| Using the Event Manager to Manage a Conference|
Catherine Black May 04, 2008
to use the CRM Event Manager
Event Manager enables you to create an online event registration
interface for registered users of the CRM. These users can be either
internal to your organization, as in data entry or support staff, or
external users who access the Event Manager in order to register
online for an event.
how-to is aimed at internal users who create an event to be visible
and available for online registration by entering relevant data into
the CRM. The type of event this tool is geared for can be simple or
complex, with the capability to purchase multiple tickets including
guest tickets for separate event segments such as receptions or
meals; make program selections from simultaneous sessions; specify
dietary limitations; purchase merchandise such as T-shirts; and more.
In most cases the end-user will purchase their registration online
via credit-card billing.
the event location. The location of the event will be linked to an
address in the CRM, which means that it must be entered prior to
setting up an event for online registration. If the location, such as
a hotel, is already in the CRM, you only need to search for the
record. If it hasn’t been entered into the CRM, you must do so by
creating a new company/contact using the action drop down menu, and
entering relevant information such as address and telephone number.
you have your event location record, click on 'full view', then click
on the "create an event" link at the top nav bar on the
company profile page.
Url (/abbreviated name of program without spaces): this enables you
to provide an easy direct link to the external event registration
and end date,
You can include additional information and html links to other web
pages or information pertaining to the event.
info: Show more infomation about the location and other details beneath the event name.
all text: this option allows you to create text that will appear on
every page of the online registration process, such as “for more
information call this number”
Behavior Options, you can select:
Description on Form: this means that the description will only be
visible on the landing page, and not on each additional page of the
event registration process
Complete Information Link: Hides possibly extraneous details from the registration page.
Send Email:This disables automated sending of confirmation emails, very helpful if you are processing onsite registrtations after the event.
Journal Transfer: Disables a payment option that is only required when the paid attendee is someone in your organization and the payment comes from that departments budget.
Brochure On Form or On Itinerary (see Easy ID below)
clicking “hide event” externally or internally, you can
determine whether the information you are entering is visible to
end-users or internal staff
Form Options, you can select
Guest Names if you would like the option of including names of
guests (for additional meal tickets, for example)
You can click on “upload image” to associate an image with your
event registration landing page, to help differentiate it from other
events and simulate a designed brochure.
have the option of grouping program events into concurrent sessions
if they are taking place simultaneously (such as multiple panels
occurring at the same time). To do this, scroll to the bottom of the
event manager page and see:
a concurrent name: you can give each group of concurrent sessions a
Here you can define whether it is a program session (such as a
panel) or a ticketed event (such as meals or socials)
info (if applicable)
this a required selection? (registrants will have to make a choice
between concurrent offerings)
time? (depending on whether or not you want the concurrent event to
be associated with a time slot)
your event registration types defining your program content:
Once you have entered your event’s essential information, you can
begin to define the program content as it appears on the external
registration as well as setting up the information that your staff
will be using to manage the event internally (such as room setup
needs, ticketing, etc.)
on Add a New Item and start loading starting with the session or
program segment with the earliest time and move forward. You can also
adjust the time for each item in order to set the order of items in
your end-user registration interface. These are the fields for every
id (usually numerical, if you would like to number the items on the
(you can create html descriptions with links and formatting for each
item in your registration page)
to display these options
the Itinerary that will be eventually emailed to the registrant
(select the number corresponding with a group of concurrent
sessions if you have program events that will be taking place
simultaneously—see “concurrent sessions above”)
Quantity: only for ticketed events, t-shirts, or other items you may
want to sell in quantity
Item - Helps in handling meal options for guests and other things such guest names and t-shirt sizes
Item Details - part of muli-item
Required: Yes - No (will attend or will not attend) may apply
for ticketed events that ask whether or not they will attend.
the category for each item you are including in your online
registration list (“session” if it’s a program session,
“event” if it’s a paid registration option,
“breakfast/lunch/dinner” if it’s a meal, etc.)
(you can separate registration for event according to company
and Price (if applicable)
type code and name (this will help you sort different types of
registration—for example staff or speaker as opposed to
association members or the general public—later)
this area you can define data needed for the event management, such
as room capacity limits, when sessions are filled or cancelled, room
locations and setup needs, etc.
1 of 1