Setting Up the Event

Select the business unit for which you want to create the event.

By default, this value is NEXT for a new event. The event will be assigned the next available Program ID when you save.

Select Event from the list of available choices.

Enter a name for the event. Event names must be unique within a business unit.

Select a status from the list of choices. For a new event, the status is New by default. Other statuses include:

• In Review: The event has been submitted for approval.

• Declined: The event has not been approved.

• Approved: The event has been approved and is ready for execution.

• Executing: The event is currently being executed.

• Completed: The event is complete. When the event is in this status, all of its main fields are read-only.

• Stop: The event has been put on hold or canceled (you can use the Notes section to provide details).

Click the icon to search and then select a venue from the available list.

Enter the maximum number of attendees who can attend the event. This value is used to determine whether a person registering for the event will be waitlisted if the number registered exceeds the Capacity.

If the event's Capacity increases and there are waitlisted participants, a message displays to inform you that you should review the waitlisted participants. If the Capacity decreases and the number of registrants exceeds the new capacity, a message displays to inform you to review the participant list.

The time and date when the event begins.

The time and date when the event ends. The End Date cannot be earlier than the Start Date.

The date by which prospective registrants must respond to the invitation. This date cannot be greater than the End Date value, but it can be later than the Start Date.

Select this check box if the event is private. If the check box is not selected, then the event is public.

Select an event type from the list of choices. The available choices are Auction,Break,Benefit,Breakfast,Conference,Conference Call,Demonstration,Dinner,Drinks,Entertainment,Fundraiser,Keynote,Lecture,Lunch,Meeting,Panel,Presentation,Recreation,Seminar,Tradeshow,Workshop, andVIP Event.

This value is for informational purposes only; the choice does not change what is displayed on the Event Definition pages.

Select the default currency for the event from the list of choices.

Select an objective for the event (such as Recruiting, Fundraising, and so on). Refer to the Marketing documentation for more detailed information about objectives.

Click the icon and select marketing collateral to associate with the event, if relevant.

Click the icon and select an owner for the event from the available list. The default is the person who created the event. The event owner is leveraged in the event approval workflow process.

Click the icon and select the person who must approve the event. The event approver is leveraged in the event approval workflow process.

Click the icon and select the name of the company that is hosting the event.

Click the icon and select the name of the employee who is hosting the event. The Host Employee does not have to be a member of the Host Company.

Select the name of the roll up to which this event is to be associated.

Select this check box to restrict access and visibility to the event. When an event is secured, users will be unable to access it unless they are a team member or part of a team role that has been associated with the event. Secure Event uses the same security framework used to secure online dialogs and audiences.

This section displays information about the participants for the event. It is read-only, and is updated when the main Event Detail page is updated. It includes:

• Seats Remaining: The event's Capacity minus the number registered. The number registered is the sum of the number of registered participants and their guests.

• Invited: The total number of people invited to the event.

• Attended: The total number of people who actually attended the event (including those who were not invited but who showed up anyway).

• Declined: The total number of invitees who have declined the event.

• No-Shows: The number of people whose attendance is set to No on the participant list.

• Registered: The total number of invitees who have accepted the event invitation (that is, registered for the event). This total also includes anyone who has registered but was not invited.

• Guest Count: The number of guests registered for the event on behalf of the participant. Participants can register anonymous guest participants to attend the event on their behalf.

• Waitlisted: The number of attendees who have agreed to be waitlisted for the event.

• Future Events: The number of invitees who have requested to be notified about future events.

• No Response: The number of invitees who did not respond to the invitation.

This section contains references to events that are similar in nature to the current event. This enables the event marketer or support analyst to recommend future events to anyone who cannot attend the current event or who was placed on a waiting list. Related events can also be displayed on the online Event Registration page.

• Event Name: Click the icon to display a list of related events.

• Start Date: The start date of the selected event. This value is read-only.

• End Date: The end date of the selected event. This value is read-only.

• Status: The status of the selected event. This value is read-only.

• Event Type: The event type of the selected event. This value is read-only.

• Description: The description of the selected event. This value is read-only.

Specify the institution, career, and admit term for the marketing event.

This section appears only if the Higher Education field is selected on the General Options page. Specify the admit term if you run the Recruiting Performance Fusion Intelligence reports off of the CSW: Recruiting & Admissions Interactive Dashboard.

This section is a common sub page used by marketing campaigns, marketing roll ups, and the Dialog Designer if the dialog was created using the Marketing Programs page.

• Sponsor Name: Click the icon and select a sponsor from the list of available choices. Note that the sponsor name is required for all but one record in the list. In other words, you can include one budget record that does not include a sponsor name, but all others must include one.

• External: Select this check box to allow external viewing, or leave it cleared to specify internal viewing only.

• Budget Source: Click the icon and select a budget source from the available list.

• Budget Amount: Enter a budget amount. Note that the amount entered is included with and edited against any budgeted amount specified for an associated roll up.

This section is a common sub page used by marketing campaigns, marketing roll ups, and the Dialog Designer if the dialog was created using the Marketing Programs page.

• Cost Type: Select a cost type from the list of choices.

• Component: This value is based on the Cost Type, and is read-only.

• Variable: This value is based on the Cost Type, and is read-only.

• Currency: The currency code that was specified in theCurrency field in the Detail section.

• Unit Cost: Enter a unit cost for the budget item.

• Planned Cost: Enter the anticipated cost of the budget item. This amount cannot be a negative value.

• Actual Cost: Enter the actual cost of the budget item. This amount cannot be a negative value.

• Totals: The totals of all the Actual Cost values and the Planned Cost values.

• Calculate: Click this button to calculate the Totals fields.

• Add a New Cost: Click this button to add a new cost to the list.

This section contains an amount and a respond-by date. Typically, an event includes a promotional or Early Bird fee in order to encourage invitees to sign up early for an event. If payment is received on or before the respond-by date, then the special fee takes effect. If the event start is after the last respond-by date, the system uses the most recent fee as the walk in fee.

• Amount: Enter the amount of the fee. The currency is determined by what was specified in the Currency Code field on the Event Detail page.

• Currency: This value is read-only and is taken from the Currency Code field on the Event Detail page.

• Respond By: The final date to which the fee in the Amount field applies.

• Description: (Optional) Enter any explanation you want to include pertaining to the fee.

This section shows the team members associated with the event. The Owner check box is selected for the event owner. You can add more team members by clicking the Add Team Member button.

If you add a team member on this page, that person will be immediately available for selection on the Sessions page. Likewise, if you delete a team member who was already associated with a session, that team member is automatically deleted from any sessions with which he or she was associated.

You can secure an event so that only team members and team roles that you have specified on this page can view or access the event.

This section shows the roles associated with the event. You can select a role from the available list, and add another role by clicking the Add Team Role button.

The Team Marketing Center grid allows you to specify which events team members can access. Users can only select authorized Marketing Centers from the Marketing Center prompt.

The Marketing Program component search excludes any secured events that the user is not authorized to access. If the user has at least one of the allowed roles, or is a team member or is authorized to at least one of the Marketing Centers, then that user can access the secured event.

The Event Transfer icon on the Related Events section of the Event Detail page is secured. If user is not authorized to view the event, an error message is displayed.

The Resource Summary section displays an overview of all the event's resources. Click a resource name to display more detail about the resource. The summary includes the following:

• Type: The type of resource. The available values areCollateral,External Participant,Internal Participant, andOther.

• Name: The name of the resource. Click the name to display more detail about it.

• Session: If the resource is related to a session, then the session name appears here; otherwise, the field is empty.

• Description: A description of the resource.

Click this button to insert another resource item in the list and display its Resource Detail information.

The Resource Detail section displays more information about a new or selected resource. Click the Apply Resource button to update the grid with any changes and hide the Resource Detail section.

• Type: The type of resource:Collateral,External Participant,Internal Participant, orOther.

• Name: The name of the resource. If the Type isCollateral, a lookup for Marketing Collateral appears. If Type isInternal Participant, a lookup for Workers appears. If the Type isExternal Participant orOther, then no lookup appears.

• Session: You can select a session to which to relate this resource. A resource can only be related to one session.

• Description: A description of the resource.

• Apply Resource: Click this button to close the Resource Detail section and apply the changes to the Resource Summary grid. If you arrived at this page from the Session page, then you will be returned there after the changes are applied.

This tab displays information about the event costs:

• Name: The event or session name. Event names are not linked; session names are linked to their associated event and clicking them will display that event's information.

• Budget Amount: The budget amount from the event. This value is not used in calculations.

• Planned: The planned amount (totals) as entered as event or session costs, totaled by event or session.

• Actual: The actual amount (totals) as entered as event or session costs, totaled by event or session.

• Difference: The Planned value minus the Actual value.

This tab displays information about event cost types:

• Description: A description of the cost, entered during Cost Setup.

• Cost Type: The type of cost, entered during Cost Setup.

• Planned: The planned amount (totals) as entered as event or session costs, summarized by cost type.

• Actual: The actual amount (totals) as entered as event or session costs, summarized by cost type.

• Difference: The Planned value minus the Actual value.

Select the check box to select a note for emailing.

See Sending Manual Notifications From CRM Transactions.

Click the Subject link to view the note detail.

The event session to which the note is related. If the note is for an event, this field is empty.

If there are any attachments associated with the note, a paperclip icon appears in this field.

The name of the person who added the note and the date on which it was added.

Select Event orSession from the list of choices.

If you selected Session in theNote Type field, you can select an available session from the list of choices.

The subject of the note.

Select the name of the audience you want to load.

Click this button to load one or more seed audiences to create the initial participant list. You can add participants manually or by loading additional audiences, which are added cumulatively to the list. If the audience is dynamic, clicking this button will generate it.