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   To define a new event offering:

1. From the Navigator, choose Events -> Offering to open the Event Offering window.

2. Choose Enter from the Query menu.

3. Enter the event name to review in the Name field.

4. Choose Run from the Query menu to perform the search.

If an event is located, it is displayed in the Event Offering window. If not, enter less restrictive search criteria and run the query again.

If other offerings have been entered for this event, they are listed in this region.

5. Choose the New Record button on the toolbar to open a new Event Offering window.

The Event Status field is set to Planned. The code is system generated once the event offering record is saved.

A Code is a number that uniquely identifies a particular event offering.

6. Choose Save on the toolbar to add the new event offering to the database.

   To enter details about an event offering:

1. Select a Status for the offering.

There are four possible values: Planned, Scheduled, Cancelled, or Completed. The difference between Planned and Scheduled is that a contact cannot be enrolled in, nor can a sales representative view information about, a planned event offering. A scheduled event offering is available for enrolling participants.

2. Enter the event offering date, time, owner, and coordinator.

Use the list of values to select an owner and coordinator from the list of employees at your company.

The Owner is the person responsible for managing the event.

The Coordinator is the onsite coordinator for the event.

3. Select an Invitation Mail Blitz and Evaluation Script name using the list of values. These items are defined below:

Invitation Mail Blitz: The predefined mail blitz you are using to send invitational mailings. This field is for information purposes only.

Evaluation Script: The predefined script you intend to use for event evaluations.

   To select an event facility:

• Enter the appropriate information in the Facility sub tab.

The Facility sub tab provides fields for you to enter the facility name, facility code (if you are using a code system), city, and particular function room name within a facility.

If this facility has a primary staff contact, that name appears in the Staff Name field. This is the person you would normally contact when conducting business with the facility. The phone number and extension can also be entered.

   To monitor event statistics:

1. Select the Cost, Enrollment sub tab.

2. Use the Cost region to enter expense information.

Currency: Select from the list of values.

Expected: The total amount you expect this event offering to cost.

Actual: Record your actual costs once the offering is complete.

3. Use the Enrollment region to enter fee and capacity numbers and to monitor enrollment numbers. The following fields are in the Enrollment region:

Fee: The cost of enrollment fee for this offering.

Capacity: The number of guests you can accommodate at this offering.

Overbook: The percentage, over capacity, you allow the event to be overbooked. Given the capacity number and this percentage, an integer is computed, added to the capacity number, and displayed in the Max Allowed field in the Event Offerings Summary window. For example, if the capacity is 50 and the Overbook is 20 percent, the resulting integer is 10; the Max Allowed field would display 60.

Frozen: To freeze enrollment for an event regardless of whether capacity has been reached, check the Frozen check box. If a sales representative tries to register a contact for a frozen event, they receive a message that the event is full.

Expected: The number of guests you expect to enroll in this event.

Enrolled: This field is automatically calculated as guests are enrolled for an event.

Confirmed: This field is automatically calculated based on the number of guests whose enrollment status is confirmed.

Attended: This field is automatically calculated when you update attendance records following an event offering.

Attention: Enrolled, Confirmed, and Attended are not mutually exclusive values. In other words, when someone is enrolled in an event and then confirmed, the number in the Enrolled field remains the same, and the Confirmed field increases by one. Following the event, when you mark that person as having attended, the Enrolled and Confirmed fields remain the same and the Attended field increases by one.

   To enter information specific to an event offering:

1. Choose the Information, Comments sub tab to record details specific to this offering.

2. If you have information that is unique to this event offering, enter it in the Information region. Examples might include guest speakers, special topics to be covered, or agenda changes. This information is available to sales representatives enrolling participants when they view the Event Offerings Summary window.

3. Use the Administrative Comments region to record information that is viewed only by event administrators. This information can be viewed only in this window.

4. Choose Save on the toolbar to add the specific information of an event offering to the database.

   To record names of people involved in organizing an event offering:

1. Choose the Personnel sub tab to enter the names of the people organizing this event with you.

Examples include your caterer, equipment rental company, or event photographer. If you want to indicate that you are working primarily with one person, check the Primary check box.

2. Choose Save on the toolbar to add the names of people to the database.

   To associate a letter with an event:

1. Choose the Letters sub tab to associate letters with your events.

2. Choose an Action Type for the letter.

Specified Date: The letter identified by letter name and letter code is sent to all event enrollees, whose enrollment status matches the value in the Enrollment Status field the first time you print event letters, on or following the date entered in the Mail Date.

Status Change: The letter identified by Letter Name and Letter Code is sent to all event enrollees, whose enrollment status changed to the value in the Enrollment Status field since the last time you printed event letters. The Mail Date field is not applicable in this case.

An example using the Specified Date action type:

Action Type	Letter Code	Letter Name	Enrollment Status	Mail Date
Specified Date	13359	System 2000 Reception Invitation	Enrolled	15-Mar-1996
Specified Date	13359	System 2000 Reception Invitation	Confirmed	15-Mar-1996
Table 1 - 4. Example using Specified Date Action Type (Page 1 of 1)

The first time you print event letters, on or after March 15, 1996, a letter is sent to all guests who are either enrolled or confirmed for the System 2000 product roll-out. The Completed check box is checked so you can verify that the letters were sent.

An example using the Status Change action type:

Action Type	Letter Code	Letter Name	Enrollment Status	Mail Date
Status Change	47953	Enrolled in Event	Enrolled
Table 1 - 5. Example using Status Change Action Type (Page 1 of 1)

Since the Action Type field is Status Change, the Enrolled in Event letter is sent to each contact enrolled for this event offering whose status changed to Enrolled since the last time you printed event letters. In addition to new enrollees, the letter is also sent to anyone whose status might have changed from Wait Listed to Enrolled. Notice, however, that if a contact's enrollment status is initially set to Confirmed or if a contact is Wait Listed and then becomes Confirmed, the contact will not receive this letter.

Suggestion: You can define a single letter that you use to confirm enrollment for all your events and let Oracle Sales and Marketing's Letters module substitute the appropriate event name and time information when printing the letter for each guest.

• Use the list of values to select a letter name.

The Letter Code field automatically displays the corresponding letter code.

Attention: A letter must be registered in Oracle Sales and Marketing before you can select it from the list of values. Choose the New Letter button to create a new letter and register it in the system.

• Use the list of values to select the Enrollment Status that an event enrollee must have to receive the specified letter.

Suggestion: You can send the same letter to enrollees with different Enrollment Statuses by repeating the values entered for the Action Type, Letter Name, Letter Code, and Mail Date fields (if applicable) and selecting a different Enrollment Status.

• Choose the mailing date for the letter.