Attendee Registration Groups are used to register attendees for event functions.
Registration groups are particularly useful when an event has multiple functions, and are necessary if you want to assign tables and seating.
In the Setup Event Template edit form, go to the Attendees / Attendee Registrations sub-tab, and start a new record in the Attendee Registrations grid.
Figure 449: Template Attendee Registrations
The Setup Event Template Attendee Reg Group edit form opens.
Figure 450: Adding Registration Group to Template
You can define information under the following groups and tabs:
Registration Group
1.Group Name: Enter a name for the Attendee Registration Group.
2.Max Selection: Enter the maximum number of functions the attendee can choose to attend in this registration group. If you leave this at 0 (zero), the Attendee can choose an unlimited number.
3.Auto Add: Select this checkbox if this registration group can be automatically assigned to attendees by default. Later in this edit form, you will be able to set the specific Attendee Types to which this registration group will be automatically added, and how many to add per attendee.
4.Available Online: Select this checkbox if you would like this Attendee Registration Group to be available online.
5.Item #: The Item Number determines a record's position relative to other records in a list sorted by Item #. Change the Item # to change the record's position in the sort order.
6.Mutually Exclusive Groups: If you do not want to allow attendees to register in two registration groups at the same time, you can define the groups as "mutually exclusive". In the Mutually Exclusive Groups drop-down list, select the checkboxes next to the other registration groups in which attendees cannot register if they register in the group you are currently creating.
Registration Limits
1.Min Attendance: Choose the minimum number of registrations that can be received for this attendee registration group. If you leave the number at 0 (zero), there will be no limitations.
2.Max Attendance: Choose the maximum number of registrations that can be received for this attendee registration group. If you leave the number at 0 (zero), there will be no limitations.
Financial
Figure 451: Adding Financial Info to Registration Group
1.Cost: If applicable, you can enter a default Cost for this Registration Group. If you later add variable Rates, this default Cost would only be used when none of the Rate criteria are met.
2.Charge: If applicable, you can enter a default Charge for this Registration Group. If you later add variable Rates, this default Charge would only be used when none of the Rate criteria are met.
3.Cost Center: If applicable, choose the Registration Group's Cost Center from the drop-down. You created cost centers under EventPro Setup; see the topic Cost Centers.
4.Department Code: If applicable, choose the Registration Group's Department Code from the drop-down. You created department codes under EventPro Setup; see the topic Department Codes.
5.Income Budget Item & Expense Budget Item: If applicable, select the Income Budget Item and/or Expense Budget Item for this Registration Group. You set up your budget items under EventPro Setup; see the topic Budget Configuration.
Functions
You can now choose the functions that will be available in this Event Template Attendee Registration Group.
Figure 452: Adding Functions to Registration
Start a new record under the Functions tab.
The Setup Event Template Attendee Reg Group Function edit form opens.
Figure 453: Adding Function
1.Function: Select a Function from the drop-down list. These functions were added to the Setup Event Template under the Functions tab.
2.Item #: Enter the Item # for this function. Item numbers allow you to set a numerical sort order for the items in the list.
3.Table Registration: If this is a function for which an Attendee can register an entire table, select the Table Registration checkbox. If you select this checkbox, the Seats/Table field will become active below, but the Maximum Quantity, Optional, and Charged fields will be deactivated.
4.Seats/Table: This field will only be active if you select the Table Registration checkbox above. Enter the number of Seats per Table available in a Table Registration for this function.
5.Maximum Quantity: Enter the maximum quantity of this function for which an attendee can register. If you leave this number as 0 (zero), an attendee can register for this function an unlimited number of times.
6.Optional: Select this checkbox if this function is optional. If you leave this checkbox unselected, and an attendee registers for this registration group, the function will be selected and the attendee cannot un-select it. In other words, the function will be mandatory if registering in this registration group.
7.Charged: Select this checkbox if you want to charge for this Function individually, in addition to the overall registration group charge. You can read an overview of how Function and Registration Group rate codes work together under Function & Registration Group Rates.
8.Available Online: Select this checkbox if you want this function to be available online.
When you have added all the information you need for this Setup Event Template Attendee Reg Group Function, click Save and Close.
You will return to the Functions tab of the Setup Event Template Attendee Reg Group edit form. Continue adding many Functions as you require for this Registration Group.
Attendee Types
Under this tab, you will select the Attendee Types to which this Registration Group can be applied.
Figure 454: Adding Attendee Types
Under the Attendee Types tab of the Setup Event Template Attendee Reg Group edit form, start a New record.
The Setup Event Template Attendee Reg Group Attendee Type edit form appears.
Figure 455: Selecting Attendee Type
1.Attendee Type: Choose an Attendee Type to which this Registration Group can be assigned. This Attendee Type drop-down is populated by the Attendee Types you selected earlier for this Event Template. Review the topic Attendee Types.
2.Auto Add: Select this checkbox if you want the Registration Group to be automatically assigned to Attendees of the selected Attendee Type (when those attendees are added to the event).
3.Auto Add Quantity: If you selected the Auto Add checkbox above, enter a number to indicate the Quantity of Registration Groups that should be automatically assigned to each Attendee of the selected Attendee Type.
Click Save and Close to return to the Setup Event Template Attendee Reg Group edit form.
Continue adding any other Attendee Types to which the Registration Group can be assigned.
Rates
Under the Rates tab, you can set the Registration Group's Rate Codes.
Remember: The Registration Group Rate Codes are different from any Function Rate Codes you may have set earlier (i.e. rates set on each individual Function). For an overview of how the two Rate Codes work in conjunction, see Function & Registration Group Rates.
Figure 456: Defining Rates
Go to the Rates tab in the Setup Event Template Attendee Reg Group edit form, and start a New record.
The Setup Event Template Attendee Reg Group Rate Code edit form appears.
Figure 457: Adding Rate Code
1.Item Code: Enter the name of this Attendee Registration Group Rate Code.
2.Description: The Description will copy the Item Code by default, but you can edit it if you want.
3.Auto Lookup: Select the Auto Lookup checkbox if you want EventPro to automatically assign this Rate if the set criteria are fulfilled.
4.Allow Discount: Select this checkbox if you want to allow Users to discount this registration group rate.
5.Discount Rounding: If discounting is allowed for this rate, select an option from this drop-down list to determine the place value to which the discount will be rounded.
6.Attendee Types: If you want this registration group rate to only apply to Attendees of certain Types, select the checkboxes next to the applicable Attendee Types in the drop-down list. The drop-down list is populated by the Attendee Types you just added to the Setup Event Template Attendee Reg Group's Attendee Types tab.
7.Account Category 1, 2 and 3: If you want to restrict the availability of this rate to Accounts (Companies/Contacts) belonging to certain Account Categories, select the checkboxes next to the applicable categories in the relevant drop-down lists. The drop-down lists are populated by the Setup Account Categories you created earlier.
8.Cost: Enter the Cost amount, if applicable.
9.Charge: Enter the Charge amount.
10.Guest Charge: This field allows you to define a different charge for an Attendee that is flagged as a "Guest", as well as meeting the other criteria for the Rate Code. If you want the Guest Charge to be the same as the regular Attendee Charge, simply leave this field as 0 (zero).
11.Days Before: If you want to define a registration group rate that takes effect if the attendee registers a certain number of days in advance (i.e. "Early Bird" pricing), enter the number of Days Before during which this particular rate applies.
12.Cost Center: If applicable, select an option from this Cost Center drop-down, which is populated by the records created under EventPro Setup / Financial / Cost Centers.
13.Department Code: If applicable, select an option from this Department Code drop-down, which is populated by the records created under EventPro Setup / Financial / Department Codes.
14.Income Budget Item and Expense Budget Item: If you intend to track budgets for events using this Setup Event Template, you can select the Budget Items for this rate code. The Budget Item drop-downs are populated by Setup Budget Items created earlier in Financial Setup.
When you are done entering information for this Registration Group Rate Code, click Save and Close.
You will return to the Setup Event Template Attendee Reg Group edit form.
Continue adding as many Attendee Registration Group Rate Codes as you require for the Registration Group.
Description
Figure 458: Entering Description for Registration Group
If you want, you can enter a description of the Registration Group under the Description tab.
You can type the notes directly into the Description memo field, or click Word Processor to work in the more sophisticated functionality of the built-in Word Processor.
Save & Close
When you are done creating the Attendee Registration Group, click Save and Close at the top of the Setup Event Template Attendee Reg Group edit form.
Figure 459: Saving Registration Group
You will return to the Setup Event Template edit form, where you can continue adding more Registration Groups to the template, or move on to adding other template elements.
If you use this Template for an Event, these Attendee Registrations will be pulled into the Attendee Registrations tab of the Edit Event window.
Next topic: Attendee Documents
