Events by Attendee

When the application function Catering>Attendee Management is active, users can register attendees for events linked to a block. You may access the registration screens through the Business Block or the Event modules. This topic includes information on how to register/unregister:

The current attendee for one or more events through the Business Block
Multiple attendees for one or more events through the Business Block
Multiple attendees for one or more events through the Events Search and Event Main Screen

Permissions

The user must have these permissions granted, depending on their job tasks:

Blocks>Attendee Management - Edit, Register, and Unregister Attendees
Blocks>Attendee View - Access and View Attendees
Blocks>Day Delegates - Create and Delete Day Delegates

Register/Unregister Current Attendee for One or More Events Through the Business Block

In Sales and Catering, select Business Management>Business Block.
In PMS, select Reservations>Blocks>Business Block.
At the Business Block Search screen, highlight a Business Block that has been created for use with the Attendee Management module and whose attendees you want to register.
Select the Options>Attendees button. The Attendees for BBID screen appears. This screen displays all guests that have been picked up and any Day Delegates (those not staying as in-house guests) who have been added to the block. See Attendees for BBID for more information about this screen.
On the Attendees for BBID grid, select the attendee you want to register
Select the Events Button or Events Lamp (available if the current attendee has already registered for one event).
The Register Attendee screen appears. At this screen you can register the current attendee for one or more (additional) events. Events in the grid with the pale green background indicate that the attendee has been registered.

Business Block Register Attendee Screen

register_attendee_bus_block_for_multiple_events

Search Criteria

To search for specific criteria to display attendees, enter any of the following fields and select Search.

Property. Select the down arrow to choose the property where you wish to search for events. The default is your login property. This feature is available when the OPP MHT2 license is active.

From Date. Enter the date from which you want to search for events, or use the calendar tool to select the date. When selecting a From Date, the To Date will be filled in automatically with the same value. If no value is specified the system date will be used as default.

To Date. Enter the date through which you want to search for events, or use the calendar tool to select the date. If you selected a From Date, this becomes the default. Otherwise, the system date will be used as the default.

Status. Enter a status code or a comma-separated list of status codes for the event you are searching for. Alternatively, select the down arrow to choose one or more statuses from the Status LOV.

Note: When the catering status of a block is a return-to-inventory status such as LOST or CANCELED, and the buttons Packages, Templates or Resources are accessed from either the Event Search or Event Edit screens, the corresponding screens for these options will display in VIEW ONLY mode.

Event Type. Enter an event type code or a comma-separated list of event type codes.

Programme. Enter all or part of the programme ID with which the event is associated. A percentage sign (%) may be entered to bring up any wild cards. This option is available when the Catering>Event Programme application function is set to Y.

Time. Enter the start time of the event you wish to access. If you do not know the exact start time, enter an approximate start time and the results will display all events starting within a few hours prior to the actual start time.

Event ID. Enter the event ID assigned to the event you wish to find.

Read-Only Block and Attendee Information

Block

Block Name. Name of the Business Block the event(s) are associated with.

Start Date/End Date. The start date and end dates of the Business Block.

Status. Business Block status/Catering status.

Attendee

Name. Name of the attendee (last name, first name).

Resident. Indicates if the attendee is an in-house guest (Yes) or not (No).

Select Events(s) Grid

To register the current attendee for an event,choose the event (X) and select the Register button.
To unregister the attendee from an event,choose the event (X) and select the Unregister button.

Start Date. Start date of the event.

Time. Start time of the event.

Status. Status of the event, such as DEF (Definite).

Event Name. Event name, such as Meeting, Coffee Break, Lunch.

Space. Name of the function space where the event will be held.

Programme. The programme with which this event is associated.

Pk. An X in this column indicates that a catering package is attached to the event. See Adding and Editing a Catering Package for details.

Event ID. Event ID assigned to the event.

Button Functions

Unregister. Select this button to unregister the current attendee from the chosen event.

Save. Saves the changes while keeping the screen open.

OK. Saves the changes and closes the screen.

Close. Closes the screen without saving changes. A prompt appears asking if the user wants to save changes.

Register/Unregister Multiple Attendees for One or More Events through the Business Block

In Sales and Catering, select Business Management>Business Block.
In PMS, select Reservations>Blocks>Business Block.
Access the Attendees for BBID screen from the Business Block>Options>Attendees button.
To register one or multiple attendees for one or more events from the Attendees for BBID grid, select the Registration button. The Register Attendees screen appears showing attendees linked to the block. At this screen you can Register and Unregister multiple attendees for multiple events.

Register Attendees Screen

events_register_attendeeS

Search Criteria

To search for specific criteria, enter any of the following fields and select Search.

Attendee Search (Top)

Name. Last name of the attendee.

First Name. First name of the attendee.

Resident. Select the type of resident you want displayed. Options are "Yes" for attendees who are in-house guests or "No" for those guests who are day delegates.

Event Search (Bottom)

Property. Select the down arrow to choose the property where you wish to search for events. The default is your login property. This feature is available when the OPP MHT2 license is active.

Start Date. Enter the date from which you want to search for events, or use the calendar tool to select the date.

End Date. Enter the date through which you want to search for events, or use the calendar tool to select the date.

Status. Enter a status code of the event or a comma-separated list of status codes. Alternatively, select the down arrow to choose one or more statuses from the Status LOV.

Event Type. Enter an event type code or a comma-separated list of event type codes. Alternatively, select the ellipsis button to choose one or more event types from the Event Type LOV.

Event ID. Enter the event ID assigned to the event you wish to find.

Read-Only Block and Attendee Information

Block

Block Name. Name of the Business Block.

Start Date/End Date. The start date and end dates of the Business Block.

Status. Business Block status/Catering status.

Attendee

Name. Name of the attendee (last name, first name).

City, State. The city and state of the attendee, if this information exists in the profile.

Profile ID. The Profile ID of the attendee, if a profile exists.

VIP. The VIP status of the attendee.

Select Attendees(s) to Register Grid

In this grid, select (X) for one or more attendees you want to register (or unregister) for one or more events on the Select Event(s) grid.

Select Event(s) Grid

In this grid, select (X) for one or more events you want the chosen attendees to register (or unregister) for.

When both attendees and events have been selected, select the appropriate action with the Register or Unregister buttons.

Button Functions

Profile. Select this button to view or change the attendee's profile.

Unregister. Select this button to unregister the attendee from the chosen event.

Save. Saves the changes while keeping the screen open.

OK. Saves the changes and closes the screen.

Close. Closes the screen without saving changes. A prompt appears asking if the user wants to save changes.

Register One or More Attendees for the Current Event through the Events Search and Event Main Screen

In Sales and Catering, select Business Management>Events.
In PMS, select Reservations>Blocks>Business Block>Events.
At the Events Search Screen, highlight the desired event and select either the Attendees button or Options>Attendees. (The Attendees button will only be enabled if the event is checked as 'Registration Required' on the Events>Details Tab.)
At the Events Search Screen, you may select the Edit button to access the main Event - Edit screen. Here, select either the Attendees button or Options>Attendees. (The Attendees button will only be enabled if the event is checked as 'Registration Required' on the Events>Details Tab.)

The Register Attendee screen displays where you can register one or more attendees for the current event and add their preferences and seating arrangements. Attendees who are registered for the event are highlighted in pale green.

register_attendee_screen

Search Criteria

To search for specific criteria, enter any of the following fields and select Search.

Name. Name of the attendee (last name, first name).

Preferences. Food and menu preferences of the attendee.

Room No. If the guest is staying in-house, the guest's room number.

Resident. Select the type of resident you want displayed. Options are "Yes" for attendees who are in-house guests or "No" for those guests who are day delegates.

VIP. VIP status of the attendee.

Registered. Select Yes" to display attendees who are registered or "No" to display attendees who are not registered for the event.

Read-Only Block and Event Information

Block

Block Name. Name of the Business Block.

Start Date/End Date. The start date and end dates of the Business Block.

Status. Business Block status/Catering status.

Event

Block Name. Name of the Block this event is associated with.

Start Date/Time. Start date and start time of the event.

Status. Status of the event/status of catering.

Space. Name of the space where the event is being held.

Select Attendee's Grid

Select (X) for the attendee(s) you want to register or unregister for this event, or whose profile and preferences you want to view or change.

Name. Name of the attendee associated with the block.

Profile ID. The attendee's Profile ID.

VIP. The VIP level of the guest.

Resv. Displays if the attendee has a Residential reservation (R), a Day Delegate reservation (D), or no reservation (blank).

Room. If the attendee is an in-house guest, the guest's room number.

Preferences. Attendee preferences related to the event.

Table. The table the attendee is assigned.

Seat. The seat number the attendee is assigned.

Button Functions

Profile. Opens the profile of the highlighted attendee.

Unregister. Select this button to unregister the attendee from this event.

Preferences. This button displays the Event Attendees - Apply Preferences screen where you can choose the preferences and/or table number for more than one selected attendee. This screen will always open blank, even if the attendees selected already have preferences and a table assigned.

select_attendees_apply_preferences

If both the preferences and table have previously been assigned for the selected attendees, you can choose to change only one of the items and the other will remain the same. For example, if the previous preference was chicken and the table was 1, and you changed the preference to fish, the table will remain 1 when you select OK. Likewise, if the preference was not changed and the table was the only item changed to 2, the preference would remain chicken.
If both the preferences and table have previously been assigned for the selected attendees, you can choose to remove both items for all selected attendees by selecting OK. A message will appear asking if you want to remove the preferences and table. Select Yes to remove both.

Edit. Select this button to open the Event Attendees - Edit screen where you can modify the menu preferences, table, and seat - number for the selected individual attendee.

Select Save to save changes without closing the screen.
Select OK to close the screen while saving changes.

event_attendees_edit

Save. Saves the changes while keeping the Register Attendee screen open.

OK. Saves the changes and closes the Register Attendee screen.

Close. Closes the Register Attendee screen without saving changes. A prompt appears asking if the user wants to save changes.