Welcome to the TATOE Participant Portal! This guide will help you navigate the art trail participation process, from registration to venue assignments.

Overview

The TATOE Participant Portal allows artists to join art trails, express interest in venues, and manage their participation. The system supports both venue hosting and guest participation with real-time updates.

Getting Started

First-Time Login

  1. Receive Invitation

    • Check your email for the TATOE invitation
    • Click the setup link provided
    • Create your password and complete registration

  2. Project Login

    • Enter the project name provided by your organiser
    • Use your name and password to log in
    • No Firebase authentication required for participants

  3. Complete Your Profile

    • Fill in your art details and preferences
    • Add your contact information
    • Upload your artist photo (optional)

Dashboard Overview

Main Dashboard Features

Participation Toggle

  • “I wish to take part”: Enable/disable your participation
  • “I can host as a Venue Lead”: Opt-in to become a venue host

Profile Information

  • Art Type: Select your medium (painting, sculpture, etc.)
  • Art Size: Specify dimensions of your work
  • Art Audience: Indicate if your work is family-friendly
  • Artist Links: Add your website and social media
  • Artist Photo: Upload a profile picture

Venue Lead Features (If Hosting)

Venue Details

  • Address: Provide your venue location
  • Guest Capacity: Specify how many artists you can host
  • Description: Add details about your venue

Guest Management

  • View interested participants
  • Send invitations to specific artists
  • Manage current guest assignments
  • Revoke invitations if needed

Participation Workflow

Step 1: Registration

  1. Complete Profile

    • Fill in all required artist information
    • Add your art type and size details
    • Specify your audience type

  2. Enable Participation

    • Toggle “I wish to take part” to ON
    • Your profile becomes visible to venue leads

Step 2: Venue Selection

Browse Available Venues

  • View list of venue leads with available capacity
  • See venue details and current guest count
  • Check venue lead information

Express Interest

  • Select venues you’d like to join
  • Use checkboxes to indicate interest
  • You can express interest in multiple venues

Step 3: Invitation Process

Waiting for Invitation

  • Venue leads will see your interest
  • They can invite you to their venue
  • You’ll receive notification when invited

Responding to Invitations

  • Accept: Confirm your participation at that venue
  • Decline: Politely decline the invitation
  • Pending: Wait for other invitations if desired

Step 4: Assignment Confirmation

Once Accepted

  • You’ll see your assigned venue details
  • Contact information for your venue lead
  • Venue address and any special instructions

Venue Lead Responsibilities

If You Choose to Host

Setting Up Your Venue

  1. Toggle Hosting: Enable “I can host as a Venue Lead”
  2. Venue Details: Provide address and capacity
  3. Guest Management: Review and invite interested artists

Managing Guests

  • Review Requests: See which artists want to join
  • Send Invitations: Invite specific artists to your venue
  • Track Responses: Monitor acceptances and declines
  • Manage Capacity: Keep track of available spots

Guest Communication

  • Provide venue details to accepted guests
  • Share any special requirements or instructions
  • Coordinate setup and takedown times

Guest Participation

Joining a Venue

Finding Venues

  • Browse available venue leads
  • Check their capacity and current guest count
  • Review venue lead profiles

Requesting to Join

  • Express interest in venues you like
  • Wait for venue lead to review your request
  • Respond promptly to invitations

Preparing for the Event

  • Contact your venue lead for details
  • Prepare your artwork and display materials
  • Plan your setup and takedown times

Real-Time Updates

Live Status Changes

- **Invitation Status**: See real-time updates to your invitations - **Venue Assignments**: Get notified when assigned to a venue - **Capacity Changes**: Venue availability updates automatically - **System Messages**: Receive important notifications

Notifications

- **Email Alerts**: Get notified of new invitations - **Status Updates**: Track invitation responses - **System Messages**: Important announcements from organisers

Best Practices

Before the Event

1. **Complete Profile**: Fill in all required information 2. **Express Interest Early**: Don't wait until the last minute 3. **Communicate Clearly**: Respond promptly to invitations 4. **Plan Ahead**: Coordinate with your venue lead

During Registration

1. **Be Specific**: Clearly describe your art type and size 2. **Upload Photos**: Add images of your work if possible 3. **Check Details**: Verify your contact information 4. **Read Instructions**: Follow organiser guidelines

As a Venue Lead

1. **Set Realistic Capacity**: Don't overcommit your space 2. **Communicate Clearly**: Provide clear venue details 3. **Respond Promptly**: Review and respond to requests quickly 4. **Plan Logistics**: Coordinate setup and takedown

As a Guest

1. **Respect Capacity**: Don't request venues that are full 2. **Communicate Needs**: Let venue leads know your requirements 3. **Be Flexible**: Consider multiple venue options 4. **Follow Up**: Confirm details with your venue lead

Troubleshooting

Common Issues

Can’t Log In

  • Verify your project name is correct
  • Check that your name matches the registration
  • Ensure your password is entered correctly
  • Contact organiser if issues persist

No Venues Available

  • Check if venue leads have available capacity
  • Consider becoming a venue lead yourself
  • Contact the organiser for assistance

Invitation Problems

  • Check your email for invitation notifications
  • Verify you haven’t already accepted another invitation
  • Contact the venue lead directly if needed

Profile Issues

  • Ensure all required fields are completed
  • Check that your art details are accurate
  • Update your information if needed

Getting Help

Contact Your Organiser

  • For registration issues
  • Questions about the event
  • Technical problems with the system

Contact Venue Leads

  • For venue-specific questions
  • Setup and takedown coordination
  • Special requirements or accommodations

System Support

  • Email: support@tatoe.co.uk
  • Response Time: Within 24 hours
  • Emergency: Contact your event organiser

Privacy and Security

Your Information

- **Profile Control**: You control your own information - **Venue Sharing**: Addresses only shared with assigned guests - **Email Protection**: Your email is protected from unauthorized access

Data Protection

- **Anonimity**: All exhibitors can be anonymous - just don't provide your full name - **Limited Access**: Only organisers and venue leads see relevant information - **Privacy Controls**: You can update or remove your information

Need help? Contact your event organiser or check our troubleshooting guide.