How to Schedule & Manage Clinics & Seminars

How to Schedule & Manage Clinics & Seminars

Instructions for scheduling and managing a clinic or seminar.

Before reading further its important to ask yourself the following question:sponsoring_committee.png

Has your committee already listed a seminar or clinic like the one you are about to post?

If the answer is YES - wahoo!- scheduling a clinic or seminar is just like listing a trip except that you need to pick seminar/clinic rather than the trip radial button on the schedule an activity box.

If the answer is NO or you aren't sure then it's time to head to your committee page and see if the Seminar/Clinic activity template exists already.

In order to schedule a clinic or seminar you must have a "Seminar & Clinic Templates" folder in your committee materials and there must be activity templates in it. 

To add a new activity template make sure you are in the Seminar & Clinics folder, then go to 'Add New' and select Activity Template in the yellow admin bar.

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Once you've filled in the requisite information on the template form, click save, and the template will appear in the folder. Make sure to change the 'State' to 'Shared with Committee' if you'd like others to be able to use the template in the future. If you would like to change an activity template from a course into a seminar/clinic template,  you can copy and paste the template into the Seminar and Clinic Template  folder. For more information on this, please review managing committee materials

Scheduling your clinic or seminar

  1. Navigate to the route/place where the Clinic or Seminar is going to happen (this means going to Activities > Find Routes/places > then searching for the program center or location where your clinic is happening).
  2. Find the "Schedule an Activity" box on the right side. Pick "Seminar or Clinic", then search for and select the sponsoring committee.
  3. Enter the date(s) of the seminar or clinic and click Book. seminar1.png
  4. The next page will prompt you to pick an activity template. If you don't see what you are looking for you'll need to go to your Seminars & Clinics folder and make sure the template is in that folder. 
  5. Once you've selected the activity template you'll be prompted to fill in the remaining  details. Once you click save, clinics and seminars are automatically published and will show up in both the courses and activities searches.

Instructor Registration

Instructors can search for the activity and register to participate. Under the Volunteers tab there is a link that says "Find Instructor Opportunities." For your activity to show up in these sections it is important to fill in instructor prerequisites in the activity template for your field trip or lecture.


 I don't have an image for my course or activity template, where can I find a default image?

Download the gray landscape image or the spiral notebook educational image

How do I award badges to my clinic participants?

When the seminar or clinic is over you will need to Set Trip Results to Successful, then close  the activity to award the badge to participants. There must be a badge in the 'Earned Badges for Partipants' field of the template in order to award a badge.

Should I call it a Seminar or a Clinic?

  • Clinic: A one day or one-weekend educational activity that may or may not result in credit (graduation or badge). They should be stand alone experiences and are hands on, skill-based rather than a lecture. Learn more about scheduling clinics
  • Seminar: A one-time event like a lecture or video demonstration. They are stand alone experiences and are affiliated with one of our activity types and may require a pre-requisite badge. For example, only graduates of the scramble course can sign up for the Winter Scramble seminar so it makes more sense to list this as a seminar rather than an event. If the seminar you are thinking about holding is open to members and non-members and doesn't have a prerequisite skill it may make more sense to have them listed as an event. Event listings allow members to RSVP for your friends and don't require people to have a signed waiver. If you are doing hands on stuff where someone could injure themselves then you should  list it as a seminar because that requires a waiver.