Multiple Seats for an Event Participant

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Terri Simmons
Terri Simmons
Ninth Anniversary 25 Likes Photogenic First Comment
in Blackbaud Raiser's Edge NXT®: General Discussion
I would like to use the Event module to help with a specific drive we have around Christmas to help keep track of who has committed to provide gift bags.  Often, a person or company will commit to multiple bags of different types. Is there a way in Event that I can register someone for multiple seats and assign accordingly?  I would really not want to have to add a guest for each bag someone is committing to.
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  • shani traum
    shani traum
    Ninth Anniversary 250 Likes 100 Comments Name Dropper
    How about if each bag is a "price unit", so each person/company has a participant record.  On each record's fees tab, you track the bags they'll be bringing.  If there are predetermined types of bags, they could be listed that way.  If not, the type could be listed in the comments box next to the unit.


    So...

    Sam Seaborn is committing to t bags - two for boys, one for girl, one for a woman.


    He has a participant record.


    On the fees tab, you either:

    List "bag" as the unit 3 times (on three lines) and put in the comment field the type of bag for each

    Unit...Quantity...Comment (don't have RE open, so not able to put in column titles, but hopefully this makes sense)

    Bag...2...Boy

    Bag...1...Girl

    Bag...1...Woman


    OR


    You create units called "Bag for Boy", "Bag for Girl", "Bag for Man", "Bag for Woman"

    On Sam's fee tab, you select:

    Bag for Boy and set quantity to 2

    Bag for Girl and set quantity to 1

    Bag for Woman and set quantity to 1


    Shani


     
  • Terri Simmons
    Terri Simmons
    Ninth Anniversary 25 Likes Photogenic First Comment
    I can see how using the price units could work. However, I also need to keep track of how many have been committed so I know when my need for a specific type of bag is filled.  I need 175 men's bags and 35 women's bags.  I was hoping to use seats to show me how many bags were still needed of each type. (I have a lot of other bag types as well).  I could do this in Excel, but why would I?
  • Shelley Hindmon 2
    Shelley Hindmon 2 Blackbaud Employee
    Ninth Anniversary 25 Likes 10 Comments Photogenic

    Terri Simmons:

    I can see how using the price units could work. However, I also need to keep track of how many have been committed so I know when my need for a specific type of bag is filled.  I need 175 men's bags and 35 women's bags.  I was hoping to use seats to show me how many bags were still needed of each type. (I have a lot of other bag types as well).  I could do this in Excel, but why would I?

    Terri, I agree with Shani's two suggestions on how to track the types of bags using registration fees rather than the seating tool. I think in the long run, this will be an easier way to track the data and compare it year over year. Although there is not a way to limit the number of event registrations by type (or bag in your case), you could built an Export that will sum the number of each event registration fee, for example woman bags, men bags, boy bags, and girl bags. 


    I created an Event Export. I would recommend limiting the results to Include One Record and choose the event you are working on. Find Registration Fees under the Participant section in your available fields list and choose "No. Units." This is basically summarizing the number of tickets or bags you sold for this event. When the criteria window opens, enter 1 for the number to export, select only 1 of your ticket options, for example men's bag, and say OK. 
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    Repeat the steps above for each type of ticket/bag you have. Make sure that you are creating a new criteria group/section for each of your ticket/bag types, as shown below.
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    When you preview the Export, you will have one column with the total number of tickets/bags for each of your ticket/bag types. Your preview should only have one row listing the specific event that you selected. Save this parameter file and run it as fequently as you need to in order to track your ticket/bag numbers.
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    I hope this helps to give you another alternative to using the seating chart with the extra work of adding additional participants to cover all of the seats/bags. Let me know if you have any questions!

  • Terri Simmons
    Terri Simmons
    Ninth Anniversary 25 Likes Photogenic First Comment
    I tried duplicating your Event Export, but when I get to the Registration Fees level of the criteria, my options do not show up.  I have fed some dummy data in with a couple different types of Registrations as discussed below, but I am not given the option to select.5d3f2829beec995b0d106ef353bf2d0e-huge-ex
  • Art Bryman 2
    Art Bryman 2
    Tenth Anniversary 100 Comments 25 Likes Photogenic



    Terri Simmons:

    I tried duplicating your Event Export, but when I get to the Registration Fees level of the criteria, my options do not show up.  I have fed some dummy data in with a couple different types of Registrations as discussed below, but I am not given the option to select.5d3f2829beec995b0d106ef353bf2d0e-huge-ex

    Hi, Terry! 


    Looks like it's been a year since your last response was posted :(

    Don't give up!  You were on the right path.  The "Participants" selection window shows the various choices within the "Participation" field, on a participant's record:
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    It looks like you don't have any "Participations" in your RE - so all you need to do is leave "All Participants" checked, and press "OK" to continue with the rest of the export.


    I do have an alternate suggestion, if you want to limit the number of registrations.  My suggestion is to use 2 events - one for men's bags, one for women's. 

    Then, you can use the "Capacity" field to set a limit for each event.  Please see caveats* below, for more info on capacity.


    I also recommend creating a new "Group", called "Christmas Gift Bags 2017", and setting it for both events.  There are several reasons for this:

    1) When you open a participant, you see all of the events in that group that the participant is registered for.  Thus , you would see who's getting both men's and women's bags.

    2) There's a "Grouped Event Registration" wizard

    3) Some events allow reporting on Event Groups, so you wouldn't need to run 2 separate reports.
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    *Capacity caveats:



    On an event record the Capacity field allows you to set the maximum number of total participants that can be added for an event.  Any individual or organization added to the Participant's tab will count toward the maximum capacity number that was entered on the Event's General Tab and includes registrants, guests or sponsors. 


    In The Raiser's Edge, when the business rules are configured to Warn when event capacity will be exceeded, The Raiser's Edge will warn about exceeding event capacity when the sum of Registered, Not Registered, and Do not Registerparticipants equals or exceeds the event Capacity set on the General tab.  


    The NetCommunity Event Registration Form and Event Registration Form (Classic) part types only count participants marked as Registered toward the event capacity when set to use event capacity.  This creates situations where The Raiser's Edge produces warnings about exceeding event capacity when manually entering new participant records, while the NetCommunity Event Registration Form parts continue to allow online event registrations.


    Solution:
    Reduce the Capacity on the RE Event record to the number of Registration = Registered Participants that should not be exceeded




     



     


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