Table of Contents
Introduction
An event can have one or more event items. If you are going to accept registrations then you need at least one event item configured (even if the price is $0.00). When someone registers, they will choose one or more event items by clicking the + button on the right:
Each event item can be configured differently (price, payment method, restrictions, CEUs, and more).
Adding an Event Item
Adding a New Item
- Click on the Events menu and then Select Events.
- Click on the event name.
- Under the Event Settings tab, click Event Items.
- Click New Event Item.
- Enter the Name which will appear on the registration screen, but also in the invoice.
- You may enter an event item description (max of 200 characters) if you want to offer more information about this event item to the registrant. It will appear on the Select Items screen during registration (below the event item name).
- Adjust any other settings if desired and click Save.
Copying from an Existing Item
If the event item being created is similar to another event item in the list then create a copy of it.
- Click on the Events menu and then Select Events.
- Click on the event name.
- Under the Event Settings tab, click Event Items.
- Next to the event that should be copied, click the copy button.
- Change the Name to the name you want on the registration screen and in the invoice.
- Adjust any other settings if desired and click Save.
Event Item Settings
When adding or editing an event item, there are several fields:
- Event Item Description: This allows you to offer more information about this event item to the registrant (max of 200 characters). It will appear on the Select Items screen during registration (below the event item name)
- Number of Attendees Included: This is the number of people who can attend per quantity of 1. Ordinarily, this would be set to 1.
The screenshot above is 1 = 1, but if this event item includes 2 people for every quantity of 1, then the "Number of Attendees Included" would be set to 2, and a quantity of 1 would add 2 people, a quantity of 2 would add 4 people, and so on.
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Revenue Item: The Revenue Item that should appear on the line item of the created invoice (if applicable).
- Payment Type: The default payment type used for online registrations that are paying by credit card. Staff can select other payment types when adding a registration in MC Trade.
- Is a Sponsorship: This allows you to create Sponsor records as you register people for this item.
- Is Public: This will display the event item on the website. If this is not checked then it will not display online (regardless of the start/end dates below).
- Invoice Due Date: This will set the Due Date on any invoice created through the event registration process. This is generally the date of the event, but can be set differently.
- Sales Dates: This is the Start and End date. The event item will automatically appear on your website during these dates ("Is Public" must be checked). It will be hidden before the start date and after the end date.
- Number of Items Available (if limited): This allows you to limit how much of this event item is available. It will track how many are left and display that to each registrant. If a number is entered then, as each person purchases this item, that number will decrease until it is sold out, and then no one can purchase any more.
As an example, if we enter 2, then (2 Available) will appear below the item during registration.
If someone purchases 1, then the next registrant will see (1 Available). If that person also purchases 1, then the next registrant will see (Sold Out) and not be able to purchase the item.
- Max Quantity Per Registration: This is a limit, if desired, on the quantity that can be entered for this event item per registration. As an example, if this is set to 2 then, when someone registers, they can only add 2 for the number of attendees.
- Member/Non-Member Pricing: This will create two prices: Non-Member Price and Member Price.
- Price: If "Member/non-member Pricing" is disabled then enter the cost here.
- Is Taxable: When set, this Event Item will be taxable and automatically add the tax to the invoice created through registration.
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Restrict to Members Only: This will restrict the event item to members. If logged out, the registrant will see "Log in above" instead of a quantity.
- Allow Primary Related Profiles of Members to Receive Member Pricing/Items: When restricting this event item to members only, enabling this sub-option will allow profiles that have a primary relationship to the member to still purchase the item at the member price.
Relationships are configured as Primary or Non-Primary. An example of a primary relationship is an "Employee" and a non-primary relationship is a "Former Employee."
- Restrict to Affiliation Codes: This will restrict the event item to profiles that have at least one of the specified affiliation codes. If desired, enable this option, then highlight an affiliation code that you wish to add, and click on the arrow pointing to the right.
Any of the restrictions above requires the registrant to to be logged in, so that their profile is validated for access. If you are not willing to require that people log in to register for certain items then you will need to leave the event item as a normal price (Member/Non-Member Pricing disabled) and no restrictions.
If you've enabled any restrictions then you will see these three options:
- Teaser Message which will appear on the registration page when the user is logged out. If you do not fill this out, it will display: "Log in above" next to this event item.
- Restricted Message which will appear on the registration page when the user is logged in, but does not qualify to purchase the item due to restrictions. If you do not fill this out, it will display: "Item is restricted" next to this event item.
- Hide Item Until Registrant Log In: If this is checked then this event item will not appear when the user is logged out. The teaser message will also not display. This is useful if you only want members to be aware of this restricted item.
- CEUs: You may create one or more CEUs (Continuing Education Units) which involves a credit type and number of credits awarded after the attendee is marked as "Attended."
If your CEUs are earned by selecting an option from a Custom Registration Field (such as a particular class session), then set up your CEU in the Registration Form Settings instead.
- Create Separate Attendee: This allows the event item to add another attendee whenever it is selected. If this box is checked, a new "person" will be added to the list of attendees for that item, rather than adding the item to any existing attendees already created.
In the example below, Dinner, Show, and Guest each have 1 registered.
Ordinarily, with "Create Separate Attendee" left disabled, one attendee would be added for all three because MC Trade assumes that the same person is registering for all three. In this situation, Dinner and Show do NOT have "Create Separate Attendee" enabled, so one attendee would be added for those, with both items assigned to them. Guest DOES have "Create Separate Attendee" enabled, so a second attendee would be added for that item.
Once you've configured the Event Items, click here to move on to the Registration Settings.
Editing an Event Item
- Click on the Events menu and then Select Events.
- Click on the event name.
- Under the Event Settings tab, click Event Items.
If you see two prices next to an event item, the one on the left is the non-member pricing, and the one on the right, is member pricing.
To see an overview of all event items in one grid, click View All Event Item Details. This will open a window showing all Event Items, and you can scroll to the right to see all field values. You can also Export the Event Item details from this window.
The order of event items on this screen reflects the same order that everyone will see during registration. If you want to re-order these items, click on an event item name and hold. Then drag your mouse up or down to move the item and release.
- Next to the item you wish to edit, click Edit.
- After completing your changes, click Save.
Deleting an Event Item
- Click on the Events menu and then Select Events.
- Click on the event name.
- Under the Event Settings tab, click Event Items.
- Next to the item you wish to delete, click the delete button.
- Click Delete to confirm.
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