Events Management

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 exiting 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.

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.