Event Best Practice: Pricing & non constituent guests

Denise Hawks

I am using Event module to track an event with sponsorships and prices.

We have individual tickets hosts for tables of 10 individuals.

When a donor responds to our invite to become a table host, do you create a pledge for the event fee?

I am marking the hosts records as table hosts, and I may not learn the names of their guests, must I create a participation record of "Jones Guest 1" and so on for the table of 10?

I want to be able to track how many tables/seats we have available.

Thanks for your help!

 

Joanne Felci 2

Hi Denise,

I manage something very similar in my organization


A few questions before our process:


By table host I'm assuming they committed to buying the table or are they the table captain and individuals will purchase tickets?


In either instance I set up that person as the table captain, assign them a table in seating (usually set these up alpha by last name of table captain). If they buy the table outright (or commit to buy the table) I set up guests as you describe below TC Name-Guest 1, TC Name-Guest 2, etc.


If they are going to have others buy seats on their own I do not do that guest step


I do not put a pledge on the record - usually our captains/hosts will pay for table up front


Hope that helps...


Joanne

Ryan Hyde

Everything Joanne said is spot on. To clarify from your original question, you do indeed need to put in placeholder non-constituent guests to keep track of your total expected population for seating purposes. You can of course change the name later on, or even link the non-constituent guest to an actual constituent if that person is already in RE. 


Also, have you ever used the RE Mobile Events app? It's actually pretty good, and I'd recommend using it at check-in if you have enough tablets on hand.

Denise Hawks

Thank you, Joanne! I appreciate your feedback!

Denise Hawks

Thanks, Ryan! This helps so much. I did enter guest place-holder records.

I have not worked with the mobile Events app. Can you please tell me more about that?

We would like to be able to process credit card donations at the Event, what do I need to do to set this up?