EventPro User Manual

Event Information

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Event Information

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Event Information

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1.If you selected an existing enquiry in the previous screen, any information from that enquiry (e.g. Event Name) will default into the relevant fields here. You can edit the information as necessary, and you may still have to fill in some additional fields. If you selected a new enquiry or no enquiry, most of the fields will be blank.

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2.The only field you must fill out on this screen is Event Name, but you can add as much additional information as you wish.  Information entered on this screen will, by default, be applied to all the locations booked under this event. Later, in the last screen of the New Booking wizard or in the Event Maintenance screen, you can change information for individual locations to have different data for different functions in an event.
3.There are three tabs in the Event Information Screen of the New Booking wizard: General, Event Taxes and User Fields.
Click to expand/collapse textGeneral
1.Description/Status:
a.Event Name: Enter a name for the event.
b.Notes: Enter any notes you may wish to record. Later, you may use these notes to help you conduct a search of the database.
c.Status: Previously, you would set the default event location status here, but now, you will later set the Status in the Location Defaults page of the Booking Wizard.
2.Classification:
a.Category and Subcategory: You created event categories and subcategories earlier in the setup process in order to categorize the different types of events you have at your facility (refer back to Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables).
b.Make your selections from the drop-down lists.
3.Attendance:
a.Attendance: If you wish, enter an actual or estimated attendance number for the event.
b.This number is the overall attendance figure for the entire event.  If you have multiple locations booked at the event, you may have to break down the overall attendance number into different attendance numbers for each individual location booked for the event.  Later in the Booking Wizard, you can set a default for the location attendance; see Location Defaults.
4.Responsibilities: Here, you can indicate the people responsible for the event, selecting users from the database you created earlier in the setup process.  If you need to enter additional users or change information about users, refer back to Chapter 1: Setting Up EventPro, Step 3: Users.  You may have already selected the default users for these roles in your Events System Settings under Event Roles.
a.Booked By: Use the drop-down list to select the user who booked this event.
b.Assigned To: Use the drop-down list to assign this event to a user who will be the event coordinator, if applicable.
c.Assigned By:  This field will default to the user who is currently logged into the program.  However, if, in the future, another user assigns the booking to someone else in the Event Maintenance screen, this field will default to that user.
d.Sales Rep: Select the sales representative from the drop-down list, if applicable.
e.Roles: Back in System Settings, you had the option of defining 6 different roles, such as “Catering Manager” and “Tech Manager”, for example.  If you created roles, you can now select users to fill these roles for the event you are creating.
5.Other Information:
a.Discount: This field will default to the discount you chose when adding this customer to Companies/Contacts, but you can change the discount here, if necessary.
b.Web Status: In System Settings, you chose a default web status for new bookings (if you have purchased the EPWeb module).  You can use the drop-down list to change the web status for the event you are booking.   The EPWeb Module is an optional module in EventPro.  If you have not purchased this module, you will not see the related tabs and screens.  If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.
c.GL Acct Code: This field will default to the code you chose when adding this customer to Companies/Contacts, or to the code you entered for the enquiry, if this  event is created from an enquiry.  You can change the code here, if necessary.
d.GL Export:  This field will default to what you chose when adding this customer to Companies/Contacts, but you can change it here, if necessary.
e.Department: If applicable, choose a department code from the drop-down list.
f.Cost Center: This field will default to the default cost center of the contact you chose earlier in the Booking Wizard, or if there is no contact, to the default cost center of the company.  If this event is created from an enquiry, the cost center will default to the cost center for the enquiry.  You can change the cost center here, if necessary. The master list of cost centers comes from your General Lookup Tables, and you may be able to add a cost center on the fly by typing it here, or your selections may be limited to the cost centers applicable to the contact or company.  Review how you set the Cost Center for contacts and companies in Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Company or Entering a New Contact, and how you adjusted the system setting in Chapter 1: Setting Up EventPro, Step 1: System Settings, Contacts: Cost Center Options.
Click to expand/collapse textEvent Taxes

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The Applicable Event Taxes will default to the selections you made for the customer when adding it to Companies/Contacts, but you can change these defaults if you wish.  Note, however, that if you book another event for this customer, the Applicable Event Taxes will again initially set to the customer’s taxes.  You will not change the customer’s default taxes by changing the Applicable Event Taxes.

You can also select the Registration Taxes and the Booth Default Taxes, but these behave differently than the Applicable Event Taxes.   The Registration Taxes and Booth Default Taxes you select here will be the defaults for the Booths and Registration Groups you add to the event, although you will be able to change the defaults if you wish.

These taxes for registrations and booths behave the same way as applicable taxes for resources and locations, in that the applicable taxes are just the taxes that could potentially apply to the registration or booth – review Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Company: Taxes.  When you add a registration or booth to an event, the Attendee Taxes or Exhibitor Taxes apply as a mask over the applicable taxes for the registration or booth.

For example, when you book an event, you set the Booth Default Taxes as Tax 1 and Tax 2.  You set an Exhibitor’s taxes as Tax 1 and Tax 3.  When you add the Booth to the Exhibitor, the Exhibitor’s taxes determine which of the Booth’s taxes actually take effect.  The only tax that will actually take effect in these circumstances is Tax 1.  Tax 2 does not take effect because it is not applicable to the Exhibitor, and Tax 3 does not take effect because it is not applicable to the Booth.
Click to expand/collapse textUser Fields

EventPro allows you to create your own customizable data entry fields to ensure that you are not limited in the type of information you can record.

1.If you created event user fields under Setup | User Fields | Event, they will now appear under this tab and you can fill them in as applicable. If you did not create any user fields, this tab will appear blank.
2.Refer to Chapter 14: User Fields for more assistance.
4.When you have filled out all applicable fields in the Event Information Screen, click Next.
5.If you selected No Enquiry in the Select Enquiry Option screen, you will move directly on to the Contract/Deposit Information screen.
6.If you chose Select Existing Enquiry for Selected Company or Create New Enquiry for Selected Company, the Enter/Edit Enquiry Information screen will appear next.