Events Management

Initial Event Setup

Event Settings

You can establish global event settings that may be used for all of your events. This will save you time when you are creating events, and be consistent for all events. If needed you would be able to customize these settings for individual events.

1. Click Setup in the Navigation Panel.
2. Click Event Settings in the Event section.
3. Configure the following:

   Payment Gateway - Select the payment gateway to be used by default for your events.

   Invoice Line Item Description Option - Select the description to be used on invoices for your events. For Example: you can include the event name and the attendee name on the invoice.

   Confirmation HTML for Event Attendee Registration - You may configure the message that is displayed after someone registers for an event.

   Confirmation HTML for Event Sponsor Registration - You may configure the message that is displayed after a sponsor registers.

   Max Event Invited Attendees to Store - You may configure the maximum number of invited attendees that will be stored.

   Default Contact For Event Approval Tasks - If your staff or your members enter events that require approval, this is the default contact for approvals.

4. If you have edited the settings, click the Save button to save your changes.

Calendars

You can setup various calendars to be viewed on your web-site. For example, you may wish to create a calendar for up-coming events so that the public can easily view the events that you have planned. You may also wish to have a members only calendar that displays just to your members.

Add a New Calendar

1. Click Setup in the Navigation Panel.
2. Click Calendars in the Event section. A list of calendars currently configured in your database will be displayed.
3. Click the Add button.
4. Configure the following settings:

   Name - Enter a name for the calendar. This name will be used for display on your web-site, and as calendar selections when you create an event.

   Description - Enter further description of the calendar.

   Is Public Viewable - Select this check-box if you want to display this calendar on your public web-site.

   Is Member Viewable - Select this check-box if you want to display this calendar in the InfoHub.

   Allow Public Submission - Select this check-box to allow the public to submit events on this calendar. NOTE: Public submissions require approval by your organization staff.

   Allow Member Submission - Select this check-box to allow your members to submit events on this calendar. NOTE: Member permissions will drive whether a member may add an event. Additionally, member permissions will drive whether an event requires approval.

   Group - (Optional) Select the group to associate to this calendar.

   Is Active - Select this check-box to activate this calendar. Only when this calendar is active will it be available for display on your web-site, InfoHub, and as a selection option for your events.

5. Click Done.

Setting up Event Fees

Prior to setting up your event, you will want to determine what the various fees will be for the event. You may have registration fees, sponsor fees, miscellaneous merchandise fees (t-shirts, etc.). Configuring these fees ahead of time will make it easy to complete the event setup. How you wish to account for the receivables will drive the number of fees you will need to setup.

NOTE:- You will want to ensure that you have all appropriate accounts setup in the Chart of Accounts.

1. In the Navigation Panel, select Setup.
2. In the Services, Products and Commerce section, click Goods/Services. A list of the Good/Services currently configured in your database will be displayed.
3. Click the New button. The Add/Edit Good or Service dialog box will be displayed.
4. Configure the following:

   Name- Enter a name for the Good or Service. This name will be selected when you create the good/service for the event, and is also used for reporting purposes.

   Good/Services Type - Select the Good/Services Type from the drop-down list. Selecting an Event option will ensure that this type is available for selection when you create your event, and will be used for filtering and reporting purposes.

   Product Category - Select a product category from the drop-down list. This product category is used for filtering and reporting purposes.

   Description - Enter a description of the good/service. This description will be displayed on invoices sent to registrants so it is important to ensure that it fully describes the good/service.

   Description

   Price Period - Select a price period from the drop-down list. The price period defines the frequency at which the fee will be charged. Typically for an event this is a one time fee.

   Default Price - Enter the default price for this goods/services. You may leave the field set to zero and update the price when assigning the fee to the event.

   Default Quantity - Enter the default quantity for this goods/service. This field allows you to dictate the minimum number of this good/service that may be purchased. You may leave this field set to zero if there is no minimum quantity.

   Accounting Type - Select Cash or Accrual from the drop-down list.

   Revenue Recognition Type - Select the appropriate revenue recognition type from the drop-down list.

   Income Account - Select the appropriate income account from the drop-down list.

   Receivables Account - Select the appropriate receivables account from the drop-down list.

   Deferred Income Account - Select the appropriate differed income account from the drop-down list.

   Deposit Account - Select the appropriate deposit account from the drop-down list.

   Default Revenue Recognition Months - If the revenue for this good/service is to be recognized over a period of months, enter the number of months. Set this field to 0 if the income is to be recognized immediately.

   Voluntary - Select this checkbox if the good/service is a voluntary fee.

   Product Tax Categories - If this good/service is taxable, select the appropriate tax category from the drop-down list. Select the + sign to add a new tax category.

   Tax Set - If this good/service is taxable, enter the appropriate tax set.

   Is Recurring Fee (vs. One Time) - Select this option if the fee is recurring.

   Invoice Template - Select the invoice to be sent for this good/service.

   Image - Click on the image link to upload an image for this good/service.

   Is Active - Select this check box to activate the good/service. If the good/service is not activated, it will not be available to select when creating your event.

5. Click Done.

Adding an Event

1. Click the Quick Actions button and click Add Event.
2. Configure the following on the Add Event screen:

   Name - Enter a name for the event. This is the name that will be displayed on your website and registration form.

   Contact - Enter the name of the contact person for this event.

   Description - Enter a description of the event. This description will be displayed on your website and registration form.

   Location - Enter the location of the event. This location will be displayed on your website and registration form.

   Active Date - Enter the date that this event will be activated. This date drives when the event will be displayed.

   Start At - End At - Enter the dates this event will take place. You can select the dates and times by clicking the calendar icon.

   Enable Registration - Click this checkbox to enable registration for this event. If the check box is not selected, the Register Now button will not be displayed on your website.

   Time/Hours Details - Enter additional details for the event. These details will be displayed on your website and registration form.

   Event Contact Details - Enter details for the contact of the event. This may be an email address, phone number, website, etc.

   Category - Select a category from the drop-down list. Categories will allow you to easily filter, and run reports.

   Calendar - Select the calendar on which this event should be displayed.

   Status - Select the status of this event. You may wish to initially set the status as Draft while you are completing the details of the event. Once you have completed the setup of the event, changing the status to Approved will make the event available on calendars and your web-site.

3. Click Done once all required fields have been completed for the event.

NOTE: You may alternately copy from an existing event by clicking the Copy From Existing Event check-box. When selected, you will be able to choose an existing event and update event details for your new event.

Customizing your Event

To customize your event, click Events in the Navigation Panel, then click the hyper-link for your event.

Event Overview Settings

The Overview tab displays the general settings for an event, and allows you to customize by adding additional descriptions, images, etc.

General Information - The General Information section displays the basic information for the event including the name of the event, contact details, category, etc. If you wish to change the general information, click the pencil icon.

Description - The Description section displays the description previously entered for the event. If you wish to edit or format the description, click the pencil icon.

Hours - The hours section displays the hours previously entered for the event. If you wish to edit the hours, click the pencil icon.

Videos - You may upload videos of your event by clicking the + icon, and entering in the URL for the video.

Location - The location section displays the location information previously entered for the event. Click the pencil icon to edit this information. Note: The address information is used for mapping that may be displayed on your web-site.

Recurrence - To set this event up to recur, click the pencil icon, and configure the following:

• Series Name - Enter a name for this recurring event.
• Series Description - Provide a description of the series.
• Series Start Date - Series End Date: Select start and end dates for the series.
• Recurrence Pattern - Select a recurrence pattern. You may choose daily, weekly, monthly or annually.

Registrations - The Registrations section provides a summary of the current registrants. You can add a new attendee by clicking the Add button.

Sponsorships - The Sponsorships section provides a summary of the current sponsors. You can add a new sponsor by clicking the + icon.

Images - The Images section displays the images that you have added to this event. You can add new images by clicking the Add button.

Pricing - The Pricing section displays the pricing information for the event. This is a descriptive field that is displayed on your website. You can edit the pricing description by clicking the edit pencil.

Goals - The Goals section displays the goals you have established for this event. You can add goals by clicking the edit pencil and configuring the following:

• Attendee Count Goal - Enter your goal for number of attendees.
• Attendee Revenue Goal - Enter your revenue attendee goal.
• Sponsor Count Goal - Enter your goal for number of sponsors.
• Sponsor Revenue Goal - Enter your revenue goal for sponsorship.

Setting up the Event Registration Form & Fees

To setup your event registration form and fees, click Events in the Navigation Panel, then click the hyper-link for your event. Click the Attendee Setup tab.

Overall Registration Options

The Overall Registration Options allow you to configure the following settings. Click the pencil icon to edit the settings:

• Registration Start Date - This date will dictate when people can begin to register for the event. Prior to this date, the Register Now button will not be displayed on your website.
• Registration End Date - This date will dictate when registration will be closed. After this date, the Register Now button will no longer be displayed on your website.
• Max Attendees - If you wish to limit the number of attendees for an event, enter the maximum number.
• External Registration Link - If you are using a registration form external to Memberzone, enter the URL for the external registration link.
• Allow Waiting List - Select this check-box to track individuals who were unable to register because the maximum number of attendees has been reached. You will be able to track your waiting list, and send registration invitations if space becomes available.
• Show Registered Attendees Publicly - Select this check-box if you wish to display the attendee list to your members in InfoHub.
• Show Registered Attendees To Members - Select this check-box if you wish to add a donation collection option on your web-site.
• Session Changes Allowed Until - If you have configured your event with sessions, enter the date when sessions changes are no longer allowed. NOTE: You must be using the Expo module to configure an event with sessions.

You can preview your registration page by clicking the Registration Link

Registration Form Settings

The Registration Form Settings allows you to customize fields that will be displayed on your registration form, and define which are required. Click the pencil icon to edit the settings:

• Display Address - Select this check-box if you wish to display an attendees address on the registration.
• Require Address - Select this check-box if address is required on the registration form.
• Display Cellphone - Select this check-box if you wish to display attendees cellphone numbers.
• Require Cellphone - Select this check-box if attendees cellphone number is required on the registration form.
• Terminology Used for Additional Attendees (Free Types)
• Require Additional Attendees Email - Select this check-box if the emails for all attendees are required.
• Allow Registration Without Session Selection - If you have setup an event with sessions (NOTE: Setting up an event with sessions/breakouts requires the Expo module), select the check-box to indicate that attendees may register without selecting specific sessions.

NOTE: You may create custom fields to be included on your registration form.

Registration Types - Adding Fees to Your Event

The Registrations Types section is where you will associate your registration fees to the event. Refer to Setting Up Event Fees for details on setting up your event fees.

Select the drop-down arrow on the Add Type button to select the type of registration fee you wish to add. The following types are available:

• Free Registration Type
• Simple Paid Registration
• Table/Group Registration
• Advanced Type

Add a Simple Paid Registration

1. Click the drop-down arrow on the Add Type button.
2. Click Add Simple Paid Registration.
3. Configure the following settings:

   Name Provide a name for this registration. This name will appear on your registration page.

   Registrations Available (0 if unlimited) - If you wish to limit the number of registrations, enter the maximum number here.

   Number Of Attendees (0 if unlimited) - If you wish to limit the number of attendees, enter the maximum value here.

   Description - Enter a description of this registration type. This description will be displayed on your website.

   Settings - These settings allow you to differentiate fees for members, non-members or both:

   • Is For Members - Select this check-box if you want this fee to be available to your members.
   • Is For Non-Members - Select this check-box if you want this fee to be available to your non-members.
   • Is Displayed For Non-Members - Select this check-box to display this fee for non-members.

4. From the Item drop-down list, select the good/service to associate to this registration type.

   • Confirm or enter the Price for this good/service.

5. Click Done.

Add a Table/Group Registration

1. Click the drop-down arrow on the Add Type button.
2. Click Add Table/Group Registration.
3. Configure the following settings:

   Name Provide a name for this registration. This name will appear on your registration page.

   Registrations Available (0 if unlimited) - Enter the number of tables or groups that are available for registration.

   Description - Provide a description of this registration type. This description will be displayed on your web-site.

   Settings - These settings allow you to differentiate fees for members, non-members or both:

   • Is For Members - Select this check-box if you want this fee to be available to your members.
   • Is For Non-Members - Select this check-box if you want this fee to be available to your non-members.
   • Is Displayed For Non-Members - Select this check-box to display this fee for non-members.
   • Reserve All Attendees - Select this check-box if a registration will be created for each attendee. If selected, the registrant will be required to enter the name of all attendees.

4. From the Item drop-down list, select the good/service to associate to this registration type.

   • Confirm or enter the Price for this good/service.

5. Click Done.

Adding Discounts to your Event

To setup discounts for an event, click Events in the Navigation Panel, then click the hyper-link for your event. Click the Attendee Setup tab.

In the Discounts section you can create the desired discounts. The following discount types may be created:

• Early Registration Discount
• Promo Code Discount
• Membership Type Discount
• Volume Discount

Add Early Registration Discount

1. Click the drop-down arrow on the Add Discount.
2. Click Add Early Registration Discount.
3. Configure the following settings:

   Name - Provide a name for the discount.

   Discount Available Starting On - Enter the first date this discount will be available.

   Ends On - Enter the date this discount will end.

   Discount Type - Discount types are used for filtering and reporting. This is an optional field. You may add new discount types by clicking the + icon.

   Discount Price Method - You can apply a discount in one of the following ways:

   • Reduce Price by Percentage - Enter the percentage by which you want to reduce the standard registration fee when someone registers during the discount period.
   • Reduce Price by Amount - Enter a dollar amount to subtract from the standard registration fee when someone registers during the discount period.
   • Set Price To - Enter the price of the registration to be applied when someone registers during the discount period.

   Advanced Options - Click the Advanced Options check-box to view additional (optional) discount settings:

   • Applies To (Registration Type) - You may limit the registration types to which this discount will apply by selecting one or more from the drop-down list.
   • Total Available - If you wish to limit the number of discounts, enter the number of available.
   • Limit Per Purchase - If you wish to limit the number of discounts available per purchase, enter the limit here.
   • Can Be Used With Other Discounts - Select this check-box if you wish to allow additional discount types to be used in conjunction with this discount.

4. Click Done.

Add Promo Code Discount

1. Click the drop-down arrow on the Add Discount.
2. Click 'Add Promo Code Discount.
3. Configure the following settings:

   Name - Provide a name for the discount.

   Discount Available Starting On - Enter the first date the promo code may be used.

   Ends On - Enter the last day the promo code may be used.

   Promo Code - Enter your promo code.

   Discount Type - Discount types are used for filtering and reporting. This is an optional field. You may add new discount types by clicking the + icon.

   Discount Price Method - You can apply a discount in one of the following ways:

   • Reduce Price by Percentage - Enter the percentage by which you want to reduce the standard registration fee when someone registers during the discount period.
   • Reduce Price by Amount - Enter a dollar amount to subtract from the standard registration fee when someone registers during the discount period.
   • Set Price To - Enter the price of the registration to be applied when someone registers during the discount period.

   Advanced Options - Click the Advanced Options check-box to view additional (optional) discount settings:

   • Applies To (Registration Type) - You may limit the registration types to which this discount will apply by selecting one or more from the drop-down list.
   • Total Available - If you wish to limit the number of discounts, enter the number of available.
   • Limit Per Purchase - If you wish to limit the number of discounts available per purchase, enter the limit here.
   • Can Be Used With Other Discounts - Select this check-box if you wish to allow additional discount types to be used in conjunction with this discount.

4. Click Done.

Add Discount for Membership Type

1. Click the drop-down arrow on the Add Discount.
2. Click Add Discount for Membership Type.
3. Configure the following settings:

   Name - Provide a name for the discount.

   Discount Available Starting On - Enter the first date the membership type discount will be available.

   Ends On - Enter the last day the membership type discount will be available.

   Membership Type - Select the membership type to which this discount will apply. NOTE: If you wish discounts to be applied to multiple membership types, you may create multiple discounts based on membership type.

   Discount Price Method - You can apply a discount in one of the following ways:

   • Reduce Price by Percentage - Enter the percentage by which you want to reduce the standard registration fee when someone registers during the discount period.
   • Reduce Price by Amount - Enter a dollar amount to subtract from the standard registration fee when someone registers during the discount period.
   • Set Price To - Enter the price of the registration to be applied when someone registers during the discount period.

   Advanced Options - Click the Advanced Options check-box to view additional (optional) discount settings:

   • Applies To (Registration Type) - You may limit the registration types to which this discount will apply by selecting one or more from the drop-down list.
   • Total Available - If you wish to limit the number of discounts, enter the number of available.
   • Limit Per Purchase - If you wish to limit the number of discounts available per purchase, enter the limit here.
   • Can Be Used With Other Discounts - Select this check-box if you wish to allow additional discount types to be used in conjunction with this discount.

4. Click Done.

Add Volume Discount

1. Click the drop-down arrow on the Add Discount.
2. Click Add Volume Discount.
3. Configure the following settings:

   Name - Provide a name for the discount.

   Discount Available Starting On - Enter the first date the membership type discount will be available.

   Ends On - Enter the last day the membership type discount will be available.

   Minimum Quantity for Discount - Enter the number of attendees required per registration to receive the volume discount

   Discount Price Method - You can apply a discount in one of the following ways:

   • Reduce Price by Percentage - Enter the percentage by which you want to reduce the standard registration fee when someone registers during the discount period.
   • Reduce Price by Amount - Enter a dollar amount to subtract from the standard registration fee when someone registers during the discount period.
   • Set Price To - Enter the price of the registration to be applied when someone registers during the discount period.

   Advanced Options - Click the Advanced Options check-box to view additional (optional) discount settings:

   • Applies To (Registration Type) - You may limit the registration types to which this discount will apply by selecting one or more from the drop-down list.
   • Total Available - If you wish to limit the number of discounts, enter the number of available.
   • Limit Per Purchase - If you wish to limit the number of discounts available per purchase, enter the limit here.
   • Can Be Used With Other Discounts - Select this check-box if you wish to allow additional discount types to be used in conjunction with this discount.

4. Click Done.

Configuring Instructions and Confirmation Messaging

Instructions for filling out the registration form and the confirmation presented on the web after a registration form has been completed may be configuring on the Attendee Setup tab. Click Events in the Navigation Panel, then click the hyper-link for your event and select the Attendee Setup tab.

Click the pencil icon to edit your Event Registration Instructions and your Confirmation Message. You may format the messages using the standard word processing icons, such as bolding, italicizing etc. Additionally, you may add links and images to the form. Note: The Event Confirmation Message will initially be populated with the default message you entered in your Event Settings.