EventPro Planner Manual

Add Itinerary to Functions

Hide Navigation Pane

Add Itinerary to Functions

 Previous topic Next topic No directory for this topic Expand/collapse all hidden text  

Add Itinerary to Functions

 Previous topic Next topic Topic directory requires JavaScript JavaScript is required for expanding text JavaScript is required for the print function Mail us feedback on this topic.  

What is an Itinerary?

Itinerary items allow you to divide a function into activities that do not constitute functions on their own.  For example, at a Seminar or Conference, the itinerary for one session may include three different speakers and a coffee break.

If There is Already an Itinerary for a Function

You may have already entered an itinerary for a function in Event Setup.  Review Add Itinerary in Setup in Chapter 5: Set Up an Event, Organization Setup: Functions above.

Adding Itinerary

1.If this is a multiple-day event, use the date drop-down list or horizontal arrows at the top of the Organization tab to select the applicable day.
2.There are several different ways of adding itinerary items to functions, depending on the view you are in:
Click to expand/collapse textCalendar View Options
•Select the appropriate function on the calendar.  Click the Calendar Tasks button in the left column and select Itinerary Items. The Function Itinerary Items window opens.  Click the New button to the right of the selection grid.

_img872

OR

•Right-click on the function and select Itinerary Items from the speed menu. The Function Itinerary Items window opens.  Click the New button to the right of the selection grid.

_img871
Click to expand/collapse textDetail View Options

Select the appropriate location in the Locations grid and click to highlight the appropriate function in the Functions grid.

Click the Function Itinerary tab to the right of the Function Detail grid.

Click the New button to the right of the tab.

_img873
Click to expand/collapse textFunction View Option

Click to highlight the function to which you want to add an itinerary item. Click the Function Itinerary tab below.  Click the New button to the right of the tab.

_img874
3.Regardless of which tab you started in, the Function Itinerary Item [New] window appears. Under the General tab, fill in the relevant information under Function, Itinerary Item and Notes. There are also two other tabs under which you can add information: Presentation and User Fields.
Click to expand/collapse textGeneral

_img875

1.Confirm that the Assigned To Function, Venue Name, Location Name, and Date/Time fields are correct.
2.Enter a Description for the itinerary item.  This is the only required field.
3.The fields at the bottom will depend on how you set up the Itinerary Type on the Function to which you are adding this itinerary.  To review how you set up the function, go to Event Setup and edit the Function under Organization Setup | Functions; look at the Itinerary Type field under the Item tab. Review Chapter 5: Set Up an Event, Organization Set: Functions, Add Itinerary in Setup.
4.If you choose Time as the Itinerary Type for this function, enter the Start Time for this itinerary.

_img875

5.If you choose Duration as the Itinerary Type for this function, enter a Sort Order and Duration (minutes).

_img911

6.You can type in any additional Notes in the bottom area.
Click to expand/collapse textPresentation

Under the Presentation tab, you can add as much information as you require about the itinerary item.

_img876

1.Type in a presentation ID # and Code, if required.
2.If you have already entered Types, you can select one from the drop-down list.  If the Type you want is not in the list, you can add a Type on the fly by simply typing in the field.
3.If you have already entered Themes, you can select one from the drop-down list.  If the Theme you want is not in the list, you can add a Theme on the fly by simply typing in the field.
4.Type an Abstract into the space, if required.
5.You can select the Presenter 1 and Presenter 2 by clicking the ellipses next to the fields.  In the Find Attendee window, you can select from attendees who have been flagged as "Can be assigned to functions".  See Chapter 8: Manage Attendees, Enter a Single Attendee: General.
Click to expand/collapse textUser Fields

If you created user fields for Event Itinerary, they will appear under the User Fields tab.  Enter any required information.

To learn more about user fields, see Chapter 17: User Fields, User Fields Overview.
4.Click Save.  In the Calendar View, the itinerary will appear in the selected function on the calendar.

_img912

5.In the Detail View, the itinerary item will be added to the Function Itinerary tab for the function.

_img913

6.In the Function View, the itinerary item will be added to the Function Itinerary tab for the function.

_img914