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Davie 201 – Events – Course Materials

Summary

  • You follow a process to set up events. First, search for the event in your database. If the event is not already in the database, you set up a new event. Next, you send event invitations and register attendees for the event. Then, you configure a seating layout for the event and assign attendees to seats. Last, you can report on the event.
  • When you set up an event, you identify the location, supporting events, coordinators, tasks, registration options, preferences, and expenses for the event.
  • When you register a constituent for an event, you indicate how many guests he or she is bringing and you record registration options for the registrants.
  • Use invitations to create lists of invitees for events, and manage invitation statuses for each invitee in a list. You can also run automatic invitation processes to record that invitations were sent and create an export file
  • You can create a seating layout for any event and assign participants to seats,
  • Event reports allow you to view information about your events and seating plans.

 

Appendix:  Creating a Non GAA Event

 Overview:

Events can be created one of two ways:  (1) with the registration options as 100 percent fee; or (2) with the registration options as a portion fee and a portion tax deductible. 

When the Event is created, the creator will be asked to assign a Designation to the Event if there is a tax-deductible portion to one or more of the Registration Options.  For the event fee portion that is not tax deductible, a Benefit must be assigned to the Registration Option, which reduces the Receipt Amount.

A Benefit must be created in the Benefits Catalog and assigned a value before it can be added as a Registration Option. 

Before the Event can be completed, the Event Creator must contact Gift Services and provide the following information:

  1. Event Name
  2. Event Date
  3. Designation for tax deductible portion
  4. Benefit Name
  5. Benefit Description
  6. Benefit Value

Gift Services will create or modify the Benefit and assign a value.  The Event components will be mapped in the FRS Account System segment mapping so that all revenue for the Event can be posted to the General Ledger through the nightly process.  Gift Services will notify the Event Creator when the mapping has been completed.

OPTION 1:  EVENTS WITH FEE AND GIFT

  1. Event is set up with a default gift designation under Designations
    img-d201-events-068
  2. Under Registrations Options, registration types are added with Registration Fees and Benefits to denote what amounts are associated with the costs of the event as well as the gift portion.
    img-d201-events-071
  3. In order for the Benefit to be added to the Event, it must be mapped in the Benefits Catalog and must have a dollar amount assigned to it.
    1. Either Add a benefit to the Benefits Catalog or Edit an existing one. 
    2. Name the benefit using the approved naming convention and describe the benefit
      1. Unit Abbreviation-Benefit Name
        1. CPA Silver Tier Benefits
        2. KFBS Gala Dinner
    3. Add the value of the benefits
    4. Add the Site associated with the Benefit and Save
      img-d201-events-073