Request for Proposal Education Session Application process

CHA (the Craft & Hobby Association) is interested in establishing an online, self service application for event sessions. Other customer members are encouraged to add requirements. Where there is conflict, it should be assumed that the result should include a choice between the requested feature(s).

Developer members are encouraged to brainstorm with customer members to completely define the project. Developers are encouraged to join forces with Drupal expertise and netFORUM expertise represented on the eventual development team.

Each session application should create a record that can, once approved, become an actual session for the event in netFORUM. This session will be displayed on a web site and (after approval and schedule assignment) be entered into the netFORUM system via web services. Checking of completeness of information prior to posting may be required.

The approval process will include room and date/time assignment and the potential for entering additional data.

There should be some means of scheduling – ideas are welcome. Automatic rescheduling (prior to a cut-off date) should be performed for moved/cancelled sessions. Session ID = Session Code in netFORUM database and is part of scheduling.

The application information should be kept outside of netFORUM – an easy process for selecting sessions to be entered into netFORUM should be provided with all approved sessions selected by default. Application data will be mapped to the appropriate netFORUM tables and entered through xWeb (web services) processes.

While it is likely that not all fields will be used, they should be included and selected to be included and marked mandatory or not.

Online Application:
Event (display)
Event Title(display)
Deadline date(display)

Sponsor Information:
Single sponsor? (check box) Fee
multiple sponsorship? (check box) Fee
Do you wish to record? ? (check box) Fee
Yes, I have read & agree to “Workshop Rules” (w/link) (mandatory)
Session coordinator contact:
First name
Last name
Title
Company name
Address (street; city; state/prov; postal code)
Phone
Mobile
Fax
Email

Exhibiting Company Info: (one to many)
Org Name
Primary Contact
Address
Session Instructor/Presenter(s) (one to many)
First name
Last name
Phone
Email
Session Info:
Title
Description
Type (Workshop, Seminar, Demonar)
Materials used:
Supplied
Attendee supplied
Level of difficulty (check boxes – beginner, intermediate, advanced, all)
Image
Workshop date preference(s) (one to many – keep adding until no more)
Capacity
Will you consider expanding capacity? (check box)
Will you consider adding sessions? (check box)
Category (drop down – multi-select)
Additional setup requirements for room
Multiple outlets? (check box)
Describe (if yes)
Other (text)
Fees (calculate based on selections)
Payment info – go to cart

Events: (read from netFORUM)
Title/Name
Description
Location
Begin Date/time End Date/time
Registration: Preregistration; Early; Standard; Late start/end date/time
Registration Required? Y/N (check box)
Abstract? Y/N (check box)
Wait-list allowed? Y/N (check box)
Auto-reg from wait-list? (space permitting) Y/N (check box)
Event Code/type
Category
Capacity
URL
Web posting date/time
Web removal date/time (auto-visibility)
Online Info text area
Event Open/Closed (check box)
Time Zone
Parent event
Registration Confirmation Template (select from netFORUM table)
Registration URL
Goals: Registration; Revenue; Projected, Guaranteed, Actual attendance

Speakers: (one to many)
Event (ties to above)
Session/topic
Speaker Name
Speaker Bio (visibility)
Organization (visibility)
Confirmation Status (30 char) (visibility)
Area of expertise (visibility)
Speaker AV (visibility)
Speaker mini-CV (visibility)
Pref contact method (drop-down
Address (visibility)
Phone (visibility)
Fax (visibility)
Email (visibility)
Misc text area (visibility)

Sponsors: (may need to be read from NF – not determined as yet) (one to many)
Event (ties to above)
Sponsor name (Select from NF – or – ? type in ?)
Sponsor Type (drop down – read from NF table)
Track
Session
Address
Phone
Fax
Email
URL
Logo
Primary Contact
Faculty
Notes
Table/list of contact names w/ Type Phone Email

Tracks: (one to many)
Event (ties to above)
Track Name
Track Type
Description (visibility)
Short description (visibility)
Fee
Cancellation fee
Sponsorships (visibility)
Online Info (text area) (visibility) +
Dynamic list of sessions included
Dynamic list of sponsorships (visibility)
Dynamic list of registrants (visibility)

Session: (one to many)
Event (ties to above)
Session Code
Session Type
Session Name
Description
Room (number/description)
Instructors (one to many)
Instructor image
Special setup requirements (text)
Additional supplies needed (text)
Notes
Image (one to many)
Start Date/time
End Date/time
Capacity
Max Sponsors
Est. Attendance
Guaranteed Attendance
Registrant Goal
Revenue Goal
Level of Difficulty
Show floor category
Cut-off dates: Pre-reg; Early; Standard; Late; Show on web; Remove from web;
Wait list? Y/N (or check box)
Ticketed? (Check box)
Main event registration req? (check box)
Room setup (text)

Session fee data: (one to many)
Project (drop down – read from NF table)
Fee
Sell online? (check box)
Reg/badge type
Customer type
Individual type
Member type
Source code
Fee class (pre, early, std, late, on-site)
Member/non-member (drop-down)
Org type
Member status
Non-profit flag
GL accounts:
A/R
Split check box
Revenue
Write-off
Liability
Return
Deferred check box
Deferral date