Feedback on: EventPro Planner Manual - What is a Function?What_is_a_Function_Organization_Setup_Chapter_5Chapter 5: Set Up an Event > Organization Setup > Functions > What is a Function? /Dear EventPro Planner Documentation Department,
What is a Function?
What is a “Function”? A function is an activity within an event. If an event involves several different activities, you may want to create different functions within the event. The following criteria may assist you in determining what should be a function:
1.
If you need to create a Seating Chart for a portion of the event, you probably need to create a function for that portion.
2.
If you create a Program for your event, each of the main headings assigned a time should probably be a function.
3.
If you have the same session or meal occurring in Multiple Rooms or on Multiple Days, and Different People will attending in each room or on each day, you probably need to create separate functions for each occurrence. However, if the attendance is open to all people across all rooms and/or days, then you probably only need one function to encompass the session or meal.
4.
If you Change Rooms in the middle of an event, this usually indicates that you need to create a new function.
Example: You have a two-day meeting that involves the activities listed below.
Day 1:
•
Meeting from 8 a.m. to 5 p.m. in Green Valley Room
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Lunch from 12 p.m. to 1 p.m. at Solarium Cafe
•
Dinner at Solarium Cafe at 6:30 p.m.
Day 2:
•
Meeting from 8 a.m. to 3 p.m. in Green Valley Room, with lunch brought into the room at 12 p.m.
•
Managers break off and have a meeting in Rosewood Conference Room from 3 p.m. to 5 p.m.
•
Dinner at Solarium Cafe at 6:30 p.m., where there will be seats assigned
In this scenario, you would create the following Functions:
1.
Meeting: Everyone is attending the meeting on both days, so you would only need one “Meeting” function for both days.
2.
Lunch: This function represents the separate lunch on Day 1 because the attendees leave the meeting space. On Day 2, lunch is just a detail of the meeting, so it does not require a separate function, but it could be a function if you wanted it to be.
3.
Dinner Day 1: This function is required because the attendees leave the meeting space.
4.
Managers’ Meeting: This function is required because not all attendees will be attending this portion of the event. It is separate from the 2-day meeting represented by the previous Meeting function.
5.
Dinner Day 2: This separate dinner function is also required, even if the same attendees will be attending both dinners, because the host is creating a seating chart specifically for this second-day dinner.
You will later group these functions into registration packages for attendees (see Attendee Registrations below).
If you based your current event on a template or previous event, the event functions (and, possibly, function tables) may already be in place. If you want to copy a template of functions, see the instructions under Copy Template – Functions below. If you do not want to use a template or if you need to add other functions not in the template, you can add them individually.
