EventPro Planner Manual

Create Functions

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Create Functions

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Create Functions

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1.Click on the Event Setup button in the upper right corner of the Event Maintenance screen.  The Event Setup window opens.
2.Click on the Organization Setup tab and select the Functions sub-tab.

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3.Click the New button to the right of the grid to open the Event Function [New] window.
4.There are four tabs in this window: Item, Charges, Function Detail and Setup Requirements.
Click to expand/collapse textItem

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1.Enter the name of the Function.
2.If tickets are required to attend the function, check the Are Tickets Required For This Function checkbox.
3.If you intend to create a seating arrangement for this function, check the Does This Function Require Seating Assignments checkbox.
4.If an attendee can purchase a table, check the Allow Table Charges checkbox.
5.If you are planning to add an Itinerary to this function, choose whether you want the itinerary item type to be Time or Duration.  The default will be set to Time.
a.If you choose Time, you will choose a Function Start Offset (in minutes from the start of the function) for each Itinerary item.
b.If you choose Duration, you will choose a Sort Order number and Duration (in minutes) for each Itinerary item.  For more information, refer to the instructions under Add Itinerary in Setup below.
6.Choose the Display Color for the function from the drop-down.  To access advanced colors, double click in the Display Color field.
7.Under the Costs area, enter a Fixed Cost and/or a Per Head Cost.  A combination of both Fixed Cost and Per Head Cost may be used.
8.If applicable, choose the corresponding budget item from the Budget Item drop-down list. Budget items are compiled in Chapter 5: Set Up an Event, Budget Setup.
9.If you have multiple budgets, select the budget to which you want to allocate the amount by selecting a budget from the Allocate To drop-down list.
10.Under Function Limits, you can enter the Minimum and Maximum number of people able to attend the function.  If there are no minimums or maximums, leave the field at 0 (zero).  You cannot change the Booked or Available fields, but they will automatically adjust as people are registered to attend the function.
Click to expand/collapse textCharges

Here, you can enter the price(s) of the function.  You can have a general price for all attendees, or create different prices for each attendee type.

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1.Click the New button to the right of the selection grid.  The Event Registration Charge [New] window appears.

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2.From the Attendee Type drop-down list, choose the type of attendee to which this charge will apply.  If the same function charge will apply to all type of attendees, select <ALL>. Attendee Types are also added to the event in Event Setup; see Attendee Setup: Attendee Types.
3.Enter the Standard charge in the Charge 1 field.  You can add a Registration charge for an individual attendee, and, if you chose to Allow Table Charges above, a charge per Table.
4.You can then add other Charges that, for example, could provide discounts based on when the attendee registers for the function.  For example, you could enter an “Early Bird” charge that provides a discount if the person registers 10 days before the event.  In the Days Before Event field for that charge, you would enter 10.  The due date for that registration will automatically calculate.
5.From the Budget Item drop-down list, choose the corresponding budget item.  Budget items are compiled in Chapter 5: Set Up an Event, Budget Setup. If you have multiple budgets, select the budget to which you want to allocate the amount by selecting a budget from the Allocate To drop-down list
6.Click Save.
7.You will return to the Charges tab of the Event Function [New] window and the charge will appear in the selection grid.  To add another charge, click the New button again.
8.To edit, view or delete any of the event function charges you have entered, use the Edit, View and Delete buttons to the right of the selection grid.
Click to expand/collapse textFunction Detail

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Click on the Function Detail tab to add any additional notes about this function. You can add the Theme, Number and/or Language in the top fields, and general notes in the Description area.
Click to expand/collapse textSetup Requirements

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Under the Setup Requirements tab, you can add notes about the setup of this function.

Click the Word Processor icon to create a fully formatted document that includes merge fields, headers/footers and other advanced features.
5.When you have entered all the information you need for this function in the Event Function [New] window, click Save.  The function will be added to the Functions selection grid.