you plan to hold the event
  • Start time and end time
  • Venue: Specific location on campus or external venue
  • Capacity: Maximum number of student participants
  • Organization type: Pre-filled based on your profile
3

Upload supporting documents

Attach relevant files:
  • Event proposal document
  • Budget breakdown
  • Activity timeline
  • Any required approvals or permits
Supported formats: PDF, DOCX, XLSX, images
4

Review and submit

Double-check all information before submission. Once submitted, your proposal enters the approval queue.
5

Track approval status

Monitor your proposal’s progress through the approval tiers in your dashboard.

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Proposal API Endpoint

POST /api/proposals
Content-Type: multipart/form-data

parameters:
  - proposal: JSON string with event details
  - files: Array of supporting documents (optional)
Response: 201 Created with message “Proposal submitted successfully and is pending approval”
Be thorough and accurate in your proposal. Complete, well-documented proposals move through approval faster!

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Managing Proposals

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Viewing Your Proposals

Access all your proposals: 
GET /api/proposals
Returns a list of all proposals you’ve submitted with:
  • Proposal ID and title
  • Current approval status
  • Submission date
  • Review date (if applicable)
  • Reviewer information
  • Rejection reason (if rejected)

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Proposal Statuses

PENDING_L1: Awaiting Youth Union/Student Association approval PENDING_L2: Passed L1, awaiting Faculty approval PENDING_L3: Passed L2, awaiting Rector approval APPROVED: Fully approved, event created and published REJECTED: Denied at any tier, requires revision and resubmission

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Handling Rejected Proposals

If your proposal is rejected:
1

Review rejection reason

Administrators provide specific feedback on why the proposal was rejected.
2

Revise your proposal

Address all concerns mentioned in the rejection reason:
  • Update event details
  • Modify date, venue, or capacity if needed
  • Provide additional documentation
  • Clarify objectives or activities
3

Resubmit for review

Use the resubmit endpoint with your updated proposal and files.

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Resubmitting a Proposal

PUT /api/proposals/{proposalID}/resubmit
Content-Type: multipart/form-data

parameters:
  - proposal: Updated JSON with revisions
  - files: New or updated supporting documents
Your resubmitted proposal re-enters the approval queue at the tier where it was rejected.
Resubmissions reset the review timeline. Plan accordingly to ensure your event date remains viable.

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Managing Approved Events

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Your Active Events

Once approved, your events are:
  • Published in the student event catalog
  • Open for student registration
  • Displayed on your organizer dashboard
  • Accessible via the managed events endpoint
GET /api/events/managed
Returns all events you organize with full details.

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Monitoring Registrations

Track who’s registered for your events: 
GET /api/registrations/event/{eventID}/participants
Returns participant information:
  • Student ID
  • Full name
  • Email
  • Registration date
  • Registration status
Only organizers of the specific event and administrators can access participant lists. Student privacy is protected.

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Event Capacity Management

Monitoring capacity:
  • Current registrations vs. total capacity
  • Percentage filled
  • Registration trends
When events fill up:
  • Registration is automatically closed when capacity is reached
  • Students cannot register once full
  • Cancellations automatically free up spots
Low attendance:
  • Dashboard alerts when attendance is less than 30% within 14 days
  • Consider promotion strategies or event adjustments
  • May warrant submitting an update request (see below)

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Requesting Event Updates

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When to Submit Update Requests

After your event is approved and published, you may need to make changes: Valid reasons for updates:
  • Change of venue due to availability or weather
  • Adjusted date or time to avoid conflicts
  • Increased capacity based on demand
  • Updated event description or activities
  • Modified logistics or requirements
All event modifications must be approved by administrators before taking effect. Update requests go through the same approval process.

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Submitting an Event Update Request

1

Navigate to your event

Find the event you want to update in your managed events list.
2

Create update request

Click “Request Update” and specify what you want to change.
3

Provide justification

Explain why the update is necessary:
  • Updated title (if applicable)
  • New description
  • Changed date/time/venue
  • Adjusted capacity
  • Reason for changes
4

Upload supporting documents

Attach any new documents supporting the changes (new venue confirmation, revised budget, etc.).
5

Submit for approval

Your update request enters the administrative review queue.

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Update Request API

POST /api/updates/event/{eventID}
Content-Type: multipart/form-data

parameters:
  - update: JSON with changed fields
  - files: Supporting documents (optional)
Notification Options: Administrators can choose whether to notify registered students when approving your update. Critical changes (date, venue) should trigger notifications.

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Tracking Update Requests

Monitor your update requests through your dashboard. Administrators review and either:
  • Approve: Changes applied immediately, event updated
  • Reject: Changes denied with explanation

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Post-Event Responsibilities

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Post-Event Report Requirements

After your event concludes, you’re required to submit a comprehensive post-event report. Deadlines:
  • Youth Union events: 14 days after event end
  • Student Association events: 7 days after event end
Late submissions are flagged in the system and may affect your ability to organize future events.

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Report Components

Required Information:
  1. Attendance Data
    • Organizer count
    • Attendee count (registered students who attended)
    • Walk-in count (unregistered attendees)
    • Upload attendance Excel sheet with student details
  2. Event Photos
    • Youth Union: Exactly 5 photos
    • Student Association: Exactly 10 photos
    • Photos must follow naming convention: EventCode_EventName_##.jpg
  3. Feedback Summary
    • Upload feedback file (survey results, comments)
    • Feedback count
    • Student Association: Minimum 50% of attendees must provide feedback
  4. Promotion and Media
    • IUYouth article URL (if applicable)
    • Social media post URLs
    • Google Drive link for additional materials
  5. Budget
    • Total budget used
    • Final expense breakdown
  6. Submitter Information
    • Your name
    • Your role/position
    • Contact email

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Submitting Your Report

1

Access completed event

Navigate to your event after it’s marked COMPLETED.
2

Open report submission form

Click “Submit Post-Event Report”.
3

Upload attendance Excel

Format requirements:
  • Columns: Student ID, Full Name, Class/Faculty, Attendance Type
  • Mark registered students vs. walk-ins
  • Indicate certificate eligibility
4

Upload event photos

Ensure correct number of photos:
  • Youth Union: 5 photos
  • Student Association: 10 photos
Photos are automatically renamed to comply with standards.
5

Upload feedback file

Include all feedback forms, survey results, or compiled comments.
6

Fill in metrics

Enter:
  • Organizer count
  • Attendee count
  • Walk-in count
  • Feedback count
  • Total budget
7

Add links

Provide URLs for articles, social media posts, and Drive folders.
8

Submit report

Review all information and submit. You’ll receive confirmation email.

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Report Validation

The system validates:
  • Correct number of photos based on organization type
  • Feedback threshold for Student Association events (≥50% of attendees)
  • Required fields completion
  • File format compatibility

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Report API Endpoint

POST /api/reports/{eventID}/submit
Content-Type: multipart/form-data

parameters:
  - photos: Array of photo files
  - feedbackFile: Feedback document
  - attendanceExcel: Attendance spreadsheet
  - organizerCount, attendeeCount, walkInCount: Integer counts
  - iuyouthArticleURL, socialMediaURL, driveLink: String URLs
  - totalBudget: Decimal value
  - feedbackCount: Integer
  - submitterName, submitterRole: String

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Report Review Process

After submission, administrators will: Review and approve:
  • Verify attendance data accuracy
  • Check photo quality and count
  • Confirm feedback meets requirements
  • Validate budget information
If approved, certificates will be processed. Request revisions (rejection):
  • Specific feedback on what needs correction
  • Opportunity to resubmit
  • Previous rejection reason stored for reference

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Resubmitting Reports

If your report is rejected:
1

Review rejection reason

Check the specific issues identified by administrators.
2

Correct the issues

Update photos, attendance data, or other flagged components.
3

Resubmit

Use the resubmit endpoint with corrected materials.
POST /api/reports/{reportID}/resubmit
Content-Type: multipart/form-data
Once certificates have been exported (certExportLocked = true), you cannot modify photos or attendance data to maintain certificate integrity.

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Certificates

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Certificate Process

1

Report approval

After your report is approved, administrators prepare certificate templates.
2

Template notification

You’ll receive an email when the certificate template is ready for download.
3

Download template

Download the Excel template with pre-populated student data from eligible attendees.
4

Certificate generation

Follow institutional guidelines to generate certificates using the template.
5

Distribution

Distribute certificates to eligible students according to your organization’s process.

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Downloading Certificate Templates

GET /api/reports/{reportID}/download-cert-template
After downloading the certificate template, attendance data is locked. You cannot modify attendance or photos after this point.

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Best Practices

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Creating Successful Events

Plan ahead:
  • Submit proposals well in advance (at least 3-4 weeks before event date)
  • Account for approval timelines through all three tiers
  • Book venues early
  • Prepare comprehensive documentation
Set realistic capacity:
  • Consider venue size and safety regulations
  • Account for staff and resources needed
  • Allow for some walk-in capacity if possible
Write clear descriptions:
  • Explain event objectives clearly
  • Describe activities in detail
  • Specify target audience
  • Include participation requirements or prerequisites
Budget accurately:
  • Itemize all expenses
  • Include contingency funds
  • Track actual spending for post-event reporting

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Promoting Your Events

Use multiple channels:
  • Campus bulletin boards
  • Social media platforms
  • Email newsletters
  • Student organization channels
  • Word of mouth
Create compelling content:
  • Eye-catching graphics
  • Clear event benefits
  • Testimonials from past participants
  • Countdown reminders
Engage registered students:
  • Send reminder emails
  • Share pre-event materials
  • Build excitement through teasers
  • Create event hashtags

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Managing Participants

Communication:
  • Send confirmation emails immediately after registration
  • Provide event details and preparation instructions
  • Send reminders 1 week and 1 day before the event
  • Notify of any changes promptly
During the event:
  • Check in participants systematically
  • Mark attendance accurately
  • Collect feedback forms
  • Take photos for reporting
After the event:
  • Thank participants via email
  • Share event photos and highlights
  • Request feedback if not collected during event
  • Announce certificate availability

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Reporting Excellence

Prepare as you go:
  • Take photos throughout the event (capture diverse moments)
  • Collect attendance in real-time
  • Distribute feedback forms before participants leave
  • Note any incidents or highlights
Meet deadlines:
  • Set internal deadline before official deadline
  • Gather materials immediately after event
  • Don’t wait until the last day
Be accurate:
  • Double-check attendance counts
  • Verify student IDs in attendance sheets
  • Ensure budget figures match receipts
  • Proofread all text content

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Common Scenarios

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Scenario 1: Event Not Filling Up

1

Analyze the issue

  • Check if the event description is clear and appealing
  • Verify the date doesn’t conflict with major exams or holidays
  • Assess if capacity is too high
2

Increase promotion

  • Share more frequently on social media
  • Reach out to specific student groups
  • Create engaging promotional materials
  • Ask registered students to invite friends
3

Consider adjustments

  • Submit update request to reduce capacity
  • Add incentives (certificates, refreshments, prizes)
  • Clarify event value proposition

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Scenario 2: Need to Change Event Date

1

Determine new date

  • Check venue availability
  • Avoid conflicts with major campus events
  • Consult with key stakeholders
2

Submit update request

  • Provide clear justification
  • Attach supporting documents (new venue confirmation)
  • Request notification to registered students
3

Wait for approval

  • Monitor update request status
  • Be prepared to communicate with students
4

Notify participants

  • Once approved, administrators can notify students
  • Send additional reminder closer to new date
  • Address any concerns or cancellations

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Scenario 3: Handling Walk-In Participants

1

During event check-in

  • Verify capacity allows walk-ins
  • Collect walk-in student information
  • Mark them separately in attendance sheet
2

Document walk-ins

  • Record full names and student IDs
  • Note attendance type as “WALK_IN”
  • Include in attendance Excel for reporting
3

Include in report

  • Enter walk-in count separately
  • Upload complete attendance with all participants
  • Walk-ins can be certificate-eligible

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Troubleshooting

Steps to take:
  1. Carefully read the rejection reason provided
  2. Address all concerns mentioned
  3. Update your proposal with corrections
  4. Add any requested documentation
  5. Use the resubmit endpoint to resubmit
  6. Consider consulting with department administrators before resubmission
Yes, but:
  • Contact administrators immediately
  • Provide valid reason for cancellation
  • Registered students must be notified
  • Cancellation affects your organizing record
  • Submit update request explaining cancellation necessity
Consider postponement instead of outright cancellation when possible.
In your attendance sheet:
  • List all registered students
  • Mark only those who actually attended
  • System differentiates between registered and attended
  • Don’t mark no-shows as attended
  • No-show data helps improve future planning
Common issues:
  • Photo count: Verify exact number (5 for Youth Union, 10 for Student Association)
  • File formats: Use JPEG/PNG for photos, XLSX for attendance
  • File size: Large files may time out - compress if needed
  • Excel format: Check column headers match expected format
  • Feedback threshold: Student Association needs ≥50% feedback
Double-check all requirements before resubmitting.
What to do:
  • Check which administrators handle your organization type
  • Update requests go to department admins first
  • Follow up respectfully if urgent
  • Provide all necessary documentation upfront
  • Consider timeline when submitting future requests
Non-urgent updates may take several days to review.
Yes, but:
  • The report will be flagged as “LATE_SUBMITTED”
  • Late submissions are noted in your organizing record
  • May affect future proposal approvals
  • All other requirements still apply
  • Submit as soon as possible even if late
Access participant list:
GET /api/registrations/event/{eventID}/participants
This shows:
  • Student IDs
  • Full names
  • Email addresses
  • Registration dates
Use this for:
  • Attendance tracking
  • Email communications
  • Capacity monitoring
  • Event planning
No. Once the certificate template is downloaded:
  • certExportLocked flag is set to true
  • Attendance data cannot be modified
  • Photos cannot be changed
  • This ensures certificate integrity
Be absolutely certain of your attendance data before requesting certificate templates.

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Getting Help

Technical Support
  • IT helpdesk for platform issues
  • Submit support tickets for bugs or errors
  • Check system status page
Administrative Questions
  • Contact your department administrator for approval questions
  • Reach out to student affairs for policy clarifications
  • Email organizing support for guidance
Proposal Assistance
  • Consult previous successful proposals
  • Ask experienced organizers for tips
  • Review institutional guidelines
Join the organizers’ community group to share experiences, get advice, and learn best practices from fellow event organizers!
Thank you for organizing meaningful experiences for students! Your dedication to extracurricular activities enriches campus life and helps students grow beyond the classroom.

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