Events by Attendee

When the application function Catering > Attendee Management is active, users can register attendees for events linked to a block. You can 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 events through the Business Block
Multiple attendees for events through the Business Block
Multiple attendees for 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 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 (additional) events. Events in the grid with the pale green background indicate that the attendee has been registered.

Business Block Register Attendee Screen

Search Criteria

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

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 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 (%) can 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 want 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 want to find.

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.

Register/Unregister Multiple Attendees for 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 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

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 want 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 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 event types from the Event Type LOV.

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

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

Select Attendees(s) to Register Grid

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

Select Event(s) Grid

In this grid, select (X) for 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.

Register 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 can 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 attendees for the current event and add their preferences and seating arrangements. Attendees who are registered for the event are highlighted in pale green.

Buttons

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.

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.