Event tracking

Amanda Downes 2 · February 2018

Hello,

We're in RE Events and trying to figure out two things:

1. What is the best way to track a meal choice (e.g. vegetarian) for a particular participant or guest.

2. How to best track event sponsorships in general (under Registrants with all others invited or under Sponsors and globally add?) and specifically how many tickets are being used/unused.

Thanks for any insight or recommendations!

Amanda

Claudia Sauers · February 2018

Amanda Downes:

Hello,

We're in RE Events and trying to figure out two things:

1. What is the best way to track a meal choice (e.g. vegetarian) for a particular participant or guest.
In each participant record in the event there is an "attribute tab" and you can make the category "meal choice" and the description can also be a drop down with your options as well, you would just need to establish this in your tables.

2. How to best track event sponsorships in general (under Registrants with all others invited or under Sponsors and globally add?) and specifically how many tickets are being used/unused.
This is probably not the "best practice" but I have tracked this in the past by adding a sponsor to the event but marking them "do not register" then I simply added a new guest for each ticket they receive as a benefit, as "Guest of Company", once I received the confirmation and names of the guests the sponsors were bringing I would go in and edit the names, since they are still linked as a "guest of" the sponsor, they are linked in that way, and I would also make them a seating group in the seating module.

Thanks for any insight or recommendations!
There is so much you can do in events and I'm sure you'll get a bunch of great feedback from our other community members. Good luck!

Amanda

Cathleen Mai · February 2018

1. Meal Choices: on the participant record under more info. You might have to set your table up under Event/ Menu first.

2. We record Sponsorships under Sponsors.

We enter Individuals and Organisation Sponsorships/Tables as Table name/Do not register and link all their guests under the Sponsorship list, even the Table host.

That way they all show as registrants and we still have a good overview of the Sponsorships.

Not quite sure if you are looking for total registered, this is on the very bottom of the screen when you are on the Participant tab.

Judith Raub · February 2018

Amanda Downes:

Hello,

We're in RE Events and trying to figure out two things:

1. What is the best way to track a meal choice (e.g. vegetarian) for a particular participant or guest.

We put it on the constituent record as a constituent attribute so we have it for any event they may attend in the future and pull that column into the RE query of information used for the generated report. If you put it in as an event attribute, it is only available for that event.

2. How to best track event sponsorships in general (under Registrants with all others invited or under Sponsors and globally add?) and specifically how many tickets are being used/unused.

These are put in as a type (the name of the sponsor level) and the guest listed on that constituent (org) event participant record.

We are new to using the event module and are learning.

Thanks for any insight or recommendations!

Amanda

Gaby Palmadessa · February 2018

On various tutorials and examples I've always seen meal restictions/preferences saved under Attributes.

Cathleen Mai · February 2018

Both Attribute and under More Info work just fine as long as everybody is on the same page and consistent. The Dinner Preference report pulls from the More Info tab, in case you want to use this one, but you can easily run a similar custom report with the attributes.

Amanda Downes 2 · February 2018

Thank you - this is helpful. One follow-up question below...

Cathleen Mai:

1. Meal Choices: on the participant record under more info. You might have to set your table up under Event/ Menu first.

2. We record Sponsorships under Sponsors. If we imported in all participants including potential sponsors do they move automatically to sponsor category after flagging/coding them in some way or would you just add them again as a new record (using the Table name/Do not register entry as you indicate below) under Sponsorships? Want to avoid duplication in our counts.

We enter Individuals and Organisation Sponsorships/Tables as Table name/Do not register and link all their guests under the Sponsorship list, even the Table host.

That way they all show as registrants and we still have a good overview of the Sponsorships.

Not quite sure if you are looking for total registered, this is on the very bottom of the screen when you are on the Participant tab.
Thanks!

Amanda Downes 2 · February 2018

Can you please remind me again where "More Info" can be found? It is nice that you can run a report based off this field and so we'll probably go this route but just wondering if you can designate meal choices for guests of participants specifically or does it fall under the main participant's info? Thanks again!

Cathleen Mai:

Both Attribute and under More Info work just fine as long as everybody is on the same page and consistent. The Dinner Preference report pulls from the More Info tab, in case you want to use this one, but you can easily run a similar custom report with the attributes.

Cathleen Mai · February 2018

When you open the Participants record, the tab is on the bottom left. Yes, you can do it for each guest record. You need to open the record from the Particpant menu.

Amanda Downes 2 · February 2018

Cathleen Mai:

When you open the Participants record, the tab is on the bottom left. Yes, you can do it for each guest record. You need to open the record from the Particpant menu.

Thank you for the helpful info!

Event tracking

Comments

Categories