EventPro Planner Manual

The EventPro Planner Work Space

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The EventPro Planner Work Space

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The EventPro Planner Work Space

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When you launch EventPro Planner, you will see a series of buttons along the top of the screen: (1) Booking Calendar, (2) Events, (3) Companies/Contacts, (4) Communications, (5) Actions and (6) Attendees.  Each of these buttons opens a new work space in which you will perform the various tasks required to manage your events.  Each of the buttons and the Main Menu (7) will be briefly described below, but the tasks that can be performed in each screen will be addressed in detail later in this User Manual.

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Note that some of the modules in EventPro Planner are optional and you may not have purchased all of them: Attendee, Booth, Budget, Finance, Travel and Accommodation and Resource Management.  You can also purchase the Attendee Online module for even more convenient management of attendees. Attendee Online is a web application that works with EventPro Planner Software. It allows you to post your events online, where event attendees can enter their own registration data.  The information entered on the website is then uploaded to EventPro Planner through a web server.

If you did not purchase a separate module, the related tabs and screens will not appear in your installation of EventPro Planner.  If you are interested in purchasing any of these optional modules or want to receive a free demonstration, please contact your nearest Sales Department.  You can also take a tour of EventPro Planner’s features or request a free demo on our website.

hmtoggle_arrow1Main Menu

Above the buttons is EventPro Planner’s main menu. This menu, featuring a variety of tools and commands including File, View, Reports, Setup, Utilities and Help is visible no matter which screen you are working in.

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hmtoggle_arrow1Header Buttons

The header buttons appear along the top of the EventPro Planner screen, just below the main menu.  You can select which buttons will appear from your System Settings.  See Step 1: System Settings, General: Tab Visibility.

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hmtoggle_arrow1Booking Calendar

On the graphical Booking Calendar, you can schedule your events and view scheduled events by week, day or year.

Refer to Chapter 4: Create an Event.

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hmtoggle_arrow1Events

You will manage all aspects of each event within the Events screen.  The information related to the event will be divided among several tabs within this screen: Organization, Attendees, Exhibitors, Communications, Actions, Finance, Notes and Attachments.  To set up the event, you will click the Event Setup button in the upper right corner.

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Conveniently manage multiple dates, times and venues within an event. You can drag and drop functions into your choice of venue, and add resources such as catering, A/V equipment, setup items, presenters and staff.  You can switch between a graphical calendar and more detailed views by clicking Calendar View, Detail View and Function View.

Refer to Chapter 7: Organize an Event, Using the Organization Tab.

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Organize, access and customize all attendee requirements, registration details, travel arrangements, accommodations, communications, biographies, handouts, personal preferences, guests, seating and much more.  Refer to Chapter 8: Manage Attendees, Chapter 9: Attendee Travel and Chapter 10: Attendee Accommodations.

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Organize and record all information related to exhibitors, including booths, finance, registrations, products, communications, actions, exhibitor attendees, requirements and much more.  Refer to Chapter 11: Booths and Exhibitors.

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Track sent information, log conversations and faxes, record emails and letters, store dates and times, load custom letter templates with merge fields and keep personal notes.  See Chapter 13: Communications and Chapter 14: Letter and Label Templates.

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Schedule important appointments or follow-up activities.  These reminders can be automatic or manually set.  View actions in a list by clicking List View or view a graphical calendar by clicking Calendar View.  Refer to Chapter 12: Actions for more information.

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There are several sub-tabs under this tab – Invoices, Payments, Income/Expense, Budget and Negotiation.  To learn how to set up information under these tabs, see Chapter 6: Finance.  

Under Invoices and Payments, you will create invoices and track payments from the event.

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Under Income/Expense, you can define items that affect the income and expense amount of the budget.  

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The Budget tab allows you to organize and manage budget fields. A quick summary of your event helps you determine how actual costs compare to the predefined budget.

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In the Negotiation tab you can adjust the published and negotiated price of negotiation items.

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Document any general, contract and survey information you may need.

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Add files or documents that contain information about an event.  Refer to Chapter 15: Attachments.

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Click the Event Setup button to open the Event Setup window. This is the setup area where you will define all event basics such as venues, functions, resource items, registrations, attendee types, booths, reservations and letter templates. The information that is defined here can be stored in a template or copied to future events, which can save you time on future event setup.  Refer to Chapter 5: Set Up an Event.

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•Organization Setup: Under this tab, you can set up Venues/Hotels/Suppliers, Functions and Resources.
oVenues/Hotels/Suppliers: This is where all the detailed information on venue locations, setup types, features, room types and their corresponding attendees can be found.
oFunctions: Set up all activities available during the event.  Charges applying to a function can be grouped into registration packages and allocated in the budget.
oResources: Add as many resources as the event requires.  You can also manage supplies and ordering information.
•Attendee Setup:
oAttendee Types: Here, you will define the types of attendees that could attend the event.
oAttendee Registrations: Define registration groups or packages for attendees.
oAccommodation Reservations and Travel Reservations: Create accommodation or travel reservations for attendees.
•Exhibitor Setup:
oBooths: Define the selection of booths available to exhibitors.
oExhibitor Registrations: Define registration groups or packages for exhibitors.
•Budget Setup: Set up your budget for the event.
•Letter Template Setup: Access EventPro Planner’s word processor, in which you can incorporate merge fields into the letter content.  You can develop a new letter template for your event or select from a list of templates that were created for a previous event.
hmtoggle_arrow1Companies/Contacts

In this screen, you can define your clients, venues, suppliers, agents and hotels with EventPro Planner’s classification system.  Create and store multiple contacts for each company.  You can also use this screen to create, organize and store all communications, actions and finances related to each company and contact.  Refer to Chapter 3: Companies/Contacts.

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hmtoggle_arrow1Communications

Create communications and store the dates, times and notes related to each email, fax, telephone conversation or letter.  Refer to Chapter 13: Communications.

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hmtoggle_arrow1Actions

Schedule important appointments or follow-up activities.  See Chapter 12: Actions.

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hmtoggle_arrow1Attendees

View complete attendee information from all booked events and access groups of attendees with common attributes.  You can also send group messages using the mail merge.  See Chapter 8: Manage Attendees.

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