EventPro Planner Manual

Event Maintenance Screen Tabs

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Event Maintenance Screen Tabs

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Event Maintenance Screen Tabs

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You can also print a variety of reports under the tabs in the Event Maintenance screen.

Click to expand/collapse textOrganization

Event Organization Calendar: Displays the Event Organization Calendar, including Locations, Functions, Detail Items and Attendee assignments.

1.Find the relevant event in the Event Maintenance screen.
2.Under the Organization | Calendar View tab, click the Print button near the lower right corner.
3.In the Event Organization Calendar window, the event will default to the current event,  but you can select another by clicking the ellipsis under Event Selection.
4.Under Options, choose the Orientation and Header Alignment from the drop-down lists.
5.Enter the Cell Height, Locations/Page (number of locations per page), Start time and End time.
6.Refer to Print Reports above for further instructions.
Click to expand/collapse textAttendees

In the Event Maintenance screen, click on the Attendees tab and select the View Attendees tab below.  You can access several reports by clicking the Print button to the right of the attendee selection grid.  This opens the Run Report window.

In the Run Report window, click the + sign next to a report category to view all of the available reports.  You can click the Expand All button at the bottom of the window to expand all categories.  Select the report you want to run and click OK.  The next dialog will open, in which you can select report printing options.

Remember that the Standard Printing Options are described above under Print Reports.

1.Attendee Confirmation: Displays the Registration Items, Travel, Accommodations, Booths, Other Requirements, Function Assignments and Guests for the selected attendee(s).
a.Under Options, select the checkbox if you want to Print Current Attendee Only.
b.Select the checkbox to Include Guests Confirmations.
c.Under Travel Options, choose whether you want to show Arrive, Depart or Both.  Select the checkbox if you want to Include Connections.
d.If you only want to see certain Registration Groups and Registration Items in the report, check the applicable checkboxes.  If you want all registration groups and items included, do not check any of them.
e.Check the box if you want to Update Communications.  Choose a Method and Reference. This will add a communication (of the method and reference you choose) to the communication log, noting that the report has been printed or sent.
2.Attendee Itinerary: Displays the itinerary for the selected attendee in chronological order, including Functions, Function Assignments, Travel Arrivals/Departures and Reservation Check In/Check Out.
a.Under Options, select the checkbox if you want to Print Current Attendee Only.
b.Select the checkbox to Include Guests Confirmations.
c.Under Travel Options, choose whether you want to show Arrive, Depart or Both.  Select the checkbox if you want to Include Connections.
d.Check the box if you want to Update Communications.  Choose a Method and Reference. This will add a communication (of the method and reference you choose) to the communication log, noting that the report has been printed or sent.
3.Attendee Accommodations List: Displays the Attendee Hotel Reservations for the selected event, including Check In/Out dates, Room Type, Sharing With, Nights and Rates.
a.Select the checkbox if you want to Group Guests with Main Attendee.
4.Event Accommodation Summary: Displays the number of Rooms booked for each date at each Hotel for the selected event.
5.Event Accommodation Reservation Summary: Displays the number of rooms that are Reserved, Booked and Available for each Hotel for which there is a block of rooms reserved for the selected event.
6.Function Attendees:  Lists the Attendees registered for the selected Function(s).
a.Select the checkbox if you want to Show Guests (of an attendee) Even If Not Registered for Function.
b.Select the checkbox if you want to Only Show Functions That Have Attendees.
c.From the Selection drop-down list, choose whether you want to show attendees for All or selected Function(s).  If you choose Function, select the checkboxes next to the relevant functions below.
7.Function Seating Chart by Table: Displays the seating arrangement for the selected function(s), listing the tables by number and indicating which attendees occupy the numbered seats.
a.From the Selection drop-down list, choose whether you want to show the seating arrangement for All or selected Function(s).  If you choose Function, select the checkboxes next to the relevant functions below.
b.Select the checkboxes if you want to Show Reserved Seats and/or Show Reserved/Empty Seats.
8.Function Seating Chart by Attendee: Lists the Attendees attending the selected Function(s), indicating the Table and Seat number they occupy.
a.Under Options, select the checkbox if you want to Group Guests with Attendee.  If you do want to group guests with the attendee, you can also select the next checkbox to Show Guests Even If Not Registered for Function.
b.From the Selection drop-down list, choose whether you want to show the seating arrangement for All or selected Function(s).  If you choose Function, select the checkboxes next to the relevant functions below.
9.Function Seating Availability: Lists the numbered Seats available at each Table for the selected Function(s).
a.From the Selection drop-down list, choose whether you want to show the seating availability for All or selected Function(s).  If you choose Function, select the checkboxes next to the relevant functions below.
10.Event Function Attendance Summary: Summarizes the Expected and Actual Attendance of each Attendee Type for each Function in the selected event.
11.Event Attendees: Lists the Attendees attending the selected Event.
a.Select the checkbox if you want to Show Attendee Detail, which includes Guests, Registration Items, Travel, Accommodation, Requirements, etc.
12.Event Attendees by Status: Lists the Attendees attending the selected Event, grouped by Attendee Status headings.
a.Select the checkbox if you want to Show Attendee Detail, which includes Guests, Registration Items, Travel, Accommodation, Requirements, etc.
13.Event Attendee by Type: Lists the Attendees attending the selected Event, grouped by Attendee Type headings.
a.Select the checkbox if you want to Show Attendee Detail, which includes Guests, Registration Items, Travel, Accommodation, Requirements, etc.
14.Attendee Travel List: Displays the Attendee Travel Reservations for the selected event, including Dates/Times, Depart and Arrive cities, Carrier and Other Information.
a.Select the checkbox if you want to Group Guests with Main Attendee.
15.Event Travel Summary by Type: Displays the number of booked travel arrangements for each Carrier grouped under Travel Type headings.
a.If you only want to see certain Travel Types in the report, check the applicable checkboxes.  If you want all travel types, do not check any of them.
16.Event Travel Summary by Carrier: Displays the number of booked travel arrangements for each Carrier.
a.Select the Carrier for which you want to view booked travel reservations.
17.Event Travel Reservation Summary: Displays the number of Reserved, Booked and Available travel reservations for each Carrier grouped under Travel Type headings.
18.Financial Reports: For Attendee Charges, Attendee Statement and Attendee Balance, see Financial Reports above.
19.Other Reports: To review how to print labels for attendees, see Chapter 8: Manage Attendees, Attendee Labels.
Click to expand/collapse textTravel
1.Attendee Travel List:  In the Event Maintenance screen, click on the Attendees tab and select the Travel tab.  Click the Print button to the right of the selection grid.  This is the same report described in the Attendee Reports immediately above.
Click to expand/collapse textAccommodations
1.Attendee Accommodations List:  In the Event Maintenance screen, click on the Attendees tab and select the Accommodations tab.  Click the Print button to the right of the selection grid.  This is the same report described in the Attendee Reports above.
Click to expand/collapse textExhibitors

In the Event Maintenance screen, click on the Exhibitors tab and select the View Exhibitors tab below.  You can access several reports by clicking the Print button to the right of the exhibitor selection grid.  This opens the Run Report window.

In the Run Report window, click the + sign next to a report category to view all of the available reports.  You can click the Expand All button at the bottom of the window to expand all categories.  Select the report you want to run and click OK.  The next dialog will open, in which you can select report printing options.

Remember that the most common printing options are described above under Print Reports.

1.Event Exhibitor Confirmation: Lists the Registration Items, Booths, Requirements, Guests and Total Charges for the selected event exhibitors.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
b.Under Options, select the Print Current Exhibitor Only checkbox if you only want to view the report for the exhibitor you are currently viewing.  If you want to see all exhibitors in the report, uncheck this box.
c.Under Registration Groups, check the checkboxes next to the registration groups you want to see in the report.  If you want to see all of them, you do not have to select any.
2.Event Booth List: Lists the Booths for the selected event, including Length/Width/Area, Type, Booth Details, Notes, Assigned To information and Total Charges.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
b.Under Booth Assignment, choose whether you want to see All booths, Assigned or Unassigned booths.
3.Event Exhibitor List: Lists the Exhibitors for the selected event, including Company Name, Contact Name, Status and Phone, as well as assigned Booth Number, Booth Type and Fascia.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
4.Event Exhibitor Booth List: Lists the Booths assigned to Exhibitors for the selected event, including the Booth’s Length/Width/Area, Type, Booth Details and Charges, and the Assigned To Exhibitor’s contact information.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
5.Event Exhibitor by Booth Type: Lists the Booths assigned to Exhibitors for the event, grouped under Booth Type headings.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
6.Event Exhibitor by Product Category 1 or 2: Lists the Exhibitors and their assigned Booths for the event, grouped under Product Category headings from Product Category 1 or 2 of your General Lookup Tables.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
b.Under Product Category, select the checkboxes next to the product categories for which you want view exhibitors.
7.Event Exhibitor Products by Category 1 or 2: Lists the exhibitors and their products, grouped under Product Category headings from Product Category 1 or 2 of your General Lookup Tables.
a.The Event Selection will default to the event you are currently viewing in the Event Maintenance screen, but if you want to choose another, click the ellipsis to open the Find Event window.
b.Under Product Category, select the checkboxes next to the product categories you want to view.
8.Other Reports: To review how to print labels for exhibitors, see Chapter 11: Booths and Exhibitors, Exhibitor Labels.
Click to expand/collapse textExhibitor Attendees

In the Event Maintenance screen, click on the Exhibitors tab and select the View Exhibitors tab below.  Find the relevant exhibitor and click on the Exhibitor Attendees tab below.

You can access several reports by clicking the Print button to the right of the exhibitor attendee selection grid.  This opens the Run Report window.

In the Run Report window, click the + sign next to a report category to view all of the available reports.  You can click the Expand All button at the bottom of the window to expand all categories.  Select the report you want to run and click OK.  The next dialog will open, in which you can select report printing options. Remember that the most common printing options are described above under Print Reports.

1.Attendee Confirmation:  See Attendees above in this section.
2.Attendee Itinerary:  See Attendees above in this section.
3.Attendee Charges: See Financial Reports: Attendee above.
4.Attendee Statement: See Financial Reports: Attendee above.
Click to expand/collapse textEvent Setup
1.Event Travel Reservation Summary or Event Accommodation Reservation Summary: In the Event Maintenance screen, click the Event Setup button and select the Attendee Setup tab in the Event Setup window.  Click on the Accommodation Reservations or Travel Reservations tab below.  Click the Print button to the right of the selection grid.  See the descriptions and instructions under Attendees above.
2.Setup Letter Templates: Click the Event Setup button to open the Event Setup window and choose the Letter Template Setup tab.  Click the Print button to the right of the selection grid.  See further information about this report under Setup Reports above.