Siebel eEvents Management Guide for Financial Services > Hosting an Event >

End-User Procedures for Hosting an Event

This section discusses the following topics and procedures:

Activity Management at the Event Venue

When you plan the activities that must be completed for your event, as described in Preparing for an Event some of the activities may take place before, during, or after the event. To make sure that the event goes smoothly, review the status of event activities frequently during the preparation process.

If your event takes place at a venue that allows you to use Siebel eEvents Manager for Finance on-site, you may want to review, update, add, and assign activities during the event.

On-Site Registration

If an event allows attendees to register on-site at the event, you may want to set up a registration area where event staff can use Siebel eEvents Manager for Finance to register last-minute attendees.

For more information about how to perform this kind of registration, see Registering for an Event.

Entering Actual Revenues and Costs

An important aspect of event management is determining whether an event produces a good return on investment. In order to determine this, you must record actual event income and costs. In Siebel eEvents Manager for Finance, you can record these amounts using the Revenue and Cost view tabs. These view tabs are also useful for analyzing budget variances, if you have established a budget for your event. For information on setting up a budget for an event, see Entering a Budget for an Event.

Actual revenues and costs can be entered using the Revenue and Cost view tabs at the event level only. However, using the Revenue and Cost views at the event level, you can associate the revenue or cost with a subevent or session. Then, you can view lists of revenues and costs by subevent or session. This information, which is read-only, is accessed from the Revenue and Cost views in the Sub-Events and Sessions screens. Changes to revenue and cost amounts or related-information must be entered at the event level using the Events screen.

It is also important to note that, in Siebel eEvents Manager for Finance, registration income is not automatically posted as revenue. Similarly, expenditures associated with venues and vendors at the subevent and session levels are not automatically posted in the Cost view. An event manager or administrator must enter the information manually using the Revenue or Cost view tab in the Events screen. It is strongly recommended that multiple amounts falling under a single category, such as registration receipts, be aggregated and entered as a single revenue line item.

The following procedure describes how to record actual revenues for an event, subevent, or session.

To record actual revenues for an event, subevent, or session

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. In the Events list, select the event for which you want to record revenue, and click the Revenue view tab.
  3. In the Revenue list, click the New button to create a new revenue record.
  4. To associate the revenue with a subevent or session, click the select button in the subevent or session field.

The following procedure describes how to record actual costs. If you have received an invoice, the procedure allows for creating a new invoice record in the Billing screen without leaving the Events screen.

To record a cost

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. In the Events list, select the event for which you want to record a cost, and click the Cost view tab.
  3. In the Cost list, click the New button and create new cost record. A line for invoice details is automatically created in the Cost Details list, which appears below the Cost list.
  4. To associate the cost with a subevent or session, click the select button in the subevent or session field.
  5. To enter invoice information, click the select button in the Invoice # field in the Cost Details list.

Viewing Venue, Vendor, and Partner Information

During an event, you may need to contact venue, vendor, and partner personnel, either to make sure that planned activities are carried out, or to address unforeseen needs that arise during the event. If you can access Siebel eEvents Manager for Finance on-site, you can look up contact information for venue, vendor, and partner personnel.

The following procedures briefly describe how to look up this type of information. For information about entering new venue, vendor, and partner information, see Preparing for an Event.

To view venue information

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. In the Sub-Events list, select the subevent for which you need information.
  4. Click the Venues view tab.
  5. Select the venue for which you need information.
  6. Review the following areas for the information you need:
  7. To view additional information about the venue, including location and account information, click the name hyperlink for the selected record in the Venues list.
  8. To display venue room information, click the Rooms view tab.

To view vendor information

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. In the Sub-Events list, select the subevent for which you need information.
  4. Click the Vendors view tab.
  5. Select the vendor for which you need information.
  6. Review the following areas for the information you need:
  7. To view account or contact information, click the selected record's name hyperlink in the Name or Primary Contact column of the Vendors list.

To view partner information

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. In the Sub-Events list, select the subevent for which you need information.
  4. Click the Partners view tab, and select the partner for which you need information.
  5. To view account or contact information about the selected partner, click the name hyperlink in either the Name or Primary Contact column of the Partners list.

 Siebel eEvents Management Guide for Financial Services 
 Published: 18 April 2003