Creating and Managing Event Items

Introduction

An event can have one or more event items. At least one event item must be configured to accept registrations, even if the item is priced at $0.00. Each event item can be configured differently (price, payment method, restrictions, CEUs, and more).

Adding an Event Item

Adding a New Item

1. Select the Events menu > Select Events.
2. Select the event name.
3. Under the Event Settings tab, select Event Items.

4. Select New Event Item.
5. Enter the Name that will appear on the registration screen and in the invoice.

6. Enter an event item description (max of 200 characters) to offer more information about this event item to the registrant. This field is not mandatory.
7. Adjust any other settings if desired and select 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.

1. Enter the Event Items section as instructed above.
2. Next to the event to be copied, select the copy button.

5. Change the Name to the new event.
6. Adjust any other settings if desired and select Save.

Event Item Settings

When adding or editing an event item, there are several fields:

• Event Item Description: 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.
• Revenue Item: The Revenue Item that will 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 is used to create Sponsor records as people register for this item.
• Is Public: This will display the event item on the website. If this is not checked, 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 the website during these dates ("Is Public" must be checked). It will be hidden before the start date and after the end date.
• Max Quantity Per Registration: This is a limit on the quantity that can be entered for this event item per registration. For example, if the limit 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, 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.
• 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: If the event item is restricted to members only, enabling this sub-option will allow profiles that have a primary relationship to the member to 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 to add, and select 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. To avoid forcing users to log in to register, leave the event item as a normal price (Member/Non-Member Pricing disabled) and no restrictions.

If any restrictions are enabled, these three options will appear:

• Teaser Message: appears on the registration page when the user is logged out. If this is not filled out, it will display: "Log in above" beside the event item.
• Restricted Message: appears on the registration page when the user is logged in, but does not qualify to purchase the item due to restrictions. If this is not filled out, it will display: "Item is restricted" beside the event item.
• Hide Item Until Registrant Log In: If this is checked, the event item will not appear when the user is logged out. The teaser message will also not display. 

• CEUs: One or more CEUs (Continuing Education Units) can be created, which involves a credit type and number of credits awarded after the attendee is marked as "Attended."

If CEUs are earned by selecting an option from a Custom Registration Field (such as a particular class session), then set up a 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 the Event Items have been configured, select continue to move on to the Registration Settings.

Editing an Event Item

1. Enter the Event Items section as instructed above.

If there are two prices next to an event item, the one on the left is the non-member pricing, and the one on the right is the member pricing.

To see an overview of all event items in one grid, select View All Event Item Details. This will open a window showing all Event Items. Scroll to the right to see all field values, or 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. To re-order these items, select and hold an event item name, and drag up or down to move the item.

4. Select Edit beside the item to be edited.

5. After completing changes, select Save.

Deleting an Event Item

1. Enter the Event Items section as instructed above.
2. Beside the event item to be deleted, select the trash can icon to delete.

5. Select Delete to confirm.

Video

This video shows how to make properly invoice adjustments to events.