Democrats Abroad Event Management System

A comprehensive solution for managing events, speakers, tasks, and volunteers

Overview

The DA Event Management System is a centralized Airtable-based platform that helps you manage the complete event lifecycle from initial request through post-event follow-up. The system connects events, speakers, tasks, volunteers, and communications in one unified interface.

Key Features

📝 Smart Forms

Event Request Form

Simple submission process for event proposals
Captures organizer details, event information, audience, and speakers
Automatically creates event records in the system

Speaker Intake Form

Collects speaker bio, photo, contact information, and social media
Tracks consent for recording and livestreaming
Captures team member information
Foreign policy acknowledgment

🔗 Connected Data

Events automatically link to speakers, tasks, and volunteers
View a speaker's complete event history
See all tasks for an event in one place
Track volunteer assignments across events
Email communication history

📊 Visual Dashboard

Real-time overview of event status and approvals
Task tracking with Kanban boards
Calendar views for upcoming events
Overdue task monitoring
Speaker database management

How to Use the System

For Event Organizers

Submitting an Event Request:

Access the Event Request Form (link provided by coordinator)
Complete all required fields:
- Your contact information
- Event details (name, type, date, time)
- Host organization and co-hosts
- Event overview and target audience
- Speaker information
Submit the form
Wait for approval notification (typically 3-5 business days)

After Approval:

The events team will contact you
Speakers will receive intake forms
Event will be scheduled and promoted

Tips:

Provide detailed information in the Overview/Purpose field
Be specific about your target audience
Confirm speaker availability before submitting
Give realistic attendance estimates

For Speakers

Completing the Speaker Intake Form:

You'll receive the form via email after event approval
Allow 5-10 minutes to complete
Provide the following:
- Contact information and photo
- Biography (full and short versions)
- Social media profiles
- Recording/livestreaming consent
- Team member information (if applicable)
- Topics to avoid
- Foreign policy acknowledgment

What Happens Next:

Zoom links will be sent closer to the event date
Run of show provided if needed
Thank you email after the event

Tips:

Use a professional photo
Write bio in third person
Include all social media you want promoted
Respond promptly to communications

For Event Coordinators

Daily Workflow:

1. Review New Requests

Open the Dashboard → Event Management Insights page
Check "Events Awaiting Approval" section
Click on events to review complete details

2. Approve or Request Changes

Change Status field:
- Approved - Event is ready to proceed
- Draft - Needs more information (contact organizer)
- Cancelled - Event cancelled

3. Manage Event Logistics

Update Status as event progresses:
- Date Reserved - Date held, details being finalized
- Scheduled - Logistics confirmed, event is public
- In Progress - Event happening now
- Completed - Event finished
Create and assign tasks
Track task completion
Assign volunteers as needed

4. Track Progress

Use Calendar view for upcoming events
Monitor overdue tasks dashboard
Update event details as needed
Track email communications

Organization Tips:

Use the Status field consistently
Add notes in Special Instructions field
Keep tasks updated with assignments
Mark tasks complete as they're done
Reply to organizers promptly about approvals

Dashboard Interface

Event Management Insights

Your command center for high-level oversight.

Key Metrics:

Events awaiting approval count
Scheduled, in-progress, completed, and cancelled event counts
Overdue task count with priority breakdown
Task status distribution (pie chart)

Events Overview

Central table view for managing all events.

Features:

Filter by Status, Event Type, and Date
Sort and group by any field
Quick add new event records
View columns: Event Name, Date, Status, Host, Attendance, Organizer

Event Approval Inbox

Streamlined interface for reviewing event requests.

Features:

List view of all pending events
Detail panel showing complete event information
Quick status updates
Recording consent tracking

Task Tracking Kanban

Visual board for managing event tasks by status.

Columns:

Not Started
In Progress
Completed
Blocked
Cancelled

Each card shows:

Task name
Associated event
Due date
Priority level

Tasks by Event

Hierarchical view showing events with their associated tasks.

Features:

Expandable event rows
Event details: Name, Type, Date, Status, Host
Task details: Name, Category, Status, Priority, Due Date
Add tasks directly to events

Overdue Tasks

Dedicated dashboard for tasks requiring attention.

Sections:

Overdue task count
Urgent overdue task count
Priority distribution chart
Complete task listing with assignments

Speaker Management

Comprehensive interface for managing speakers.

Features:

Filter by Status, Type, and Topics
View contact information and event history
Track consent preferences
Sort by frequency or recent activity

Event Lifecycle

The Complete Journey

1. REQUEST SUBMITTED
   ↓ (Organizer fills out Event Request Form)

2. PENDING APPROVAL
   ↓ (Coordinator reviews in dashboard)

3. APPROVED
   ↓ (Coordinator sends speaker intake forms)
   ↓ (Speakers fill out intake forms)

4. SCHEDULED
   ↓ (Zoom created, logistics confirmed)
   ↓ (Event promoted via email, social media)

5. IN PROGRESS
   ↓ (Event happening now!)

6. COMPLETED
   ↓ (Thank yous sent, recording uploaded)
   ↓ (Survey sent to attendees)

Event Status Meanings

Status	What It Means	Who Changes It
Date Reserved	Date is held, details being finalized	Coordinator
Draft	Being prepared, not ready for approval	Organizer/Coordinator
Pending Approval	Waiting for coordinator review	System/Coordinator
Approved	Ready to proceed with logistics	Coordinator
Scheduled	Logistics confirmed, event is public	Coordinator
In Progress	Event is happening now	Coordinator
Completed	Event finished	Coordinator
Cancelled	Event cancelled	Coordinator

System Structure

7 Connected Tables

1. Events Master

Complete event information (date, time, description, audience)
Links to speakers, tasks, volunteers, and committees
Platform integration tracking (Zoom, NationBuilder, Mighty Networks)
Email communication history

2. Speakers

Contact information and biography
Photo and social media profiles
Consent preferences (recording, livestreaming)
Event history and frequency
Specialties and topics

3. Tasks & Workflow

Event-related tasks with assignments
Due dates and priority levels
Status tracking (Not Started, In Progress, Completed, Blocked, Cancelled)
Dependencies between tasks
Email tracking

4. Volunteers & Staff

Contact information
Roles and skills
Language capabilities
Event and task assignments
Caucus/committee membership

5. Committees & Caucuses

Organization information
Event hosting history
Contact details
Member count

6. Email Communications

All emails sent for events
Templates used
Delivery status
Open/click tracking

7. Reports & Analytics

Generated reports
Event performance data
Speaker and volunteer analytics