Event registration reporting

Peggy McNulty

I have an event that has several different levels of sponsorships and 3 different ticket price points.  I need a report that will tell me how many units of each have been purchased.  Anyone have an idea.  Chat support says it can't be done.

Ryan Hyde

Are there gifts linked to each of these purchases and sponorship levels? If so, how are they stored? For us, this sort of stuff gets saved in the appeal and package info, but maybe appeal + $ value would do the trick for you. 


If you can look at a gift on a donor's record and know what it's for, then you should be able to query for it, export it, and generate a report outside of RE pretty easily.

Peggy McNulty

I am looking for a succinct report that would tell me that, for example, 3 gold sponsoships, 5 silver sponsorships, 15 teacher sponsors, and 60  tickets have been sold for my event.

Ryan Hyde

Right, but as support said, there's not a report that does this, so you'll need an alternate solution


Here's a more detailed example of my method, using appeal and package. My appeal matches my event, and the package indicates what specific part of the event this gift was in support of. 


Let's say this is this year's gala. My appeal is Gala FY17.


Within that appeal, I have several packages. Among them are:

ITS (individual ticket sale)

CP (Corporate sponsor)

ISP (Individual sponsor)


I'm not suggesting you use my nomenclature here as it's a little weird (predates me - I use it for year to year consistency though). But you could have package for "Ticket Sale," "Gold Sponsor," "Silver Sponsor," etc. 


You could then just do an appeal performance analysis and include package level detail and you could see this stuff pretty quickly. The only problem would occur when one person buys multiple tickets. If that's going to cause heartburn for you, you could export the gifts in question, sum the $ total for the ticket sales, then divide by the cost of a single ticket. That'll get you your number of tickets sold, assuming you didn't discount anything. 

shani traum

How about some sort of gift attribute?


Something like...

Attribute Category:

Gold Sponsor

Silver Sponsor

Indiv. Ticket


Description allows you to add in the number purchased.


Then you can export gifts made to the fund/appeal/whatever you used to note these as event gifts with Attribute category and description part of the output.  Then in EXCEL you can sort/total as needed?

 

Gina Smith 2

Peggy McNulty:

I have an event that has several different levels of sponsorships and 3 different ticket price points.  I need a report that will tell me how many units of each have been purchased.  Anyone have an idea.  Chat support says it can't be done.

I've used the package field to do this - but as another user indicated - it isn't always clean for this kind of report b/c it doesn't tell the quantity of tickets/tables/sponsorships purchased.  We even have some who purchase 1/2 table - and that really gets confusing.


I still use package - but to get this type of report, I use attributes.  If you have the event module, you can put the attributes on the event participant record.  If you don't use the Event Module, you can do this on the constituent attributes. I set up an attribute for the "purchase level" and have the description tied to a "dropdown/table" with all the levels of purchase available.    In the comments field - i simply type a number - indicating the # of tables.  Like this:

Attribute Desciprtion                 Attribute Comment

Gold Level                                             1

Individual Ticket                                     5

Silver Level                                           .5 


Then i just create a query that simply spits out this data, export it to excel, sort by the description and calculate totals for each "level."


Its not high-tech - but it works great for a quick look at what we have already sold.


Good luck!! 

Gina

Tom Klimchak

We do this all the time with the Event module.  Unlike most everyone else here, we do NOT use Gift Attributes because sometimes we don't get the payment for the event until after the event has taken place.


Instead, we have two options, both on the Participation record :


For simple events we can sometimes get away with just using the Registration Fees tab to keep track of tickets and maybe a simple underwriting or two.  But for more complex events where we have "Packages" that include tickets and underwriting and donations we use the Attributes/Notes tab. We might have an attribute for Sponsor Type, Tree Name (Holiday event!), another one for Tickets, another one for Youth Tickets, etc...  


It's relatively easy to then export out or query on any of those attributes.  A simple pivot table report can give you tallies.


Good luck!

Elaine Tucker

I wrote a crystal report - groups registration fee units and then totals them up.

I can send it to you if you like. (I could not figure out how to attach it to my response)

Peggy McNulty

If you could send it to me that would be
wonderful!

 

Thanks,

 

Mrs.
Peggy Kerrigan McNulty ‘79

Director of the
Annual Fund and

Database
Services, Regina Dominican

pmcnulty@rdhs.org 
 I  
847-256-7660 ext. 270   I  
rdhs.org

Facebook I 
Instagram I
 Twitter

 

Tom Klimchak

Peggy,

 

Well, our report would be using custom
attribute fields, so I’m not sure if it would really be helpful to
you.  We will sometimes use a custom made Pivot Table report
or, when time allows, we’ll create a custom Crystal report… but
again, they’re usually based off custom attributes….

 

-Tom

Thomas E.
Klimchak

Senior Director of
Advancement Services

External
Affairs

P:
732-571-7581

www.monmouth.edu

  

 

 

InstantAlert Hi Tom!

 

Re: Event registration reportingGeneral Discussions in Raiser's Edge Posted on February 1, 2017 at 11:35 AM   Peggy McNulty

If
you could send it to me that would be wonderful!

 

Thanks,

 

Mrs. Peggy Kerrigan
McNulty ‘79

Director of the
Annual Fund and

Database Services,
Regina Dominican

pmcnulty@rdhs.org 
 I  
847-256-7660 ext. 270   I  rdhs.org

Facebook I Instagram I
 Twitter

 

 

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