1. Events Management Guide
  2. Entering and Tracking Travel Arrangements

Entering and Tracking Travel Arrangements

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

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

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

To enter travel arrangements

  1. Navigate to the Site Map > Events > Event view.

  2. In the Events list, select and drill down on the event for which you wish to enter travel arrangements.

  3. Click the Participants view tab, and then click Travel.

  4. In the Travel list, create a new record.

  5. In the Travel Type field, select a travel type from the drop-down list.

    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 Air Travel Detail form, and fill in the fields as needed.

  8. In the Attendees list, create a new record to add attendees to this travel arrangement.

    Note: For Finance customers, you can only add people registered for the event, not staff or employees.

  9. In the Attendees list, select the event attendees (press CTRL to select multiple attendees), and then click OK.

    The Company Name field is autopopulated. 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. Navigate to the Site Map > Events > Event Plans view.

  2. In the Event Plans list, select and drill down on the event you wish to track.

  3. Click the Participants view tab, and then click All Travel.

    A summary of all travel arrangements for the event, including travel arrangements associated with events and sessions, is displayed.