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Agenda & Fees

Create admission items, agenda sessions, and entrance fees.

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Once you click on Agenda & Fees from the main event header bar, new Section Links appear on the left-hand navigation. Please note that the links that appear on the left hand navigation are based on what you selected previously in the Details section.

 

 

 

 

 

 

Admission Items (Agenda & Fees > Admission Items)

Admission items can be thought of as the registrant's “ticket” to the event. Examples of Admission Items are Event Registration, Saturday Only Pass, or One Day Only Pass. The planner must create at least one admission item and the registrant must choose one and only one.

 

When you first access Admission Items, you will have a default item called “Event Registration.” You can edit/delete this item and/or click Add to add your own item.  The example below shows how to add a new admission item.  

 

Click Add to create an admission item.

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Add Item Details:

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Click Save or Save and Add. If Save and Add is selected, and Advanced fee has been chosen, you will be taken to the Fee Setup Page before adding new items.  The Fee Setup Page is already included in the default "Event Registration" admission item.  

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Associate Fees to this Admission Item:  Set-up the fee structure based on your contact types.  For help determining fees, please use the Workshop Registration Fee Calculation Worksheet.

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Fee name: Should be the same as the contact types that are being used to give different fees to different types of registrants.

 

 

 

Fee Amount: Enter the highest price the specific contact type will incur.

 

 

 

 

 

Select the contact type(s) to which this fee applies.  Each individual contact type should be linked with a fee.

 

Discounts and Refunds

Amount Refunded vs. Cancellation Fee Charged: What's the difference?

 

Scenario 1: Amount Refunded

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Scenario 2: Cancellation Fee Charged

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To create a new admission item with similar details, such as a different fee for a State Council member, you can open the Event Registration item and select Copy Admission Item.  Make changes to your copy.  See Clone Session below for more details.

Create your Agenda

Sessions (Agenda & Fees > Sessions)

Next, setup your event agenda by clicking on the Sessions link under the left section links. Cvent allows you to create multi-day, multi-track, and multi-session agendas.

 

You must decide whether each session should be included in the event registration or an optional session.

Included Session:

 

Optional Session:

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To import up to 100 sessions at one time, click on Import Sessions. To individually add sessions, click “Add Included Session” or “Add Optional Session.”

 

To Import Sessions:

  1. Click on Import Sessions in the middle of the screen.

  2. Create a text (tab delimited) file with the following columns. The file must have all column headers, but if you do not have information for that column, leave it blank; however, the header must still be on the file.  A sample Import File is availalble to download from this screen.

 

Session Import Fields

Column Name

Note

Session Name

Required field.

Session Code

 

Session Type

Required field. Indicate Included or Optional.

Session Start Date/Time

Required field. Example 12/01/2008 12:30 PM.

Session End Date/Time

 

Session Capacity

 

Session Description

Enter description text.

Registrant Information

 

Credit Value

 

Session Category

 

Display Style

Normal or Italics

Fee

Fee amount. Simple Fees only.

Fee Name

 

Auto Close Date

 

Registration Status

Open or Closed

 

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  1. Find the .txt file on your computer by clicking Browse.

  2. Click Import File. Your sessions will be added to the agenda.

 

Notes:

  • Sessions can only be imported into events that are in Pending or Test Mode.

  • Session information will not update. If a session already exists in the event and another with the same name is imported, a second session will be created.

 

 

To add individual Sessions:

  1. Click on Add Included Session or Add Optional Session.  See Registrant Perspective for more detail on Included vs. Optional Sessions.

 

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The name of your session and the start date and time are all required fields.

 

 

 

The category name is set up under the administration section (category names can also be added here) and will group agenda sessions together on the agenda page.

 

 

 

 

 

 

 

 

Status:  Make sure you click on “Open for registration” in order to allow your invitees to be registered for this item during registration.

 

Optional Session Details

 

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The name of your session and the start date and time are all required fields.

 

The category name is set up under the administration section (category names can also be added here) and will group agenda sessions together on the agenda page.

 

Registrant Information: add additional information about the session so that only those registered for it can see.

 

Status and Capacity:

Make sure you click on “Open for registration” in order to allow your invitees to select this item

during registration.

 

Auto Close Date:

Set the date this item should close for registration if different than the event RSVP date.

 

Enable Waitlist:

A waitlist choice will automatically turn on if this session closes for registration

 

Fee Setup:

There is no fee for this session - This session is free.

 

Simple fee setup. No associated discounts or refunds. Everyone registering for this session pays the same amount (default) with no discounts or refunds. Enter Fee Name
and Amount.

 

Advanced fee. Take me to the fee setup page. After saving, you will go to the fee setup page to create:

  1. Multiple fees associated with contact types

  2. Early bird discounts

  3. Time related refunds and cancellation fees


Clone Sessions

Sessions (also admission items, optional items, and tracks) can be copied. This is especially helpful if you have sessions that occur multiple times throughout the event. All session information, fees, and associated questions will be copied as well. You will only need to change the date and time of the session.

 

To Clone a Session:

 

Optional Session Survey Questions - Survey questions can be associated with optional sessions so that if someone selects a particular optional session, they will be prompted to answer a question related to it. For example, there is an optional session called “Special Session with the Keynote Speaker.” The planner would like to find out what topics the registrant would like to hear about from the keynote speaker. A question can be set up so that if a registrant selects that session, they can enter in their desired topics.

 

To add a survey question:

 

 

 

Agenda Tracks (Agenda & Fees > Tracks)

Tracks are bundles of sessions within the agenda. To create a track, click on Tracks on the left hand navigation, and then click on the Add button at the bottom of the tracks screen. To associate the sessions you would like included in your track, simply check the box next to the session names you would like included. You may associate fees with your track as well.

 

 

 

 

Optional Items (Agenda & Fees > Optional Items)

To access optional items click on Optional Items on the left hand navigation. Use optional items for quantity-based items, donation items, or group items.

 

Quantity Item:

 

Donation Item:

 

 

 

Service Fees (Agenda & Fees > Service Fees)

These should not be applied.  Please forward questions or concerns to Finance.

 

 

 

Additional Discounts (Agenda & Fees > Additional Discounts)

Use this to offer discount codes to targeted invitees.  The example below shows a 100% discount for State Council Members.  You will need to provide the Discount Code to invitees eligible for the discount.

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This topic was last updated on 04/15/2011