Siebel eEvents Management Guide for Financial Services > Preparing for an Event > End-User Procedures for Preparing for an Event >

Other Preparation Tasks


This section describes how to use Siebel eEvents Manager for Finance to collaborate with partner organizations, work with event vendors, attach files to a subevent, invite potential attendees, and generate event status reports.

Collaborating with Partner Organizations

When your organization prepares for an event, you may find it useful to collaborate with a partner organization that may benefit from sponsoring an aspect of the event. A partner may sponsor the event through financial support, or may provide services, equipment, speakers, and so on. A partner organization may be associated with a subevent or an individual session. Siebel eEvents Manager for Finance provides lists and forms to help you keep track of partner commitments.

The following procedure describes how to associate a partner organization with a subevent. This procedure assumes that the partner organization has already been added through the Partners screen in your Siebel system.

To associate a partner organization with a subevent or session

  1. From the application-level menu, choose View > Site Map > Events > All-Events.
  2. In the Events list, click the name hyperlink of an event.
  3. In the Sub-Events list, click the name hyperlink of a subevent. To add a partner organization to a session instead of a subevent, continue by clicking the Sessions view tab and the name hyperlink of a session.
  4. Click the Partners view tab. In the Partners list, create a new record.
  5. For sessions, by default, the Role, Value, and Partner Status fields display the values for the corresponding partner record for the subevent. You can change these values at the session level without affecting the partnership data at the subevent level.

    The following table describes some fields in the Partners list.

    Field
    Comments
    Commitment Type
    The kind of contribution the partner makes to the event. Typical values include Monetary, Promotions, Materials, Resources, Products, and Services.
    LOV Type: EVENT_COMMITMENT_TYPE
    Name
    The name of the partner organization. Available values consist of the organizations listed as Companies.
    Role
    The role of the partner organization. Typical values include Exhibitor, Sponsor, Co-Host, Advertiser, Partner, Strategic Partner, Premier Partner, Base Partner, Gold Sponsor, Silver Sponsor, and Bronze Sponsor.
    LOV Type: EVENT_PARTNER_ROLE
    Status
    The status of arrangements with the partner organization. Typical values include Offered, Requested, Paid, Fulfilled, and Pending. Offered means that the partner organization has offered to be a partner. Requested means that the event-hosting organization has asked the partner organization for a partnership.
    Value
    The monetary value of the partner organization's commitment.

Researching and Hiring Vendors

Previous sections describe event-related goods and services that are provided either by your own organization or by the venue or venues where the event is held. One additional category of providers remains to be discussed—vendors who are neither in your own organization nor affiliated with an event venue.

In Siebel eEvents Manager for Finance, the procedures for working with vendors are quite similar to those for venues, except that the goods or services vendors provide are not as closely related to specific physical locations.

As with venues, a vendor can be associated with a subevent or a session. To associate a vendor with one or more sessions, you must first associate it with the subevent.

In preparation for working with vendor data, you should enter possible vendors as accounts. The Accounts screen allows you to enter vendors, vendor addresses, and vendor contacts before you set up an event. When entering vendors as accounts, choose Vendor in the Account Type field of the Vendor form. For more information, see Defining an Event.

The following procedure describes how to associate a vendor with a subevent or session. Prior to associating a vendor with a session, you should have already associated the vendor with the subevent.

To associate a vendor with a subevent or session

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events or Sessions screen tab.
  3. Select the subevent or session with which you want to associate a vendor.
  4. Click the Vendors view tab. In the Vendors list, create a new record.

After you have associated a vendor with an event, you can record the billing parameters the vendor uses, any discounts or special rates you negotiate, and optional reviews of the vendor's performance for the event.

The following procedure describes how to record the billing parameters for an event vendor.

To record the billing parameters for an event vendor

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. Select the subevent for which you want to enter a vendor's billing parameters.
  4. Click the Vendors view tab.
  5. The Vendors list and Billing subview appear.

  6. Select the vendor for which you want to enter billing parameters.
  7. In the Billing list, create a new record.
  8. The following table describes some fields in the Billing list.

    Field
    Comments
    Flat Fee
    The currency field for any flat fee to be charged instead of or in addition to the billing rate.
    Qty
    The actual quantity of basis units used by the event.
    Rate
    The currency field for vendor's rate per basis unit.
    Service Type
    The type of responsibility the vendor has for the event.
    Total Cost
    A result of the automatic calculation based on Rate, Qty, and Flat Fee, when you save the record.
    Units
    The basis of the vendor's rate. Typical values include Per Person, Per Item, Hourly, Daily, Weekly, Monthly.

The following procedure describes how to enter any discounts or special rates you have negotiated with the vendor.

To enter vendor discounts or other special rate codes

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. Select the subevent for which you want to specify vendor rate code information.
  4. Click the Vendors view tab to display the Vendors list.
  5. Billing, Rate Codes, and Reviews subviews appear below the Vendors list.

  6. Select the vendor for which you want to specify rate code information.
  7. Click the Rate Codes subview tab.
  8. In the Rate Codes list, create a new record.
  9. The following table describes some fields in the Rate Codes list.

    Field
    Comments
    Code
    Any alphanumeric codes the vendor requires in order to honor the discount or special rate.
    Name
    A name to designate the discount or special rate.
    Type
    A description of the discount amount or special rate.

Adjacent to the Billing and Rate Codes subviews, there is a subview for review information about the selected vendor. For information about entering a vendor review, see Entering Venue and Vendor Performance Reviews.

Attaching Files

In the process of preparing for your event, you may want to store certain file attachments for a subevent, such as contracts with vendors, floor plans of exhibit halls, and so on.

NOTE:  In this release, subevent attachments can be stored and retrieved only by users who have access to the administration screens in Siebel eEvents Manager for Finance.

The following procedure describes how to attach a file to subevent information. This procedure is meant for subevent attachments only. Documents that are used for multiple events should be stored as collateral. For more information about storing collateral items, see Preparing Event Collateral.

To attach a file to a subevent

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. Select the subevent to which you want to add an attachment.
  4. Click the Attachments view tab.
  5. In the Attachments list, create a new record.
  6. For URL attachments, a hyperlink appears in the Attachment Name field to take you to the Web site. For file attachments, information about the selected file is now displayed in the Attachment Name, Size, Type, and Modified fields.

Inviting Prospective Attendees

This section provides an introduction to inviting prospective attendees. However, prior to inviting attendees, it is recommended that you read Self-Registering to Attend an Event.

You can invite prospective attendees to an event by registering an individual attendee, an account, or a list of attendees for the event and setting the Registration Status to Invited, which triggers an automatic email to the invitee(s). In addition, if an attendee is registered at the subevent or session level, an auto-registration process is triggered that registers the attendee's employing company for the subevent and event with a registration status of Restricted Invite.An attendee's registration status effects whether the attendee can:

If the registration status is set to Invited when an invitee logs into your Siebel eEvents for Finance Web site, then the invitee sees the event listed on the eEvents home page. If an account's registration status is set to Invited, all employees of that company see that event listed, and all employees can view the event details. You can also register prospective attendees directly for subevents and sessions. For information about registration, including important descriptions of registration workflow rules, see Self-Registering to Attend an Event.

Viewing Lists of Prospective Attendees

Siebel eEvents Manager for Finance provides a way to view five different lists of prospective attendees for an event:

The following procedure describes how to view a list of prospective attendees.

To view a list of prospective attendees

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Select an event, and then click the Attendees view tab.
  3. In the Attendees list, choose any of the five options in the Show drop-down list.

Entering and Tracking Travel Arrangements

As attendees, speakers, and staff are confirmed, travel arrangements for each can be entered using the Travel view tab. Also, multiple travelers, such as the speakers and staff for a multi-city event, can be added to a single travel arrangement.

Travel arrangements can be associated with all three levels of events—events, subevents, and sessions. For example, a staff member may involved in a one-day subevent, in another city, of a week-long event. In this case, you can enter the travel arrangements using the Sub-Events screen.

The following procedures involve travel arrangements for an event using the Events screen. You may find it helpful to reference the Events Calendar screen when scheduling event travel arrangements.

To enter travel arrangements

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Select an event, and then click the Travel view tab.
  3. In the Travel list, click New.
  4. In the Travel Type field, select a travel type from the drop-down list.
  5. After you enter the travel type and move to another field, the Travel Detail form refreshes and show fields specific to the travel type you selected.

  6. Fill in the remaining fields as needed.
  7. Scroll down to the Travel Detail form, and fill in the fields as needed.
  8. In the Attendees list next to the Travel Detail form, click New to add attendees to this travel arrangement. You can only add people registered for the event, not staff or employees.
  9. The Event Attendees dialog box appears.

  10. Select the event attendees (press CTRL to select multiple attendees), and then click OK.
  11. The Company Name field is auto-populated. The Confirmation Number and Comments fields are optional.

You can track travel arrangements using the All Travel list in the Travel view. The All Travel list is a read-only list and is for informational viewing purposes only.

To track travel arrangements

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Select an event, and then click the Travel view tab.
  3. In the Travel list, choose All Travel from the Show drop-down menu.
  4. A summary of all travel arrangements for the event, including travel arrangements associated with subevents and sessions, is displayed.

Preparing Event Status Reports

Throughout the event preparations, you may want to use the preconfigured event status report to summarize current information about registrations, budget, and revenue. The following procedure describes how to produce an event status report.

The event status report uses the Registration Status field to summarize response rate and interest levels among the invitees.

NOTE:  Report parameters must be configured before you can select the Reports view. For information about setting report parameters, see Siebel Reports Administration Guide.

To prepare an event status report

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. Click the Sub-Events screen tab.
  3. Select the subevent for which you want a status report.
  4. From the View menu, select Reports.
  5. The Reports dialog box appears.

  6. In the Select a Report field, select Event Status.
  7. The event status report appears in a new window.

    NOTE:  Reports are currently not available at the Session level.


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