GetYourEvent - UserGuide - AudioVisual-RadioTV

Subscription to the System Create a new account Filling the Media Profile Account Populating the account Adding a new user Uploading a user’s picture Updating or deleting a user Accreditation Request Editing requests already submitted Checking Application Status

Wings Media and Technologies
|
28 steps
|
3 minutes

Getyourevent

Subscription to the System

Have new account activated

To have a new Audio Visual account activated click on "Request"

By clicking on the link dedicated to Filming and Audio Video content accreditation, you will be redirected to the email address of the Event TV Production & Broadcast Services Coordinator. You will have to write to that address both to have an account activated and to clear the TV rights for the single events you will apply for.\ You will receive your AV account details directly from the Event Coordinator.

**Changing the password**\ After the first access to the system, every user can change the password from the ‘Settings’ page of the Profile menu. **Recovering the password**\ The password can always be recovered by clicking on the ‘forgot password’ link in the login page and entering the email address associated to the account, where the password will be sent.

If you don't receive the email within few minutes, please check the **spam box.**

Filling the Media Profile Account

Before proceeding to the accreditation requests, it will be necessary to enter in the system data concerning the media staff members for whom accreditations will be required. Those data can be entered by selecting View Profile from the Profile menu (top right of the homepage).

Those data can be entered by selecting View Profile from the Profile menu (top right of the homepage).

1st step: Profile Administrator’s personal data

Profile administrators will have to fulfil all the compulsory fields that are marked with a red asterisk.Those fields not marked with an asterisk can be left not filled. Once all the compulsory data are filled, user must click on "Next"

**Do not close your browser before the entire profile registration process is over**. If you do it before clicking on the ‘finish’ button that appears at the end of the process, all the entered data may go lost.

2nd step: Company data

As a further step, profile administrators will have to fulfil all the compulsory fields that are marked with a red asterisk in the Company Data page they will be redirected.\ Those fields not marked with an asterisk can be left not filled.\ Once all the compulsory data are filled, user must click on "Next"

3rd Step – Subscription to Communication Services

Some event offer a multiplatform messaging service to media.\ Once the choice about its acceptance are made, users can click on next to finally reach the section where they can apply for accreditation.\ By clicking ‘Finish’ the Media Profile Account setup will be completed.

Populating the account

Before proceeding to the accreditation requests, it will be necessary to enter in the system data concerning those staff members for whom accreditations will be required.\ In order to do so, it will be necessary to select ‘my staff’, from the left menu of the main page.

Adding a new user

Click on "My staff"

Click on "Enter/edit staff"

Click on "Choose Filters"

If you only want to enter one person to fill your "My Staff" container, click on "Add a new member to my staff"

Otherwise, if you would like to enter a person and proceed immediately to apply for accreditation for an event, select the event

Click on "Add a new member to my staff"

Users will have to fulfil all the compulsory fields that are marked with a red asterisk. Those fields not marked with an asterisk can be left not filled.\ \ However, for some events they might be necessary: in that case, before completing the accreditation for those users’ data are not available, it will be required to complete the information. Once every compulsory field is filled, users can click on "Save"

**It is not possible to associate the same e-mail address to more than one name**\ Fulfilling the e-mail address field is important, however it must be done only if the email address belongs to the user you are registering. If you do not have his/her personal email address, please do not fill this field

**Do not close your browser before the entire registration process is over**\ If you do it before clicking on the ‘finish’ button that appears at the end of the process, all the entered data may go lost

Uploading a user’s picture

Users will be asked to upload an ID photo by browsing their computer hard disc. The picture must be a head shot in .jpg format, and should not exceed 1.5 MB. After uploading the picture, that you can check in the preview, click on "Finish"

Picture is not compulsory, as it is possible to take it at the accreditation centre or to upload it later. However, uploading a picture will guarantee that the badge will be printed in advance and ready for your staff to pick it up instantly at the accreditation centre

Updating or deleting a user

It is possible at any time to update, modify or delete the Staff members data. The list of those members is always accessible by selecting "My staff" from the main menu (especially when the list contains many names, it can be useful to search for a specific one of them by typing it in the search box. The search box can be used to search either first or last names).\ Once the member has been found, his/her personal data can be **modified** by clicking on the pencil icon or **deleted** by clicking on the trash icon under the "Users" column.

**Users are stored for future use**\ Unless you delete him from your crew, you can enter requests from him for any event your account is active for, simply confirming his data

Accreditation Request

An accreditation can be requested only for those Staff members whose names are displayed in the home page or in the list accessible by selecting "My Staff" from the main menu

**You must contact the Event Coordinator to clear your TV Rights before applying**\ Even if you have an AV Company account, you will not be able to use for the single events, unless the Event Coordinator activates it. It is therefore necessary to get in touch with him/her before every event (see Access to the System paragraph of this guide)

Step 1: Choosing the event

In the main menu there is a list of all the events for which you have made or can make requests for accreditation (if there is a "padlock" icon next to the event name, it means that you cannot make requests for that event). Click on the event for which you would like to apply for accreditation

If the main menu is empty, either there are not active events in the system, or the account has not been activated for any of the active ones. In this case, users should contact the TV Production & Broadcast Services Coordinator (see chapter: Access to the System)

Step 2: Submitting an accreditation request

A list with all the members of your AV Company stored in the system is displayed in this page; the order names are displayed, can be changed by clicking on the grey arrows besides the column headers.\ However, especially when the list contains many names, it can be useful to search for a specific one of them by typing it in the search box. The search box can be used to search either first or last names.

In order to apply for an accreditation it is necessary to click on the arrow icon in the first column (Requests) of the table showing the staff entered so far in the platform

Choose the function and then click on "Insert request"

The platform will show you a page summarising data stored about the person you are applying for. You must carefully check their correctness.\ After checking those data (it is recommended to check the function) you can either choose to apply for accreditation by clicking on "Insert Request" or modify any of them, including the picture, by clicking on "Edit".

**Missing data**\ The registration process requires a limited number of data and for each event is not always required the same kind of data.\ Should the record miss any information being compulsory for the event you are applying for, you will be automatically redirected to the record modification page.

Confirm your choice by clicking on "Save"

In case that the event has multiple disciplines and more than one accreditation center, you will be asked to choose the discipline and accreditation center where your staff will pick up the accreditation. Select the necessary fields and then click on "Next"

After reading carefully Terms and Conditions for the accreditation to the event, click on "I Agree"

Click on "REQUEST AN ACCREDITATION"

Editing requests already submitted

Requests will be summarised in the table listing the staff members\ A pencil will appear under the "Requests" column for those staff members an accreditation request has been submitted for: until the accreditation will be evaluated it will be possible to change by clicking on that icon, or to remove it by clicking or the "bin" icon under the "delete request column".

Locked Request

When a "Padlock" is displayed instead of the pencil, the request cannot be modified/deleted anymore.

Checking Application Status

You will be able to check at any time the status of those requests for each of the events you have applied for.\ Select from the main menu in the home page the event you want to check data for, then check the status of the requests from the Status column

System Icons Legend

As soon as the status of an application is changed by the administrator, a notification is automatically sent to user’s e-mail address

The Press Officer has the right to ask for additional information: this will be indicated by an information icon (see icons legend) and users will have to click on this icon in order to access the communication interface and provide the Press Officer with the additional information requested. Once this additional data has been provided, the application status will return to standby, as shown by the yellow icon