How to use GMMC Calendar

Updated March 31, 2021

Posting a Trip:

Ensure you are marked as a Volunteer on the Club calendar database by contacting the webmaster (webmaster@gmmc.ca) or anyone the Executive.


Adding your trip details to the club calendar:

On the left hand side of the calendar, under the “Volunteer’s Area”, there will be a link called “Add/Edit Future”. On top of the next page will be a link called “Add New GMMC Event”. Click it and fill in the boxes.

  1. Start time: The trip’s start date to be the day you start from the trailhead. Currently some trips are posted to start on the day you leave Edmonton while others start on the trailhead day. This creates confusion for people planning their trips. Having the trip start date as the day you start from the trailhead makes it more consistent.


  1. Carpool Departure Time: N/A


  1. Registration Opens: Select the date and time you want the registration for your event to open. It is common practice to use this to allow for a fair opportunity for all club members to potentially join the event, especially if it is a highly sought after event. This may also help reduce potential participant drop outs.

Example: An AST1 course occurring on January 31st with a limit of 10 people. Event post date of January 1st. Registration open date of January 10th.

All members will be notified of the event and the registration open date on January 1st. By not allowing anyone to sign up for the event until January 10th, it gives every member a chance to see the notification in their inbox that the event has been posted and decide if it is an event they can/cannot attend. This provides a fair opportunity to every member to sign up and helps prevent events from maxing out too quickly and not giving everyone a fair chance to sign up.


  1. Registration Cut Off: Select the date and time you want the registration to be cut off by for your event. Good practice would be to have this set a few days before the start of the event. If there is to be any money to be exchanged, having a date set may help prevent late participant drop outs.


  1. Duration: State the number of days the event will be.


  1. Title: Enter a name for your event.


  1. Event Coordinators: If you have a co-coordinator, select their name from the list available. If you have multiple co-coordinators, Ctrl+click the second (or third...) name in the list available.


  1. Type: Select the type of event from the drop down list.


  1. Difficulty Rating: Select the difficulty rating for your event from the drop down list.


  1. Who’s Invited:

        1. Members & Guests - used for social events and meetings

        2. Members Only - Used for outdoor events


  1. Age Restriction: Select the age restriction required for your event from the drop down list. Please take careful consideration of the risk involved when permitting under-age participants on your event.


  1. Maximum Group Size: Enter the maximum group size for your event.

        1. Tip - If you would like to screen all registrants, enter a quantity of 1. All registrants will be put onto the waitlist. Once registrants are approved, they can be moved to the Event List (refer to the ‘Moving Registrants from the Waitlist to the Event List’ section below).

        2. Potential reasons for screening:

              1. Your event is a uniquely intermediate / difficult trip and you want to ensure that all participants have the skills sets and certified training required for the event.

              2. You are a new trip coordinator and would like an experienced member to join the event before you proceed with the event.

              3. Your event requires payment. Once a participant has paid the required fees, they can be moved from the waitlist to the registrant list.

              4. The screening capability is NOT to be used to ensure only friends of the trip coordinator are able to participate in the event. It is only to be used for the 3 points mentioned above. The club promotes the inclusion of all members at events (new and experienced).


  1. Maximum Guest Size: Enter the maximum guest size for your event (if applicable. If guests are not applicable, enter 0.) Reminder - Guests are NOT permitted to participate in outdoor activities, only social events.


  1. Minimum Group Size: Enter the minimum group size required to still run your event.


  1. Maximum # of Guests per Member: Enter the maximum number of guests allowed per member for your event (if applicable. If guests are not applicable, enter 0.) Reminder - Guests are NOT permitted to participate in outdoor activities, only social events.


  1. Itinerary: Provide information about your event. What members would be doing on the trip, where they would be going, potential objectives, any prerequisites required, any important information you want to relay to the future participants, etc.


  1. Required Items to Bring: List equipment that participants are required to bring for the event. Also note any equipment that may be out of the ordinary that is required for the event.


  1. Recommended Items to Bring: This section is optional. You can add any additional items that participants should bring in addition to the recommended items.


  1. Location: State the location or the event (i.e. Banff, Jasper, etc.)


  1. Directions: Is not typically required as the trip coordinator will be in contact with the participants prior to departure via text/email. But if you want to specify the directions to the trail head, you can enter it here.


  1. Travel: N/A - participants are required to arrange their own transportation.


  1. Total KMs: N/A


  1. Carpool Location: N/A


  1. Carpool Directions: N/A


  1. Carpool Question: N/A


  1. Cost: DO NOT select the box for the “Payment Required”. Please refer to the ‘Payments for Events’ section on this page for further information if payment is required.


  1. Member Cost, Non-Member Cost, Cost includes: Please refer to the ‘Payments for Events’ section on this page for further information if payment is required.


  1. Additional Notes: Enter in any additional information you want to include about your event.


  1. Save Event:

        1. If you wish to save your event as a draft to come back to finish/edit, check the box beside “Save Changes”, select the “Draft Only” and deselect the “Send Notifications to Subscribing Members”, then select “Submit”. The calendar will save the details of your event but will not post it to the calendar. To reopen your trip event to complete it, follow the Editing your Trip section on this page.

        2. If your event write up is complete, check the box beside “Save Changes”, select the “Post Directly to Calendar” and select the “Send Notifications to Subscribing Members”, then select “Submit”. Your event will be posted to the calendar and an email will be sent to all active members notifying them of the event.


  1. You will be prompted to register yourself and the people you selected for Event Coordinators. Check the box beside Register this person. Select the applicable level of experience and “Will meet at the event”. Hit save.


  1. After posting your trip, go to “Add/Edit Future” in the menu, find your event in the list. On the right hand side of your event listing, click on “Dates” for your trip. You will see a calendar with tick boxes. Tick the additional dates that include your trip, then click submit.


General tips:

  1. If you've missed anything deemed important, it will show you in red text at the top of the screen which lines need to be corrected. Example: If you missed entering the event location, or registration cut off date.


  1. There is a time out period while filling this page out. If you’ve exceeded the time limit and click the save button, it will bring you back to the calendar page and the trip will not be saved. You will have to start over.

Editing your Trip:

Editing your trip details to the club calendar: On the left hand side of the calendar, under the “Volunteer’s Area”, there will be a link called “Add/Edit Future”. Find your trip in the list of current events. Click “Edit” on the right hand side and make changes as required. Once complete:

  1. Check the box beside save changes

  2. Select “Active - Show on Calendar” from the status drop down menu

  3. Check the box beside “Send Notifications to Subscribing Members

  4. Hit Submit


Your event will now be posted onto the calendar and an email will be sent to all members notifying them.

Sending Event Group Emails:

Once you have posted your trip publicly to the calendar, an automatic email will be sent out to all members informing them about the event. As your event approaches, you will need to reach out to the registrants.


To email all your registrants at once: On the left hand side of the calendar, under the “Volunteer's Area”, there will be a link called “Coordinate Upcoming”.

  1. Find your event

  2. To the right of the title find and click “Email

  3. Enter/Modify the email body as you require

  4. Hit Send


Please note that participants can’t see or reply to the rest of the group. If you need your participants to communicate with each other, list everyone in a separate email.

Moving Registrants from the Waitlist to the Event List:

On the left hand side of the calendar, under the “Volunteer's Area”, there will be a link called “Coordinate Upcoming”.

  1. Find your event

  2. To the right of the title find and click “Wait List

  3. Find the participant you want to move from waitlist to registrant

  4. Select “Add to Event

Adding Non-Registered Members to Events:

On the left hand side of the calendar, under the “Volunteer’s Area”, there will be a link called “Add Member to Event”.

Select Member.

  1. Member: Find the members name in the drop down menu.

  2. Event: Select your event title.

  3. Experience: Select the participants level of experience.

  4. Travel: Select “Will meet at Event”


**Please Note - by adding a member to an event in this manner, means that you will need to reach out to them manually to have them sign the required waiver. The system will not automatically do this for you.**

Editing Registrants on your event:

Should you need to remove a registrant from your event or change a registered participant to the waitlist: On the left hand side of the calendar, under the “Volunteer's Area”, there will be a link called “Coordinate Upcoming”.

  1. Find your event

  2. To the right of the title find and click “Upd Reg

  3. Find the participant and select Remove Registrant or Move to Waitlist

Confirming Signed Trip Waiver

On the left hand side of the calendar, under the “Volunteer's Area”, there will be a link called “Coordinate Upcoming”.

  1. Find your event

  2. To the right of the title find and click “Dtl List

  3. Each registrant will be listed. On the right hand side under Online waiver it will state if the Trip Waiver has been completed or not. If it has not, notify the participant. Any participant that has not completed the Trip Waiver is not permitted on the event.

Payments for Events:

Trip coordinators are not expected to be financially liable for any unfilled accommodation charges for any reason other than their own absence.


The “Payment required” option on the GMMC trips calendar is only to be used for the big club trips (ie., New Years, Owl Prowl Howl & Turkey Trek) and must be pre-approved by the executive.


If you are creating a trip that will require payment from members, follow these steps as you are posting the trip:

  1. Cost: DO NOT click the “Cost: Payment required” box. This box is reserved for the big seasonal Club trips. If you wish to put on a large trip (>20 participants) and use this function, contact the Club executive for permission. Any posted trip using the payment function will be removed. (The Club pays a significant percentage of the fees for the online transactions.)

        1. If you don’t receive approval for the use of the payment option through the calendar, below are suggestions on how to handle the event:

              1. In the “Itinerary” or “Additional Notes”, you may specify if you require pre-payment prior to signup. Some examples of how to ensure prepayment:

                  1. Make everyone go on the waitlist (make the Maximum Group Size = 1, and everyone will be forced onto the wait list). When they pay you the accommodation/course fee, move them to the Event List (refer to the ‘Moving Registrants from the Waitlist to the Event List’ section).

                  2. Specify that if payment is not received within ‘X’ days of registering, they will be removed from the trip.

                  3. Specify that if payment is not received by ‘X’ days before the trip, they will be removed from the trip.

                  4. State “after payment of the accommodation/course fee of $XX to the trip coordinator, the participant will be placed on the registration list. Please refer to the cancellation policy on the GMMC website for financial obligations should participants be required to withdraw.”

        2. If you receive approval for the use of the payment option through the calendar, select the box and proceed with the steps noted below.

  2. Member Cost: Enter the cost for members.

  3. Non-Member Cost: Enter the cost for non-members.

  4. Cost Includes: Note what the fee includes for.

  5. Cancellation/Partial Attendance Statement: State “Please refer to the Cancellation Policy on the GMMC website for financial obligations should participants be required to withdraw.”


If you wish to post a sub-trip as part of a big trip (i.e., a group of climbers at Owl Howl & Prowl), first contact the relevant Chair. Most sub-trips can be organized the evening before, but sometimes you may need to know how much group equipment (i.e., ropes) to bring. Post your sub trip as a separate trip on the calendar, but make a note in the Itinerary that the participant must also sign up for the “mother trip” as well, or they will not have a place to sleep. Don’t collect payment for the “mother trip”.


**Not all trips require prepayment. It is up to the Trip Coordinator to decide if they want to make this a requirement.**

Concerns Around Participants:

Trip coordinators may discuss trip member inclusion/exclusion criteria with GMMC Executive members. A trip coordinator may decide to exclude a GMMC member from a trip for any reasonable reason (i.e. safety). You may also choose to increase the stringency of your screening by limiting participation to lower risk demographics or participants who need less “hands-on” instruction. The Executive will back the trip coordinator for any such decision. However, please keep in mind that safety is everyone’s responsibility and the club is about encouraging and promoting outdoor activities for all it’s members.