Define an event - event details window

From Events, select Define an event, and click New

Event Code

Specifies a code made up of alphanumeric characters that is unique to this event. It cannot contain spaces or special characters.

Note: The content displayed in the Event Code field can be customized. See Setting up Events Advanced Features.

Title

Specifies the name of the event. This title appears in windows and reports generated for this event.

Type

Specifies an event type.

The type defaults to EXPO for exposition events created using the Exposition module. Events to be managed using the Exhibition module should be set to EX.

Note: You can define additional type values on the MEETING_TYPE general lookup/validation table. For example, you can add AWARD for award ceremonies. For details, see Creating General Lookup/Validation Tables.

Status

This field specifies the event status:

• A - Active
• P - Pending (default, still in planning stage)
• F - Frozen (currently unavailable for active ordering., for example, on-site orders after an event has already started)
• C - Closed (orders no longer accepted)
• X - Canceled

  Note: When you change the status of an event that is displayed on the web, it will take a few minutes before that change is reflected in the web view.

Begin Date

Specifies the event start date.

Note: The Begin Date determines when deferred income is transferred to earned income for an event.

End Date

Specifies the date the event ends.

Early Cutoff

Specifies the last calendar date a discounted rate can be applied for early registrations.

Note: If you do not vary fees for functions based upon the registration date, leave this field blank.

Reg Cutoff

Specifies the last calendar date the regular rate can be applied. If regular and late fees are set up as part of the event definition, any registrations entered after the regular cutoff date are automatically charged a late fee. If you do not charge a higher fee for late orders, leave this field blank.

Maximum

Specifies the maximum attendance limit for the event. The attendance limit and the number of available registrations (attendance limit minus registrations to date), displays for this event on the Define an event window.

Entity Code

(Displayed only when Multiple Entities is checked on the AR/Cash Set up module window) Specifies the accounting entity to which event income will be assigned. Event functions that do not specify an entity code will use this entity code. Event functions that specify their own entity code will ignore this code.

Tax Authority

(Displayed only when Canadian taxation is enabled) Specifies the Canadian tax authority that applies to the event.

Suppress Confirm

Specifies that confirmation notices will not be printed for this event.

Logo

Specifies an event logo that can be printed on badges. If there is no logo in this area, iMIS uses your organization's default logo stored in the Organization Names window for badges.

Function list

Lists the functions that have been defined for the event. A value of YES in the Activity column indicates which event functions have the Create Detail Activity checkbox selected on the Event Function Detail window, which results in MEETFUNC activity records being created for the function when the event is closed.

Totals

• Registrants - Displays the total number of registrants including cancelled and cancelled/transferred registrants, but excluding guests.
• Attendees - Displays the total number of registrants including guests, but excluding cancelled and cancelled/transferred registrants.
• Cancellations - Displays the total number of cancelled and cancelled/transferred registrations.
• Regis Fee - Lists the total registration charges for all of the event registrations.

Insert

Opens the Event Function Detail window.

Edit

Opens the selected function in the Event Function Detail window.

Delete

Deletes the selected function.

More

Displays a menu of the following event setup options:

• Description - Opens the Event Description window used for entering a text description of the event.

  Note: Place key search terms within the first 300 characters of the description. In the Public view, search truncates the description to 300 characters, so only text within that range yields search results for users.

• Address - Opens the Event Address window used for entering the event address and directions to the event.
• Coordinators - Opens the Event Coordinators window used for entering the names of event coordinators.
• Notes - Opens the Event Notes window used for entering additional event information as well as a SQL Registration Verification Calculation.
• Roster - Opens the Event Roster window, which displays a list of event registrants.
• Close Current Event - Closes the event.
• Cancel Current Event - Cancels the event.
• Exhibit Rules - Opens the Rules for Exhibition Complimentary Registrations window used to enter text table rules and calculations for awarding complimentary registrations.
• Web Options - Opens the Event Web Options window used for enabling web display and/or registration.
• Web Setup Wizard - Launches the Event Web Setup wizard to define details to be displayed on the web.

Hotels

(Displayed when licensed for Hotels) Opens the Hotels window.

In This Section To define an event

See Also Fundraising Event Management Fundraising function overview Defining an event as a fundraising event Event Function Detail window Receipts, reports, and summaries Setting event function fees