Activities and Events

Activities and Events can be hosted at the Venues that your organisation displays on its Access Map. Examples of an activity include a music festival, art exhibit, yoga class and swimming lessons. Activities can be scheduled on a one-off basis or can be scheduled to occur regularly (i.e. daily, weekly, monthly). 

Your organisation's Admins, Managers and Activity Coordinators have the ability to create new activities, to schedule them, and to assign these activities to members of staff with Access Maps accounts. Assigning activities to their relevant staff members ensures that booking confirmations reach the right people, that calendar reminders are sent out and, most importantly, that accessibility requirements are clearly communicated to event staff. Follow the instructions below for a step-by-step guide on how your staff can add new activities and events. 

1. To set up a new activity, select the Venue that will host these sessions from your Venue dropdown list. This list is located at the top-right of your page, by your name. 
2. Next, select Activities & events from the side menu and click Add new activity. 
3. Please complete each field and upload five high-quality photos to promote your activity to the community. 
4. Next, add any staff that will be involved in this activity and click Save. 
5. Under Activity accessibility information, please select the filters that apply and describe how you provide an accessible and inclusive experience.
   
6. If you've opted to receive booking payments through your Access Map, ensure that Direct booking is selected under Booking method. Please also ensure that you've connected your Access Map account to Stripe. If you need more information, please email the Access Maps team at [email protected]

1. To schedule an activity, click Add new under the Scheduled sessions section of your activity profile.
2. Please review all details on the Session detail page before selecting Active from the Status dropdown menu.  
   
3. On the next page, you can select whether this activity will have multiple sessions or if it is a one-off event using the Schedule multiple sessions? toggle. You can schedule your activities up to six months in advance. 

1. To cancel all upcoming sessions of an activity (i.e. if your activity programme changes), then select No under the Publish toggle for the relevant event. 
2. All Map users that have booked future sessions of this activity will receive an email notification that the activity will not proceed. 
3. Unless they have disabled notification emails, staff that have been assigned to this activity will also receive confirmation of its cancellation.

1. When a booking is made, confirmation emails are sent to your Activity Coordinator and to all staff that are assigned to that event or session.

2. These emails will contain any accessibility requirements or notes that the participant wishes to share with you (e.g. ‘I’ll be attending with my service dog’). A confirmation email will also be sent to the person who made the booking, with a calendar attachment and Google Maps link. 

3. Reminder emails will be sent to both the participant and activity staff, before the activity commences.