Event Manager Pro
Summit
Event Manager
Pro
User Manual
© MIE Software 1999-2013
COPYRIGHT
© MIE Software Pty Ltd
Summit Event Manager – Pro Version 9.88 October 2013. All rights reserved.
TRADEMARKS
Summit and Microsoft
Microsoft®, Windows XP®, Windows Vista®, Windows 7®, Windows 8®, Microsoft Access®,
Outlook®, Microsoft Word® and Microsoft Excel® are registered trademarks of Microsoft
Corporation.
To run Summit Event Management System under Microsoft Windows, you need to license and
install Microsoft Windows.
Summit and Australia Post
The Australian postcode database has been reproduced from a database supplied by Australia
Post. The database remains at all times the property of Australia Post and reproduction is
prohibited without the permission of Australia Post. Australia Post shall not be liable for any loss or
damage of any kind whatsoever (including without limitation any loss of profit, indirect,
consequential or incidental loss or damage) arising from any act or omission, whether negligent or
otherwise, or from any use of or reliance placed on the contents of the database.
Manual written and printed in Australia.
Any comments or queries regarding this manual should be directed to:
MIE Software Pty Ltd
E-Mail:
[email protected]
Web Page: www.miesoftware.com
CONTENTS
CHAPTER 1 GETTING STARTED .............................................................................. 1 System Requirements ............................................................................................. 2 Hardware .........................................................................................................................................2 Mandatory Operating Environment Components ............................................................................2 Tested Operating Environments ......................................................................................................2 Other Recommended Software .......................................................................................................2 Conventions Used Within this Manual ..................................................................... 2 Summit in a Networked Environment ...................................................................... 4 Changing the Screen Resolution ............................................................................. 6 Installing Summit Pro .............................................................................................. 8 Starting Summit Event Manager - Pro ................................................................... 12 Main Menu............................................................................................................. 15 File ........................................................................................................................ 17 New Event......................................................................................................................................17 Open Event ....................................................................................................................................18 Compact Event File........................................................................................................................18 Conventions used within the software ................................................................... 19 Navigating in Summit ............................................................................................ 20 Opening Forms, Reports and Processes ......................................................................................20 Closing Forms ................................................................................................................................20 Entering Dates and Times .............................................................................................................20 Printing Reports .............................................................................................................................21 Closing Reports .............................................................................................................................21 Help ....................................................................................................................... 23 General Help ..................................................................................................................................23 Displaying on-line help for the current form ...................................................................................25 Displaying on-line help for the current report.................................................................................25 Shortcut Keys ........................................................................................................ 26 Miscellaneous ................................................................................................................................26 Copying ..........................................................................................................................................26 Deleting ..........................................................................................................................................26 Text Formatting ..............................................................................................................................27 Undoing Changes ..........................................................................................................................27 Moving Around ...............................................................................................................................27 Combo Boxes and List Boxes........................................................................................................27 CHAPTER 2 SCENARIOS ........................................................................................ 28 Large Conference.................................................................................................. 29 In-House Seminar or Free Promotional Seminar................................................... 38 Chargeable Training Course ................................................................................. 45 Recurring Meeting - Separate Events ................................................................... 52 Recurring Meeting - Combined in one Event ......................................................... 57 Gala Dinner ........................................................................................................... 61 CHAPTER 3 HOW TO ............................................................................................... 68 Add Your Own Listing to the Reporter ...........................................................................................68 Align a Report ................................................................................................................................69 Allocate a Payment: Person Unknown ..........................................................................................70 Backup an Event File .....................................................................................................................71 Change Currency & Time Formats ................................................................................................71 Check for Duplicate Records .........................................................................................................72 Check How Much Money has to be Banked or Processed ...........................................................73 Table of Contents - i
Summit Event Manager - Pro
Correct an Incorrectly Entered Payment ....................................................................................... 74 Count Records in a Particular Category ....................................................................................... 74 Create an Event Budget ................................................................................................................ 75 Create an Event Programme ........................................................................................................ 77 Customise Summit ........................................................................................................................ 79 Customise the Reporter Mail Merge Template ............................................................................. 80 Deal With Dishonoured Cheques .................................................................................................. 80 Delete a Record ............................................................................................................................ 81 Find a Postcode or Suburb/City .................................................................................................... 82 Fix Mail Merge Problems .............................................................................................................. 82 Issue a Call For Papers and Expressions of Interest .................................................................... 83 Issue an Event Registration Programme or Brochure .................................................................. 83 Move Summit to the Event ............................................................................................................ 84 Optimise the Performance of Summit ........................................................................................... 84 Produce Name Badges for People who aren’t on the Database .................................................. 85 Refund a Payment ........................................................................................................................ 86 Reverse an Allocation Error .......................................................................................................... 90 CHAPTER 4 SETUP ................................................................................................. 91 Standard Form Design .......................................................................................... 92 Add-Ons, Catering Events and Sessions .............................................................. 94 EVENT DETAILS .................................................................................................. 96 Event Details......................................................................................................... 96 Secretariat Details ................................................................................................ 97 Venue Details ....................................................................................................... 98 Organisers ............................................................................................................ 99 OPTIONS............................................................................................................ 100 Global Options .................................................................................................... 100 Event Options ..................................................................................................... 103 General Settings ......................................................................................................................... 103 User Defined ............................................................................................................................... 106 Event Documents ........................................................................................................................ 108 System Checking ........................................................................................................................ 109 Name and Address Formats ....................................................................................................... 111 WinFax Pro ................................................................................................................................. 112 Tax .............................................................................................................................................. 113 IMPORT .............................................................................................................. 115 Import Demographics ......................................................................................... 115 Import from a previous event that used this software ................................................................. 116 Import from a Summit Data Collector file .................................................................................... 116 Import from a Summit Expo Registration Manager file ............................................................... 117 Import from another MIE Software application ........................................................................... 117 Import from a Microsoft Excel Spreadsheet ................................................................................ 118 Import from a Comma Delimited Text File .................................................................................. 118 Import from a Microsoft Access Database .................................................................................. 119 Link Fields ................................................................................................................................... 119 Importer ....................................................................................................................................... 120 Import Structure .................................................................................................. 122 Import Organiser Tasks............................................................................................................... 123 FINANCIAL DETAILS ......................................................................................... 124 Registration Types .............................................................................................. 124 Budget Calculation Settings ........................................................................................................ 126 Add-Ons.............................................................................................................. 127 Lock Event Fees ................................................................................................. 130 Banking Details ................................................................................................... 131 Payment Types ................................................................................................... 132 Budget ................................................................................................................ 134 Table of Contents - ii
Summit Event Manager - Pro
Page 1 ..........................................................................................................................................134 Registration Types, Add-Ons and Catering Events .....................................................................134 Page 2 ..........................................................................................................................................136 Sessions ......................................................................................................................................136 Trade ............................................................................................................................................137 Travel and Accommodation .........................................................................................................137 Page 3 ..........................................................................................................................................138 Other Variable Costs ...................................................................................................................138 Other Fixed Costs ........................................................................................................................138 Other Income ...............................................................................................................................138 Miscellaneous ..............................................................................................................................139 REFERENCE FILES ........................................................................................... 140 Advertising Sources ............................................................................................ 140 Billing Methods .................................................................................................... 141 Booths ................................................................................................................. 142 Carriers ............................................................................................................... 144 Contact Types ..................................................................................................... 144 Equipment ........................................................................................................... 145 Flights and Transfers ........................................................................................... 146 Bulk Travel Update ......................................................................................................................148 Hotels .................................................................................................................. 149 Bulk Update .................................................................................................................................151 Block Book by Date Range ..........................................................................................................152 Hotel Room Block Bookings ........................................................................................................153 Locations ............................................................................................................. 154 Profiles ................................................................................................................ 155 Suppliers ............................................................................................................. 157 Tables ................................................................................................................. 158 THE ESSENTIALS .............................................................................................. 159 Catering Events ................................................................................................... 159 Sessions .............................................................................................................. 163 Session Status .............................................................................................................................166 Name Badge and Ticket Design .......................................................................... 167 Participation Settings ...................................................................................................................177 THE RULES ........................................................................................................178 Presenter Rules................................................................................................... 178 Trade Rules ......................................................................................................... 179 THE USUAL ........................................................................................................180 The Usual Registration ................................................................................................................180 The Usual Accommodation ..........................................................................................................180 The Usual Travel..........................................................................................................................181 CHAPTER 5 BEFORE ............................................................................................. 182 DATA ENTRY...................................................................................................... 183 Personal Details .................................................................................................. 183 Special Functions ................................................................................................ 186 Search by Accompanying Person’s Name ..................................................................................186 SMS Text Messaging ...................................................................................................................187 At a Glance ..................................................................................................................................188 Summit’s Specialised Filter by Form ...........................................................................................189 Right Mouse Click – Filter by Form..............................................................................................189 Master Record Display ................................................................................................................189 Print Individual Badges ................................................................................................................191 Fill Organisation Details ...............................................................................................................191 Expression of Interest (EOI) and Profile .............................................................. 194 Table of Contents - iii
Summit Event Manager - Pro
Extra Details ....................................................................................................... 196 Hotel Booking Details ......................................................................................... 198 Travel Booking Details ........................................................................................ 203 Registration Details ............................................................................................. 207 Money Menu ....................................................................................................... 211 Enter a Payment ................................................................................................. 213 Unallocated Payments ........................................................................................ 215 Allocate Payment ................................................................................................ 216 Print Invoice ........................................................................................................ 218 Receipts .............................................................................................................. 218 Tax Invoices and Adjustment Notes ................................................................... 219 Group Invoice ..................................................................................................... 220 Group Receipt..................................................................................................... 220 Group Tax Invoices and Adjustment Notes......................................................... 220 Audit Trail............................................................................................................ 221 Create Refund .................................................................................................... 222 Billing Address .................................................................................................... 223 Financial Groups ................................................................................................. 224 Trade Details ...................................................................................................... 226 Entering Exhibitors ...................................................................................................................... 227 Entering Sponsors....................................................................................................................... 228 Entering Advertisers .................................................................................................................... 229 Presenter Details ................................................................................................ 231 Abstract Review Status ............................................................................................................... 234 Other Involvement Details................................................................................... 235 Edit Tickets ......................................................................................................... 236 Ticket Preview Options ............................................................................................................... 237 Individual Correspondence ................................................................................. 238 Letterhead Designer.................................................................................................................... 240 E-Mails ........................................................................................................................................ 242 Contact Details ................................................................................................... 243 Copy Activity ....................................................................................................... 244 Single Label, Envelope and Letter Choices ........................................................ 246 Organiser ............................................................................................................ 247 Contact Follow-Up....................................................................................................................... 249 Contacts Reporter ....................................................................................................................... 250 Reassign Organising Tasks ........................................................................................................ 251 Organiser Task List Status .......................................................................................................... 252 Running Sheet Notes .................................................................................................................. 253 Create Event Programme ................................................................................... 254 Abstract Status ............................................................................................................................ 257 Abstract Review Status ............................................................................................................... 258 Tabling and Seating ............................................................................................ 259 UTILITIES ........................................................................................................... 263 Introduction to MIE WebLink ............................................................................... 263 Internet Assistant ................................................................................................ 264 Demographics Update ................................................................................................................ 267 Expression of Interest ................................................................................................................. 267 Registration Without Payment .................................................................................................... 268 Secure/Unsecure Registration With Payment............................................................................. 268 Create Event Web File ................................................................................................................ 268 Presentations Importer ....................................................................................... 269 REPORTS .......................................................................................................... 270 Delegate Lists ..................................................................................................... 270 Table of Contents - iv
Summit Event Manager - Pro
Event Reports...................................................................................................... 273 Attendance Certificates ................................................................................................................274 Attendance Certificates (without Session Details) .......................................................................274 Catering Events ...........................................................................................................................274 Catering Non-Attendance ............................................................................................................274 Catering Requirements ................................................................................................................275 Confirmed Full and Partial Delegates with No Add-Ons..............................................................275 Confirmed Full and Partial Delegates with No Confirmed Sessions ...........................................275 Delegates by Registration Date ...................................................................................................275 Delegates by Registration Type...................................................................................................275 Draft Expression of Interest Form ................................................................................................275 Draft Programme Front Page ......................................................................................................275 Draft Registration Form ...............................................................................................................276 Event Activity ...............................................................................................................................276 Event Activity Export ....................................................................................................................276 Event File Conversion Report ......................................................................................................276 Event Summary for Badges on Avery 5392 (US Letter) ..............................................................276 Event Summary for Badges on Ezi-Tag 95x112 .........................................................................276 Extended Function Attendance with Accompanying People (Tabled Only) ................................276 Frequent Flyer Details .................................................................................................................277 Function Attendance… ................................................................................................................277 Individual Schedules ....................................................................................................................277 Interest to Date ............................................................................................................................277 Menus ..........................................................................................................................................277 Name, Organisation and Registration Type Details ....................................................................277 Name, Organisation, Event Participation, Accommodation Details and Notes ...........................277 Organisation, Name and Registration Type Details ....................................................................277 Organisations by Registration Type.............................................................................................278 Other Involvement Details ...........................................................................................................278 Participation Record.....................................................................................................................278 Participation Record (Without Money) .........................................................................................278 Possible Duplicates (Matching Family Names) ...........................................................................278 Profiles Breakdown ......................................................................................................................278 Running Sheet (Landscape and Portrait) ....................................................................................278 Schedule ......................................................................................................................................278 Schedule by Location ..................................................................................................................279 Session Attendance .....................................................................................................................279 Session Attendance Export .........................................................................................................279 Session Attendance Summary ....................................................................................................279 Session Chair Report ...................................................................................................................279 Session Choice by Person...........................................................................................................279 Session Preferences and Attendance .........................................................................................279 Sessions at a Glance on Avery (5392 US Letter) ........................................................................279 Sessions at a Glance on Avery (A4 8 Per Page).........................................................................280 Sessions at a Glance on Avery (A4 6 Per Page).........................................................................280 Correspondence ..........................................................................................................................281 Individual Receipts and Refunds .................................................................................................283 Organisation Receipts .................................................................................................................283 Receipts Processed on <Date> Report .......................................................................................284 Confirmation Letters ....................................................................................................................284 Delegate Confirmation Letters (With Money Details) ..................................................................284 Delegate Confirmation Letters (Without Money Details) .............................................................284 Presenter Confirmation Letters ....................................................................................................284 Presenter Confirmation Letter with Registration Details ..............................................................285 Exhibitor Confirmation Letters .....................................................................................................285 Exhibitor Confirmation Letter with Registration Details ...............................................................285 Sponsor Confirmation Letters ......................................................................................................285 Advertiser Confirmation Letters ...................................................................................................285 Itineraries .....................................................................................................................................285 Invoices ........................................................................................................................................285 Invoices for Anyone Who Owes Money .......................................................................................286 Table of Contents - v
Summit Event Manager - Pro
Invoices for People from a Particular Organisation .................................................................... 286 Invoices for All People Who Haven’t Had Once Since ... ........................................................... 286 Invoices for Selected People ...................................................................................................... 286 Participation Records (With Money Details) ............................................................................... 287 Participation Records (Without Money Details) .......................................................................... 287 Tax Invoices and Adjustment Notes ........................................................................................... 287 Group Correspondence Tab ....................................................................................................... 288 Group Receipts ........................................................................................................................... 288 Invoices for Anyone Who Owes Money ...................................................................................... 288 Invoices for All People Who Haven’t Had Once Since ... ........................................................... 288 Tax Invoices and Adjustment Notes ........................................................................................... 288 Form Letters ....................................................................................................... 289 Name Badges and Tickets .................................................................................. 292 Edit Ticket Names ....................................................................................................................... 295 Reporter .............................................................................................................. 296 General........................................................................................................................................ 296 Participation ................................................................................................................................ 298 Profile .......................................................................................................................................... 299 Saved Queries ............................................................................................................................ 300 Multi-Registration ........................................................................................................................ 301 Multi-Add-On ............................................................................................................................... 302 Multi-Session ............................................................................................................................... 302 SMS Text Messaging .................................................................................................................. 306 Reporter E-Mail ........................................................................................................................... 307 Record Bulk Contact ................................................................................................................... 308 Reporter Listing Choices ............................................................................................................. 309 Accommodation Reports..................................................................................... 311 Accommodation Reporter ........................................................................................................... 312 Travel Reports .................................................................................................... 314 Travel Reporter ........................................................................................................................... 315 Trade Reports ..................................................................................................... 317 Equipment Reports ............................................................................................. 318 Equipment Requirements by Catering Event .............................................................................. 318 Equipment Requirements by Catering Location ......................................................................... 318 Equipment Requirements by Presentation ................................................................................. 318 Equipment Requirements by Session ......................................................................................... 318 Equipment Requirements by Session Location .......................................................................... 319 Equipment Requirements by Session Location with Presenter Details ...................................... 319 Presenter Reports ............................................................................................... 320 Abstract Booklet .......................................................................................................................... 320 Abstract Booklet with Presenter Biographies .............................................................................. 320 Abstract Review Status ............................................................................................................... 320 Abstract Status ............................................................................................................................ 320 Abstracts in Review & Abstracts in Review (One Per Page) ...................................................... 320 Blind Abstracts ............................................................................................................................ 320 Export Presentations ................................................................................................................... 321 Presentation Status by Presenter ............................................................................................... 321 Presenter Abstracts..................................................................................................................... 321 Presenter Biographies................................................................................................................. 321 Presenter Follow-Up ................................................................................................................... 321 Progressive Participation .................................................................................... 322 Contact Follow-Up .............................................................................................. 323 Templates ........................................................................................................... 323 FINANCIALS....................................................................................................... 324 Payments In ........................................................................................................ 324 Allocate Payments .............................................................................................. 324 Financial Reports ................................................................................................ 327 Credit Card Commission Breakdown .......................................................................................... 328 Table of Contents - vi
Summit Event Manager - Pro
GST Receipts and Payments ......................................................................................................328 Income Reconciliation Report ......................................................................................................328 Registration Desk Worklist...........................................................................................................329 Banking Run ........................................................................................................ 330 Re-Do Banking Run .....................................................................................................................332 Budget ................................................................................................................. 333 Receipts Reporter ............................................................................................... 333 Edit Receipts ................................................................................................................................334 Payments In Reporter ......................................................................................... 336 Edit Incoming Payments ..............................................................................................................337 Tax Invoices Reporter ......................................................................................... 338 Edit Tax Invoices and Adjustment Notes .....................................................................................339 Payments Out...................................................................................................... 341 Payments Out Reporter ....................................................................................... 343 Edit Outgoing Payments ..............................................................................................................344 Accounting Export ............................................................................................... 345 CHAPTER 6 DURING ............................................................................................. 346 DATA ENTRY...................................................................................................... 347 Registration Desk Worklist .................................................................................. 347 Process Arrivals Manually ...........................................................................................................349 Process Arrivals On-line ..............................................................................................................350 Process Arrivals at Multiple Registration Points ..........................................................................351 Add-On Results ................................................................................................... 352 Results Reports ...........................................................................................................................353 REPORTS ........................................................................................................... 353 Attendance Record.............................................................................................. 353 CHAPTER 7 AFTER ................................................................................................ 354 SUPPORT UTILITIES ......................................................................................... 355 Database Table Access ...................................................................................... 355 Run Macro ...........................................................................................................355 Install Custom Update ......................................................................................... 356 REPORTS ........................................................................................................... 357 Participation Breakdown ...................................................................................... 357 Confirmed Delegates by Profile ...................................................................................................357 Confirmed Delegates by Advertising Source ...............................................................................357 Confirmed Delegates by State (or Country if not <Default Country>) .........................................357 Participation by Add-On ...............................................................................................................357 Marketing Breakdown Report .............................................................................. 359 Incomplete Participation Reports......................................................................... 361 Confirmed Delegates Who Didn’t Attend the Event.....................................................................361 Confirmed Delegates Who Didn’t Receive a Satchel ..................................................................361 TROUBLESHOOTING GUIDE ................................................................................ 362 Difference in Numbers on Catering Requirements Report and Function Attendance Listing .....362 Equipment Reports Don’t Show Correct Equipment in Sessions ................................................363 Error Messages............................................................................................................................363 Functions on Money Menu Don’t Work .......................................................................................363 Name Badges Don’t Fit Properly on Stationery ...........................................................................363 Name Badges With Pictures Have "Out of Memory" Problems When Printing ...........................364 Presenters are Marked as Confirmed But Their Presentations Don’t Appear in the Draft Programme
.....................................................................................................................................................364 Reconciling Profit & Loss Income with Reconciliation Report Income ........................................365 Summit Forms Don’t Fit Fully on to your Monitor ........................................................................365 Table of Contents - vii
Summit Event Manager - Pro
GLOSSARY ............................................................................................................ 366 INDEX ..................................................................................................................... 377 Table of Contents - viii
CHAPTER 1
GETTING STARTED
Welcome to Summit Event Manager - Pro.
The Summit Event Management System is structured the way most events are organised. There are
things you do to set up the event, things you do before the event, things you do during the event and
things you do after the event. This is why we have Setup, Before, During and After menus.
The best way to start using Summit is to read this chapter first, then find the sample event that most
closely matches your event in Chapter 2, Scenarios. Use the steps in that scenario to guide you
through creating and managing your event.
This chapter covers the following topics:
• System Requirements
• Conventions used in this manual and the software
• Software Registration and Introduction to Summit forms.
• Navigating in Summit. What all the standard buttons are and what they do.
• Help. General and specific.
• Shortcut keys. How to perform tasks quickly and move around without using the mouse.
• Main Menu
• Creating a new event, opening an existing event, compact and repairing an event.
• Updating Summit
Chapter 1: Getting Started - 1
Summit Event Manager - Pro
System Requirements
Hardware
Intel® Core™ i7-870 2.93 GHz or faster
80 GB hard disk space
4 GB RAM
SVGA or higher resolution monitor (1024 x 768 resolution or higher)
Mandatory Operating Environment Components
All Summit products require the following to function correctly:
Windows XP, Windows Vista or Windows 7
Access 2002, Access 2003, Access 2003 Runtime, Access 2007 or Access 2010
Outlook 2002, Outlook 2003, Outlook 2007 or Outlook 2010
Tested Operating Environments
Windows 2000/Office 2000 (does not support Summit Central or Summit Event Manager versions
above 9.47)
Windows XP/Office 2002 (XP) - no known issues.
Windows XP/Office 2003 - no known issues.
Windows Vista/Office 2007 Refer to Windows document and Office 2007 document
Windows 7 (64 bit)/Office 2010 (32 bit) Refer to Windows document and Office 2010 document
NOTE: Summit products are not compatible with Office 2010 64 bit
Other Recommended Software
WinZip - compression program for faster emailing of event data files,
Express ClickYes - assists with individual and broadcast e-mails,
Win2PDF - enables creation of PDF files of all correspondence,
Conventions Used Within this Manual
This user manual has been designed with the following concepts in mind. It is a standard A4 size so
that most descriptions of forms and reports fit on a page and to allow for easy photocopying. This
practice is encouraged as the Scenario section was designed for you to photocopy the appropriate
section and use it as a checklist. The text is in Arial 11 point so that it can be easily read. The
following is how the components of Summit are described within this manual:
•
Forms, Reports and Menus
are in Title Case
•
Data fields and Buttons
are in Italics
•
File & folder names and computer commands are in Bold
User defined words are enclosed in angled brackets, i.e. < >. Every data entry form has on its toolbar
(form footer) as standard the OK button, the Cancel button and the Help button. For brevity, when
describing each form, these three buttons are not included. Some functions on the Before Menu are
repeated on the During Menu and the After Menu. In the interest of sparing the trees, these functions
are only described once in Chapter 5, Before.
2 - Chapter 1: Getting Started
Summit Event Manager - Pro
The screens displayed are a mixture of Windows XP, Windows Vista and Windows 7, as well as
Access 2003, 2007 and 2010. You will notice that Microsoft changed the shade of the system, or
background, gray colour between these versions of Access, from a darker to a lighter gray.
Chapter 1: Getting Started - 3
Summit Event Manager - Pro
Summit in a Networked Environment
If you have a multi-user copy of Summit, it is licensed be loaded on up to ten computers on a local
area network. (LAN). Illustrated below are three examples of network set-ups.
Client Server Network
File Server
Holds event data (.eve) files but
should not be loaded with Summit
User 1
User 2
User 3
User 4
Copy of Summit
Copy of Summit
Copy of Summit
Copy of Summit
NOTE: The semp.mdb file should not be loaded on the network as a shared application, but onto the
local hard drive of each individual PC wishing to access event data (.eve) files (the shared data).
Using the semp.mdb file as a shared application will create conflicts with multiple users overwriting
and clearing each other’s work tables.
Peer to Peer Network
User 1
User 2
User 3
User 4
Copy of Summit
and the event (.eve) files.
Copy of Summit
Copy of Summit
Copy of Summit
4 - Chapter 1: Getting Started
Summit Event Manager - Pro
Terminal Server Environment
Chapter 1: Getting Started - 5
Summit Event Manager - Pro
Changing the Screen Resolution
Prior to installing Summit, check your screen resolution. Summit forms have been designed to fit on a
screen resolution of 800 by 600 pixels - SVGA. If your current screen resolution is less than this (for
example, 640 by 480), the forms won’t fit and you’ll have to use the scroll bars to navigate. The usual
resolution is 1024 x 768. To check and/or modify your screen resolution, take the following steps.
Choose Control Panel from the
Start Menu.
From the Control Panel choose
Display.
6 - Chapter 1: Getting Started
Summit Event Manager - Pro
Change the Settings to be the same
as those shown below, 1024 by 768
pixels.
Click on the Apply button, then click
on the OK button.
Slide this bar along
After you’ve set the display categories, press Start then Settings then Taskbar and set the
Desktop Taskbar to Auto Hide. You can set the Microsoft Office Taskbar to Auto Hide as well.
Chapter 1: Getting Started - 7
Summiit Event Manager - Pro
o
In
nstalling
g Summ
mit Pro
Yo
ou can onlyy download Summit Ev
vent Manag er – Pro if you have Access
A
200 2 (XP), 200
03, 2007 orr
20
010 running on your co
omputer. If you
y have n
no version of
o Access on your com
mputer, you will require
e
the
e Access 20
003 Runtime Environm
ment to run S
Summit .
If you
y have A
Access 2002
2/2003/2007
7/2010 on yyour compu
uter, on our website – w
www.mieso
oftware.com
m
– click
c
on Do
ownload Fre
ee Trial and
d select the
e most apprropriate version for youur compute
er save it to
o
your hard disk. Note whiich folder yo
ou save it to
o – it’s reco
ommended that you doownload it to
o either the
e
Do
ownloads orr the Temp folder.
Do
ouble-click on the dow
wnloaded file (semp<
<access ve
ersion>.exe
e) in Windoows Explorrer and the
e
following dialo
og box will be
b displayed.
ng screen is displaye
ed,
If the followin
ck Run.
clic
ou are then
n asked if you’d like to
Yo
continue with
h the installlation. Sele
ect
Ye
es.
elect the Se
etup button or
o just
Se
pre
ess Enter.
8 - Chapter 1:: Getting Sttarted
Summit Evvent Manag
ger - Pro
The Setup program
will displayy the
dialog box to the
right.
Once you’vve
checked th
hat this is
the only prrogram
running, se
elect the
Next button.
In order to proceed,
accept the
you must a
End-User L
Licence
Agreement. If you
don’t accept, the
setup proccess will
terminate.
Chappter 1: Gettting Started - 9
Summiit Event Manager - Pro
o
Alw
ways selectt the
Sta
andard
nless
ins
stallation, un
you have veryy
cle
ear and spe
ecific
ide
ea of exactlyy
nents
wh
hich compon
of Access you
u
wa
ant installed
d.
Cliick on the la
arge
bu
utton to the lleft of
the
e word Stan
ndard.
Cliick on the In
nstall
bu
utton to
commence th
he
ins
stallation
pro
ocess.
10
0 - Chapter 1: Getting Started
S
Summit Evvent Manag
ger - Pro
The time ta
aken by
your comp
puter ton
install the ssoftware
is depende
ent upon
its processsing
power.
The processs will
end by stating that
the installa
ation was
successful. Select
Finish.
Chaptter 1: Gettin
ng Started - 11
Summit Event Manager - Pro
Starting Summit Event Manager - Pro
When you first install Summit, a new submenu is added to the Programs menu. Press Start then
Programs and locate the Summit Event Manager - Pro folder. It will probably be the last entry on your
program list.
The functions of these programs within this folder are as follows.
Compact Software
Select to repack, compact and repair the Summit Event Manager - Pro or semp.mdb database. This
database becomes fragmented when you make changes or it may become corrupted as a result of a
hardware or software failure during complex transaction processing. This can occur if the power
suddenly goes off or there is a power surge. An indication of a corrupted database is when a function
that previous worked, is getting an error message. The compacted semp.mdb is usually smaller and
often provides better performance. This process should be run at least weekly during period of
frequent, heavy use.
Summit Event Manager - Pro
Select to start the Summit Event Manager – Pro.
When you first start Summit, the following message box will be displayed.
12 - Chapter 1: Getting Started
Summit Evvent Manag
ger - Pro
If you have
e purchased
d a copy of Summit Pro
o, and have
e been given
n a serial nuumber, sele
ect click on
the Registe
er menu at the top left corner of th
he screen.
below, wherre you regis
ster your Su
ummit Eventt Manager software,
s
iss displayed.
The form b
Or, if you h
have Access 2007 or 2010
2
installe
ed, the Reg
gister menu (as with all Summit me
enus) is und
der
the Add-Ins tab:
To registerr the softwa
are, enter th
he serial nu mber and name
n
exacttly as they aare printed in your e-m
mail
(upper and
d lower case
e, and dash
hes) and the
en click OK.
To close th
his form with
hout registe
ering your s oftware, clic
ck on the Cancel
C
buttoon.
To obtain new registrration detaiils, click on
n the Reque
est New Se
erial Numbeer button. You
Y
can en
nter
your detaills directly into the displayed scre
een, or con
ntact MIE Software
S
(ddetails at the front of this
t
manual) orr your local distributor.
If you are h
having difficculty registe
ering Summ
mit, you can enter in the
e details andd then click
k on the E-M
Mail
Serial num
mber and Name
N
Deta
ails button. This will transmit
t
the details yyou are entering to MIE
M
Software fo
or analysis.
Chaptter 1: Gettin
ng Started - 13
Summit Event Manager - Pro
When you first initiate Summit, you are connected to a sample event. The demo.eve datafile is the
sample conference upon which this user manual is based. You can explore this sample conference,
or if you want to create your own event, see the topic entitled File. It is recommended that you read all
the information prior to the File topic before creating your first event.
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Main Menu
The Main Menu is the normal entry and exit point for Summit. To choose any of the sub-menus, click
on the appropriate button.
Click on the Setup button to:
• Enter or modify the event name, secretariat and venue.
• Design name badge styles and define the event and financial structure.
• Define presenter rules, trade rules, system settings and user preferences.
• Import name and address information and an event structure from external sources.
• Set up your event budget.
Click on the Before button to:
• Contact, register and record the details of delegates, presenters, exhibitors, advertisers and
sponsors.
• Enter, allocate and bank payments, produce receipts and invoices.
• Enter travel, transfer and accommodation bookings, produce rooming lists and travel reports.
• View and apply internet registrations.
• Track event organisation tasks.
• Develop and print the event programme.
• Produce a schedule and a running sheet.
• Produce or export name badges and tickets.
• Determine catering and equipment requirements
• Produce tabling and seating lists.
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Click on the During button to:
• Process arrivals and queries.
• Determine and score results of competitions and tournaments.
• Produce attendance forms.
Click on the After button to:
• Follow up people who registered and didn’t attend and/or didn’t collect their satchel.
• Produce reports and graphs that break down and analyse attendance and participation.
Click on the File button to:
• Create a new event, open another event or to repair and compact an event file.
Click on the Help button to:
•
Display the on-line documentation for Summit
Click on the Exit button to:
•
Click to quit and close down Summit. If you’ve marked the field Prompt for Calculation of
Participation Statistics When Closing an Event in Global Options, you will be prompted for
compilation of participation statistics. These statistics are used for the Progressive Participation
reports and the Expression of Interest report. You may do one of the following:
• Click on the Yes button if you’re leaving Summit for the final time today.
• Click on the No button if you will be using Summit again today.
• Click on the Cancel button if you clicked the Exit button by mistake.
If you do say Yes, Summit counts the number of potentials and confirmed in each participation
category and stores the numbers with the date.
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File
This menu enables you to create new events, connect to existing events, or compact and repair
existing events.
New Event
To create an event file for a new event, click on the New Event button.
Summit will ask you to provide a filename, and a new event with that filename will be created.
Replace the asterisk (*) with the name of your event - the filename you provide must end in .eve. It is
better if you keep the event name as short as possible and to ensure faster connection times, keep to
the original DOS naming requirements, ie, no more the 8 characters and only use the letters a to z
and the numbers 1 to 0 with no spaces, hyphens, etc.
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Open Event
To open an event that already exists, click on the Open Event button and the following form will be
displayed.
Summit will ask you to select or provide a filename, and this must be the name of an event you’ve
already created. If you click on the down arrow to the left of the Browse button, the system will provide
a list of event file names that have been created previously. If you’ve moved the event file to another
directory, or on a network drive, use the Browse button to find the file.
The demo.eve datafile, already in the SEMP directory, is the sample conference on which this user
manual is based. Open demo.eve by clicking on the Open Event button and the Browse button.
Compact Event File
Compacting an event file removes unwanted space and reduces the size of the file (similar to a ‘defrag’). Event files may need repairing if you’ve had computer, power or network failures during
transactions that update multiple tables and indexes. You may suspect an event has become
corrupted if some data is unintelligible or missing.
To compact and repair an event file, click on the Compact Event File button.
Note: You cannot have the event file you want to compact and repair open, so open a different event,
for example demo.eve, the sample event that comes with Summit, or create a new event.
Summit will ask you to provide a filename, and this must be the name of an event you’ve already
created. Use the down arrow on the Event File to Open field or use the Browse button to find your
event.
You should compact on a regular basis, particularly if you’ve been deleting records or exporting large
amounts of data. If the file hasn’t been corrupted, repairing it will not damage it.
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Conventions used within the software
The software has been divided into four menus that match the phases of an event. These are the
Setup Menu, the Before Menu, the During Menu and the After Menu. All the functions required for
each phase of an event are on the appropriate menu, so you don’t need to skip around the system.
The other buttons on the Main Menu are File, Help and Exit. The philosophy of entering data only
once is used throughout this system.
The software is in the colours of blue, grey and white; blue text, grey background and white data entry
fields. These colours have been proven to be the easiest on the eyes. The data entry fields are white
where data is permitted and grey when it’s a display-only field. Data entry within Summit can be via
the mouse or keyboard, so you can click in either a data entry field using the mouse or press Tab or
Enter to get to the next field. Where possible, the requirement to use the mouse when doing batch
data entry has been eliminated.
All reports are first displayed in print preview, that is, printed to the screen. You can decide if you want
a hard copy, how many copies and/or if only a section of the report is to be printed. See the topic
Printing Reports further on.
Reference files have been used to enable the tailoring of the system to match your event. Examples
of reference files include Advertising Sources, Equipment, Hotels and Catering Events. The reference
files, found in the Setup Menu, have a limit of 32,767 items you can enter up to in each. The
information in the reference file is used as a pull-down list of allowable entries during data entry. This
enables consistent data being entered - data that can be used as a reliable source for analysis. A field
that has a reference file behind it is called a combo box (see further on).
Field
A field is anywhere you can enter data. Fields can be normal, a combo box, an option box or a check
box.
Combo Box
The presence of a combo box indicates that there is a reference file behind the field and usually, but
not always, limits the data entry to one of the list (limit-to-list). To see the list of possible entries, click
on the down arrow to the right of the field.
Display field
Combo box
Option Box
An option box has a minimum of two options from which you may choose one. If you click in one
option box, you’ve effectively selected that option to the exclusion of the rest. The selected option is
black. Option boxes are always round and are on a raised square.
Selected
Check Box
Check boxes are used to indicate Yes or No. If you want to indicate Yes - you ‘mark’ the check box by
clicking in it or pressing the space bar. This puts a tick in the square. Clicking in it again ‘unmarks’ it to
indicate No. Check boxes are always square.
Marked check box = Yes
Unmarked check box = No
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Navigating in Summit
Opening Forms, Reports and Processes
Forms, reports and processes can be opened in one of the following ways:
• Click on the left mouse button once on the desired command button.
• Tab to the desired button, then press the Enter key.
If you’re not in the section of the form containing the command button, pressing the F6 key will cycle
between the form header, detail and footer (or toolbar) sections. The currently selected button is
indicated by a rectangle on the button as shown below.
Selected
Not Selected
Once selected, pressing the Enter key has the same effect as clicking on it.
In some areas of Summit, command buttons are disabled and can’t be selected unless further
information is provided by you. Examples of this are the Previous and Next buttons associated with
finding a person’s record by family name or organisation. These command buttons are disabled if you
don’t have anything entered in the Family Name or the Organisation field.
Note: All forms and dialogue boxes in Summit are modal. This means that you can’t do anything on
the form underneath the currently active one until you’ve closed the currently active or top form.
Closing Forms
The forms in Summit don’t have the system menu icon on the top left hand side of the title bar and
must be closed using the command buttons found in each form’s toolbar.
Any of the following command buttons will close the active form.
Closes a menu or other non data entry form.
Cancels all changes made to the current record and closes the form. Note that changes
made to sub-records will not be cancelled when you exit the main form in this way.
Saves all changes made to the current record and closes the form.
Entering Dates and Times
The quickest way to enter a date is ‘day [space] month’ or ‘day [forward slash] month’ and the current
century and year are assumed. For example, if you entered ‘9 4’ or ‘9/4’, the system will redisplay ‘9Apr-10’. Every date field has a calendar next to it. You can click on it to select a date by moving
forward a day, week, month or year at a time. When you have the correct date, click on it then click on
the OK button. The date you selected will be brought through to the date field.
The times in Summit are all 12-hour clock. To quickest way to enter a time is ‘time [space] a’ for an
AM time or ‘time [space] p’ for a PM time. Minutes are indicated by the full stop or the colon. To
display 10am, you would enter ‘10 a’ or ‘10 p’ for 10pm. For 12:45pm, you would enter ‘12.45 p’ or
‘12:45 p’.
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Printing Reports
When you click on the Preview button
or the Listing button
, all reports and listings are
printed in print preview, i.e., they are printed to the screen. If you want to do more than just look at the
report on the screen, click on File in the top left hand corner of the screen.
• If you select Close, you close the report.
• If you select Print Setup..., you can change the margins of the report.
• If you select Print..., you can direct the report to any printer, print part of the report, print multiple
copies, alter the print setup, etc.
• The Send... button (if enabled) interfaces to the Mailing system on your network.
• If you select Output to Excel, the report will be exported to Excel.
• If you select Output to Rich Text Format, the report will be exported to an RTF file – most word
processors can read Rich Text Format and most of the report formatting is retained.
• If you select Output to Text, the report will be exported to a text file.
• If you select Output to HTML, the report will be exported as a web page.
Closing Reports
You can close reports in Summit in three ways.
1. Select File then the Close or press Alt+F+C as shown below.
2. Press Ctrl+F4
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3. Press the Esc button. This last option is the easiest.
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Help
General Help
If you click on Help at the top of the screen, a list of options is available as shown below. You can
make your selection by either directly clicking on the desired selection, or pressing on the ALT key
and the underlined letter.
•
On-Line Help System is the table of contents to the help documentation. Click on the area
you’d like to see.
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• Where am I will tell you which event you’re currently working on (the short name, the long name
and the event file name and its path). You can send this information directly to MIE Software.
• About Summit... displays your registration details and version number.
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• MIE on the Web will display a list of site on our website at www.miesoftware.com. You have to be
connected to the Internet.
• MIE Home will take you to the MIE Software home page.
• Check for Free Software Updates will take you to the page where you can download your free
software updates.
• Support Online will take you to the Support Online page.
• New Serial Number will send a message to MIE Software that you require a new serial number.
The message will be populated by the details from your Secretariat Details form. You can
change these if you wish.
• Client Direct Site will take you to the MIE Software Client Site.
• MIE WebLink will take you to the MIE WebLink page.
• MIE WebLink Admin Site will take you directly that site.
• Install Live Meeting
• Install Express ClickYes
• Install Win2PDF
These options are repeated on the Web Resources menu
Displaying on-line help for the current form
Summit’s on-line help is context sensitive. This means whenever you want help, the help displayed
relates to the form you’re on. You can display on-line help for the current form in the following ways:
• Press the F1 key on your keyboard.
• Click on the Help button as illustrated.
Displaying on-line help for the current report
You can display on-line help for the currently open report by pressing the F1 key on your keyboard.
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Shortcut Keys
Shortcut keys are used to perform a function. The usual method is hold down the Ctrl (or control) key
on your keyboard and press another key. For example, Ctrl+G means you hold down the Ctrl key and
press the ‘g’ key. The ‘g’ doesn’t have to be in upper case.
Miscellaneous
Ctrl+D
In the Personal Details form, check if there are any Duplicates of the current participants
records, based on the current setting of Display Duplicate Person Warning on the Event
Options form on the Checking tab. If the current setting is Never, Ctrl+D will check for
duplicates on matching first initial and family name.
Ctrl+G
Get the postcode and pre-sort indicator for the displayed record on the Personal Details
form, and just the postcode for Venue, Secretariat, Hotels and the Suppliers form.
Ctrl+F
Fill in the organisation name and address details from a record already in Summit when
you’re entering a new record in the Personal Details form. If you enter Ctrl+F anywhere in
the form, the Organisations form is displayed. Select the required organisation and click
on the OK button. Summit will fill in all the details for you. Alternatively, click on the Fill
button next to the Organisation field.
Ctrl+K
This works the same as above, ie, will fill in the address details from a selected, existing
record. It’s the same function used in Microsoft Outlook.
Ctrl+O
Display the Event Options form. If you enter Ctrl+O anywhere in the system, the Event
Options form will be displayed. This is handy for changing the report name format when
you are switching between correspondence and listings.
Ctrl+W
Where am I? or What event is this? If you enter Ctrl+W anywhere in the system, it will
respond by printing the short and long name of the event you’re currently in.
Ctrl+F1
Apply Filter. You can ‘filter’ all the records on file and so only, for example, Confirmed
Presenters are available.
Ctrl+F8
Also Apply Filter, but for use in a Terminal Server environment where Ctrl”F1 is not
available.
Ctrl+F3
Show Tabling and Seating form from the Personal Details form.
Ctrl+F4
Search by part Accompanying Person name.
Ctrl+F5
Opens the Create Event Programme form.
Ctrl+F6
Opens the Reporter.
Ctrl+F7
Opens the Organiser.
Copying
Ctrl+C
Copy the selection onto the clipboard.
Ctrl+X
Cut the selection and copy it onto the clipboard.
Ctrl+V
Paste the contents of the clipboard at the insertion point.
Ctrl+’
Inserts the same value that’s in the same field in the previous record.
Deleting
Backspace Delete the selection or the character to the left of the insertion point.
Delete
Delete the selection or the character to the right of the insertion point.
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Text Formatting
Ctrl+U
Change current field to UPPER CASE.
Ctrl+L
Change current field to lower case.
Ctrl+T
Change current field to Title Case.
Undoing Changes
Ctrl+Z or
Alt+Backspace
Undo typing.
Esc
Undo changes in the current field or current record. If both have been changed,
press Esc twice to undo changes first in the current field and then in the current
record.
Moving Around
Right Arrow (→)
Move one character to the right.
Ctrl+→
Move one word to the right.
End
Move to the end of the line.
Ctrl+End
Move to the end of the field in multiple-line fields.
Left Arrow (←)
Move one character to the left.
Ctrl+←
Move one word to the left.
Home
Move to the beginning of the line.
Ctrl+Home
Move to the beginning of the field in multiple-line fields.
Tab, →, or Enter
Move to the next field. Enter key moves to the next line in multiple line fields.
Shift+Tab
Move to the previous field.
F5
Move to the record number box; then type the number of the record you want to
go to and press Enter.
F6
Cycle forward through the header, detail and footer of a form.
Ctrl+Tab
Exit the subform and move to the next field in the master form; if not in a subform,
move to the next field.
Ctrl+Shift+Tab
Exit the subform and move to the previous field in the master form; if not in a
subform, move to the previous field.
Combo Boxes and List Boxes
F4 or Alt+↓
Open/close a combo box or list box.
Down Arrow (↓)
Move down one line in a combo box or list box.
Page Down
Move down one set of values in a combo box or list box.
Up Arrow (↑)
Move up one line.
Page Up
Move up one set of values.
Tab
To exit the combo box or list box.
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CHAPTER 2
SCENARIOS
These scenarios are to guide you through setting up Summit to suit your event. A description of
each scenario is given to help you select the one that matches most closely to your event. The
basic tasks involved in setting up Summit are listed, as well as the functions to be performed
before, during and after your event.
For details of ad hoc and one-off type tasks, such as issuing a call for papers, consult Chapter 3,
How To.
As no two events are identical, even after following the scenario you may still need to make some
modifications to match your event’s specific requirements.
In each scenario is the assumption that you’ve already installed the Summit software.
The following is a list of scenarios covered:
• Large conference
• In house conference or promotional seminar
• Chargeable training course
• Recurring meeting – separate events
• Recurring meeting – combined in one event
• Gala dinner.
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Large Conference
This scenario describes the traditional large international conference.
Characteristics
• Held on a regular basis, usually annually or less frequently.
• Delegates pay to attend.
• Promoted through direct mailings to members of related professional associations and
advertisements in trade publications and other media. Previous participants are generally
targeted.
• Includes pre-, during and post-conference functions that are not attended by all participants.
Examples include workshops, dinners, cocktail parties, social outings and an accompanying
person programme.
• A trade exhibition is held in conjunction with the conference.
• Large-scale sponsorship is sought to cover conference expenses.
• Paid advertising is sought in conference brochures and/or proceedings plus promotional
inclusions in conference satchels.
• There is an accommodation and travel component.
• Has a large catering component with a conference dinner that has set tabling.
• Presentations may be solicited in a call for papers.
With the exception of installing the software and locking event fees, the steps shown here don’t
need to be taken sequentially and any information entered may be added to, deleted or modified at
a later date.
Note: It is advisable prior to entering details into each form, you open the user manual to the
appropriate form in Chapter 4, Setup. In this section, each form is pictured and a detailed account
of the form and the data is given. It will help you understand the way Summit uses the data and
where it will be used.
Set Up
1.
Click on the File button on the Main Menu to open the File Menu.
2.
Create a new event by clicking on the New Event button. Refer to the File, New Event section
in Chapter 1, Getting Started for more details.
3.
Update the Event Details form. The key fields to update are Short Name and Full Name (for
display on the logon menu and correspondence) and the Starting Date (especially if you’re
going to import the structure from an earlier event).
If the structure of this event is similar or even identical to a previous event that was run using
Summit, it is easier to import the structure from a previous event and modify it than it is to set
up this event from scratch. If you wish to import the structure from a previous event, open the
Import Structure form and import as much of the structure as will be appropriate for this event.
For example, if this event is being held at a different venue from the previous event, don’t
import the venue details. Even if you have started defining the structure of this event, you can
still import the structure from a previous event as Summit can check with you before
overwriting anything you’ve already entered. Summit will automatically adjust the dates of
sessions and catering events from the previous event to match the start date of this event. If
you have imported all the structure from a previous event, steps 5 to 31 are only to assure that
the imported information matches the requirements of this event.
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4.
On the Setup menu, open the Secretariat Details form and enter details of the secretariat
(office address for correspondence and inquiries) for this event. If you have your own
letterhead, this form may not be necessary.
5.
Open the Venue Details form and enter details of the venue of this event. These details are
shown on the cover of the event programme.
6.
Open the Event Options and Global Options forms and set any applicable options.
7.
Open the Import Demographics form and import name and address details from as many
sources as you wish. While it is possible to import demographic information at any time, it is
best done before you start entering details of people, to minimise the risk of duplication. After
you’ve imported demographics, open the Reporter form on the Before Menu and print a full
database listing and use this to identify and delete any duplicate records that resulted from the
import(s). You can delete peoples’ records until they become financially involved with the
current event.
8.
Open the Registration Types form and enter details of the registration fees for full attendance.
Partial registrations, such as single day or single session registration, should be entered as
add-ons. These registration fees may be modified or deleted until event fees are locked. New
registration fees may be added after event fees have been locked and existing registration
fees may have the descriptions modified.
9.
Open the Add-Ons form and enter the description and costs of workshops, dinners, cocktail
parties, social outings, partner programmes and similar functions as add-ons for this event.
These add-ons may be modified or deleted until event fees are locked. New add-ons may be
added after event fees have been locked and existing add-ons may have the descriptions
modified.
10. Open the Banking Details form and enter details of the bank account being used for this event.
These details will be displayed on the Bank Deposit Slips printed during a Banking Run.
11. Open the Payment Types form and enter any additional payment types you wish to be able to
use when receiving payments for the event. The standard payment types are Cash, Cheque,
Refund and Reversal. You may enter as may additional payment types as you wish. A
summary report will be produced for each payment type.
12. Open the Advertising Sources form and enter any advertising sources you will be using to
promote the event. If you enter these advertising sources as people register for the event, you
will be able to determine what were the most effective means of advertising by running the
Confirmed Delegates by Advertising Source report under Participation Breakdown on the
Before and After Menus.
13. Open the Billing Methods form and enter any billing methods that you wish to appear on
accommodation reports sent to hotels. These are instructions to the hotel as to how people will
be paying their hotel bills. Examples of billing methods are ‘pays own account’ and ‘all charges
to conference master account’.
14. Open the Booths form and enter details of any trade booths (stands) you will be having for
exhibitors. These booths are allocated to exhibitors on the Trade form.
15. Open the Carriers form and enter any carriers that will be used for transport to or from the
event. Carrier details appear on the travel and transfer reports.
16. Open the Equipment form and enter details of equipment that may be used during the event.
Enter both technical equipment to be used during presentation sessions (such as lecterns,
slide projectors and data panels) and catering equipment to be used during catering events
(such as coffee urns and plate warmers). Equipment requirements are shown on the various
equipment reports.
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17. Open the Flights and Transfers form and enter details of any flights or transfers that you
expect a large number of people to take. This information is the source of the pull-down list of
available flights on the Travel Details form for each person. You are not limited to the flights on
the pull-down list but it is considerably quicker to pick from the pull-down list than enter all the
person’s flight details from scratch.
18. Open the Hotels form and enter details of any hotels that will be accommodating people
attending the event. Separate reports are produced for each hotel. If you have block booked
hotel rooms, enter these against each room type and date.
19. Open the Locations form and enter details of any locations where sessions or catering events
will take place within the venue. Locations are displayed on catering reports, equipment
reports, schedules, running sheet and in the draft programme.
20. Open the Organisers form and enter details of any people, departments or organisations who
will be assigned tasks related to the organisation of the event. This information is used within
the Organiser, Catering Events, Sessions and Ad Hoc Notes and is printed on the Running
Sheet.
21. Open the Profiles form, if you’re planning to target people who have attended, or had
expressed interest in previous events. You need to decide whether you wish to use the same
interest profiles as were used for the previous event from which you will import people’s name
and address details, or create new interest profiles for this event. If you want to create new
profiles for this event, and enter up to 20 profiles. If you plan to use the profiles from a
previous event that you will be importing name and address details from, skip this step and
import the profiles as part of the name and address details import.
22. If you’re using Summit to track outgoing payments, open the Suppliers form and enter details
of anyone you will be making payments to.
23. If you’re having any catering events with fixed tabling, open the Tables form and enter details
of each table and its capacity. Use the Clone Table facility if you have a large number of
tables.
24. Open the Catering Events form and enter details of the catering events (functions) associated
with this event. Catering events should be entered after equipment and location details have
been entered as these are specified within a catering event.
25. Open the Sessions form and enter details of the presentation sessions for this event. Sessions
should be entered after session type and location details have been entered as these are
specified within a session.
26. Open the Name Badge and Ticket Design form and define the name badge and ticket styles
for this event.
27. Open the Presenter Rules form and mark the check boxes corresponding to the rules that
apply to presenters at this event.
28. Open the Trade Rules form and mark the check boxes corresponding to the rules that apply to
exhibitors, sponsors and advertisers at this event.
29. If you have a large number of people doing exactly the same thing, for example, group travel
on an incentive trip, you should enter these details in The Usual Registration, The Usual
Accommodation and/or The Usual Travel.
30. Open the Correspondence Text form from the Correspondence form on the Before Menu by
clicking on the appropriate letter type and then the Edit button and enter any additional text
you want to appear at the top and bottom of receipts, confirmation letters and itineraries. The
Correspondence form is on the Before, During and After Menus.
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31. Open the Event Reports form on the Before Menu and print a Schedule and a Schedule by
Location report. These reports show the ‘skeleton’ of the event by printing the catering events
and the sessions in chronological sequence to ensure neither overlap.
32. Open the Event Reports form on the Before Menu and print a draft expression of interest form,
a draft registration form and a draft front page. These are used to ensure all the details you’ve
entered so far tally with your registration brochure or can be used as the basis for preparing
your registration brochure.
33. Check all the information on the reports created above and change where necessary.
34. Open the Templates form and select any templates you may wish to use in the organisation of
your event.
35. Once you’re certain that registration fees and add-on fees are set and you’re happy for them to
be locked into place, on the Setup Menu open the Lock Event Fees form and lock the fees into
place. You won’t be able to register delegates until event fees have been locked. Once locked,
event fees may be unlocked only if you haven’t started registering people. Once you have
started registering people, event fees can no longer be unlocked.
Before
This section is divided into two sections. The first section shows how to process expressions of
interest, registrations and other incoming information in regular data entry sessions. These
sessions might be daily, every two days, weekly or other interval depending on the volume of
information. The second section covers other Before tasks that may be performed regularly before
the event or may be performed only once, depending on the size of your event.
Regular Data Entry Sessions
First, process all the information related to people and the event. Take as many of the following
steps as apply to each person.
1.
Open the Personal Details form on the Before Menu.
2.
Find the person’s record by entering his or her family name (surname) into the Find by Family
Name field and then pressing Tab or Enter. Use the Previous and Next buttons to cycle
through all records with that family name. If you’re uncertain of the family name, you can also
find the person’s record by entering his or her organisation into the Find by Organisation field
and then pressing Tab or Enter. Use the Previous and Next buttons to cycle through all
records with that organisation. If the system does not find the person’s record it will display a ‘0
records located message’. If the system finds that more than one record matches the name
you have entered, it will display an ‘x records located message’ (where x is the number of
records located). You should check each of the records using the Previous and Next buttons
to make sure you don’t have any duplicate records. If the system only finds one record, no
message is displayed and that record is displayed. If you find the person’s record, skip to step
6.
3.
Once you’re satisfied that this is a genuine new record, click on the New button beside the
Next button.
4.
Enter as much of the person’s name, address and contact details as you have.
5.
If you have accompanying person, dietary or other extra information about this person, click on
the Extra Details button to open the Extra Details form.
6.
If the person is expressing interest, providing historical participation or profile information, click
on the EOI and Profile button to open the Expression of Interest (EOI) and Profile Details form.
7.
If you have accommodation details for the person, click on the Hotel Booking button to open
the Hotel Booking Details form. You can have multiple accommodation records for each
person.
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8.
If you have travel details for the person, click on the Travel button to open the Travel Details
form. You can have multiple travel records for each person.
9.
If the person is registering for the event, click on the Registration button to open the
Registration Details form. Remember that you can’t enter registration details until you have
locked the event fees. You can enter a new payment or allocate an existing payment directly
from the Registration Details form without returning to the Personal Details form.
10. If you have sponsor, advertiser or exhibitor information for the person, click on the Trade
button to open the Trade Details form. You can enter a new payment or allocate an existing
payment directly from the Trade Details form without returning to the Personal Details form.
11. If you have details of a presentation being given by the person, click on the Presenter button to
open the Presenter Details form and enter presentation and equipment requirements details.
12. If you have details of a person’s Other Involvement, click on the Other Involvement button to
open the Other Involvement Details form.
13. If you have a payment that has not yet been entered into the system, click on the Money Menu
button and then select Enter a Payment.
14. If you wish to allocate a payment that has been entered into the system, but is not yet fully
allocated, click on the Money Menu button and then select Allocate a Payment to allocate all
or part of the payment against the current person.
Once you have entered all the information for people, take the following steps to complete the data
entry session.
15. Do a Banking Run to summarise all payments received since the last banking run and prepare
bank deposit slips for cash and cheque payments and a summary report for each of the other
payment methods allowed.
16. Open the Correspondence form and produce the desired correspondence type - invoices,
receipts, confirmation letters, itineraries, etc.
17. Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
18. If you are recording expressions of interest, print an Interest To Date report to see how
progressive participation is coming along. This will assist you in forecasting final attendance
numbers.
19. Exit Summit.
20. Back up the event file. For further information on backing up, refer to the ‘Backup an Event’
topic in Chapter 3, How To.
Other Before Tasks
Produce name badges and tickets
Name badges and tickets may be printed directly from within Summit, or the information for badges
and tickets can be exported and given to a name badge manufacturer. To produce name badges in
either way, take the following steps.
1.
From the Before Menu open the Name Badges and Tickets form by clicking on the Name
Badges and Tickets button.
2.
Click on the Produce Name Badges option button.
3.
If you only want to produce badges that have not yet been produced, click on the Only
Produce New Badges or Tickets option button. If you want to produce all badges, regardless
of whether or not they’ve already been produced, click on the Produce All Badges or Tickets
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option button. The usual selection after your first name badge run is Only Produce New
Badges or Tickets.
4.
To have the badges produced in family name (surname) order, click on the Sort by Family
Name then Organisation option button. To have the badges produced in organisation order,
click on the Sort by Organisation then Family Name option button.
5.
Select the badge format you want to use from the Name Badge or Ticket Format pull-down list.
If you’re uncertain what a particular format looks like, or want to modify it or create a new
format, click on the Design button to open the Name Badge and Ticket Design form.
6.
Select for whom you are producing name badges from the Restrict Name Badges Produced
list box. The normal selection is All People Automatically Entitled or All People Automatically
Entitled plus Accompanying Persons. The other choices are used when you want to have
different badge styles for different participation categories.
7.
Click on the Preview button to display the name badges in Print Preview or click on the Export
button to export the name badge information. Whichever production method you choose, you
will be given the option of editing the details that will appear on the badges before they’re
produced. If you’re exporting, you’ll be asked for the export format you wish to use and the
name of the file that you want to export the name badge information to.
8.
After you have either exported or printed the name badges, you’ll be asked if you want to have
these name badges marked as having been produced. Once you have checked that the export
or print worked correctly, you should answer Yes. This will prevent these badges being
reprinted or exported during the next new badges production run.
9.
Repeat steps 2 to 8 for tickets, but you click on the Produce Tickets option.
Print Confirmation Letters
Confirmation letters are produced for people who are confirmed as presenters, exhibitors,
sponsors and advertisers. There is a different letter for each category, and letters are only
produced for people who haven’t yet had a confirmation letter produced. When people have had a
confirmation letter produced, the date the letter was produced is shown in the Confirmation Letter
Sent date field on the Registration, Trade or Presenter Details form. To resend a confirmation letter
to a person, clear the date from this field and another letter will be produced for them when you
next print confirmation letters for that participation category. To produce confirmation letters take
the following steps.
1.
From the Before Menu open the Correspondence form by clicking on the Correspondence
button.
2.
Select the participation category for whom you wish to produce confirmation letters by clicking
on the corresponding option button.
3.
Click on the Edit button and check that the modifiable section of the letter matches your
requirements, then exit the Edit form.
4.
Click on the Preview button. This will produce the confirmation letters and associated address
labels for those who have requested their correspondence be by letter. Summit will then fax
letters, then e-mail. It will produce an Activity Log so you can see what’s been done.
5.
After you have printed the letters and labels, you will be asked to confirm that they printed
correctly. When you confirm this, the Confirmation Letter Sent field for each person will be set
to the current date.
Follow-up presenters
It is often necessary to follow-up presenters to make sure they’ve registered, have submitted their
papers, biographies, photographs and technical requirements. To follow up presenters, take the
following steps.
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1.
From the Setup Menu open the Presenter Rules form by clicking on the Presenter Rules
button. Ensure that the check boxes for rules that apply to your event are marked.
2.
On the Before Menu select Presenter Follow-Up from the Event Reports form. This will
produce a report showing only those presenters that are not complying with the rules of your
event. The report also shows their telephone numbers and e-mail addresses to enable you to
easily follow them up.
This is an exception report, so you’re aiming for a blank report.
Follow-up exhibitors
It is often necessary to follow-up exhibitors, sponsors and advertisers to make sure they’ve
provided you with all the information they need to in relation to the event. To follow-up your trade
people, take the following steps.
1.
From the Setup Menu open the Trade Rules form by clicking on the Trade Rules button.
Ensure that the check boxes for rules that apply to your event are marked.
2.
On the Before Menu select Advertiser Follow-Up, Exhibitor Follow-Up and/or Sponsor FollowUp from the Trade Reports form. This will produce a report showing where they are not
complying with the rules of your event. The report also shows their telephone numbers and email addresses to enable you to easily follow them up.
Advise accommodation requirements to the hotels
1. From the Before Menu open the Accommodation Reports form by clicking on the
Accommodation Reports button. Select the report that you want to print and then click on the
Preview button. Each hotel’s details will start on a new page.
2.
If you are receiving accommodation deposits and passing them onto the hotels, print a New
Accommodation Requirements report, and make the cheque amount equal to the Total
Accommodation Deposits amount. Send the cheque and the New Accommodation
Requirements report to each hotel.
Determine catering requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that all catering events have been entered and that the three areas that form the
basis for calculating the number to cater for are correct. The three areas are Full Registrations,
Discretionary Adjustment and Add-Ons Covered.
2.
On the Before Menu select Catering Requirements from the Event Reports form. This will
produce a report showing how many people need to be catered for at each catering event.
Determine equipment requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that the equipment requirements of each catering event have been correctly
entered.
2.
From the Setup Menu open the Sessions form by clicking on the Sessions button. Check that
the standard equipment requirements of each session have been correctly entered.
3.
On the Before Menu under Event Reports select the Presenter Follow-Up report. This will
produce a report showing where presenters are not complying with the rules of your event.
Check that all presenters have submitted their technical requirements. You may also wish to
check each presenter’s Presenter Details form to ensure that equipment requirements are
correctly entered against each presentation.
4.
From the Before Menu open the Equipment Requirement Reports form by clicking on the
Equipment Reports button. Choose the report that you want to print and then click on the
Preview button.
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Produce travel reports
These reports are useful if you are arranging transport to or from the event and nearby airports.
1.
On the Before Menu click on the Travel Reports button. Select the report you want to print and
then click on the Preview button.
During
During the event, the focus is on processing people rapidly as they arrive at the event. Frequently,
these arrivals come in bursts at the beginning of a session, followed by a lull when the session
actually commences. This section is divided into four parts; Before the day’s arrivals, During
arrivals, After arrivals and End of each day.
Before the day’s arrivals
From the During Menu open the Registration Desk Worklist form by clicking on the Registration
Desk Worklist button. Click on the Preview button to produce one or more paper copies of the
Registration Desk Worklist. This is done so that you can keep processing arrivals if you have a
system failure and it also enables you to have multiple arrival points at high peak periods with
some points using the paper copies.
During arrivals
1. From the During Menu open the Registration Desk Worklist form.
2.
As the people arrive, locate their records by entering all or part of their names in the Find by
Full Name field, and then pressing Tab or Enter.
3.
Mark the At Event check box for the person’s record.
4.
If you have given the person any materials associated with the event, mark the Satchel Given
check box for the person’s record.
After arrivals
If you processed arrivals using the computer version of the Registration Desk Worklist you don’t
need to take any further steps. However, if you processed all or some of the arrivals using paper
copies of the Registration Desk Worklist take the following steps.
1.
After the arrivals have been processed, collect all the copies of the printed registration desk
worklist that were marked manually at the registration points. Open the Registration Desk
Worklist form from the During Menu and update the computer version of the worklist from the
printed copies.
2.
When you’re certain that the details from all printed copies of the worklist have been entered,
destroy the original printed copies. This prevents people making entries on the old printed
copies that would not be entered onto the computer system.
End of each day
1. Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
2.
Exit Summit and back up the event file.
After
After the event, there are two main concerns, chasing up any outstanding money owing and
analysing the completed event to make sure the next event is even more successful and profitable.
This section is in two parts; the regular session to chase up outstanding money and process
payments, and the analysis of the event.
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Regular session to chase up outstanding money and process payments
First, process all the information related to people making payments for the event. Take as many of
the steps as apply to each person.
1.
Open the Personal Details form.
2.
Find the person’s record.
3.
If you have a payment that has not yet been entered into the system, click on the Money Menu
button and then select Enter a Payment.
4.
If you wish to allocate a payment that has been entered into the system, but is not yet fully
allocated, click on the Money Menu button and then select the Allocate a Payment button to
allocate all or part of the payment against the current person. Once you’ve entered all the
information for people, take the following steps to complete the data entry session.
5.
Do a Banking Run to summarise all payments received since the last banking run and prepare
bank deposit slips for cash and cheque payments and a summary report for each of the other
payment methods allowed.
6.
Open the Correspondence form and produce the desired correspondence type, i.e., invoices
and receipts.
7.
Click on the Financial Reports button and print an Income Reconciliation Report to see how
the event is going and check that all financial data is correct.
8.
Print any of the other financial reports that you deem necessary; Total Financial Status,
Outstanding Payments, Credit Card Commission Breakdown, P&L, etc.
9.
Exit Summit.
10. Back up the event file.
Analysis of the event
1. From the After Menu, open the Progressive Participation form by clicking on the Progressive
Participation button. Choose the participation category that you want to report on and then
click on the Graph or Preview button to produce the desired report. These reports assist in
forecasting participation and high activity level periods for future events.
2.
From the After Menu, open the Participation Breakdown form by clicking on the Participation
Breakdown button. You should produce all of the reports available from this form as they each
serve a different purpose. Select each report and then click on the Graph or Preview button to
produce it. Each report is explained more fully in Chapter 5, Before.
3.
On the After Menu, click on the Marketing Breakdown button. This will produce the Marketing
Breakdown report. This report shows how effectively the data you have in Summit is being
used, and how well the event is being marketed to people. This report is explained more fully
in Chapter 7, After.
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In-House Seminar or Free Promotional Seminar
For the in-house seminar, examples include a sales conference, an annual kick-off meeting or the
introduction of a new product line to staff or franchisees. The free promotional seminar describes a
presentation or a series of linked presentations put on by an organisation to showcase goods or
services to existing and prospective clients.
Characteristics
• Can be held on a regular basis or in conjunction with the release of a new product or service.
• Free of charge to attendees.
• Pre- and post-event functions are attended by all participants.
• Has a catering component.
• No external exhibitors, advertisers or sponsors.
• Has promotional materials in satchels.
• May have an accommodation component for events that span more than one day.
• Members of the hosting organisation give the presentations - presenters are not solicited.
• The in-house seminar is not normally promoted outside the organisation.
• The promotional seminar gathers registrants through direct mailings to existing and prospective
clients.
Depending on the size and nature of your event, you may be able to skip many of the steps. For
example, if your event doesn’t have an accommodation component, you don’t need to worry about
Hotels or Billing Methods.
Set Up
1.
Click on the File button on the Main Menu to open the File Menu.
2.
Create a new event by clicking on the New Event button. For more information, refer to the
File, New Event section in Chapter 1, Getting Started.
3.
Update the Event Details form. The key fields to update are Short Name and Full Name (for
display on the logon menu and correspondence) and Starting Date (especially if you’re going
to import the structure from an earlier event).
4.
If the structure of this event is similar, or identical, to a previous event that was run using
Summit, it is easier to import the structure from a previous event and modify it than it is to set
up this event from scratch. If you wish to import the structure from a previous event, open the
Import Structure form and import as much of the structure as will be appropriate for this event.
For example, if this event is being held at a different venue from the previous event, don’t
import the venue details. Even if you have started defining the structure of this event, you can
still import the structure from a previous event as Summit can check with you before
overwriting anything you have already entered. Summit will automatically adjust the dates of
sessions and catering events from the previous event to match the start date of this event. If
you have imported all the structure from a previous event, steps 5 to 25 are only to ensure that
the imported information matches the requirements of this event.
5.
Open the Secretariat Details form and enter details of the secretariat (office address for
correspondence and enquiries) for this event.
6.
Open the Venue Details form and enter details of the venue of this event.
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7.
Open the Registration Types form and enter one record with any description you wish and a
price of $0.00.
8.
Open the Event Options and Global Options form and set any applicable options.
9.
Open the Billing Methods form and enter any billing methods that you wish to appear on
accommodation reports sent to hotels. Examples of billing methods are ‘pays own account’
and ‘all charges to conference master account’.
10. Open the Carriers form and enter any carriers that will be used for transport to or from the
event. Carrier details appear on travel and transfer reports.
11. Open the Equipment form and enter details of equipment that may be used during the event.
Enter technical equipment to be used during sessions (such as lecterns, slide projectors and
data panels) and catering equipment to be used during catering events (such as coffee urns
and plate warmers). Equipment requirements are shown on the various equipment reports.
12. Open the Flights and Transfers form and enter details of any flights or transfers that you
expect a large number of people to take. This information is the source of the pull-down list of
available flights on the Travel Details form for each person. You are not limited to the flights on
the pull-down list but it is considerably quicker to pick from the pull-down list than enter all the
person’s flight details from scratch.
13. Open the Hotels form and enter details of any hotels that will be accommodating people
attending the event. Separate accommodation reports are produced for each hotel.
14. Open the Locations form and enter details of any locations where sessions or catering events
will take place. Locations are displayed on catering reports, equipment reports, schedules,
running sheet and in the draft programme.
15. Open the Organisers form and enter details of any people, departments or organisations who
will be assigned tasks related to the organisation of the event. This information is used within
the Organiser, Catering Events, Session and Ad hoc Notes and is printed on the Running
Sheet.
16. If you’re planning to target people who have attended, or expressed interest in previous
events, you now need to decide whether you wish to use the same interest profiles as were
used for the previous event from which you will import people’s name and address details, or
create new interest profiles for this event. If you want to create new profiles for this event,
open the Profiles form and enter up to 20 profiles. If you plan to use the profiles from a
previous event that you will be importing name and address details from, skip this step and
import the profiles as part of the name and address details import.
17. If you’re using Summit to track outgoing payments, open the Suppliers form and enter details
of anyone you will be making payments to.
18. If you’re having any catering events with fixed tabling, open the Tables form and enter details
of each table and its capacity.
19. Open the Catering Events form and enter details of the catering events (functions) associated
with this event. Catering events should be entered after equipment and location details have
been entered as these must be specified within a catering event.
20. Open the Sessions form and enter details of the sessions for this event. Sessions should be
entered after session type and location details have been entered as these must be specified
within a session.
21. Open the Presenter Rules form and mark the check boxes corresponding to the rules that
apply to presenters at this event.
22. If you have a large number of people doing exactly the same thing, for example, group travel
on an incentive trip, you should enter these details in The Usual Travel.
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23. Open the Import Demographics form and import name and address details from as many
sources as you wish. While it is possible to import demographic information at any time, it is
best done before you start entering details of people to minimise the risk of duplication. After
you’ve imported demographics, open the Reporter form on the Before Menu and print a full
database listing and use this to identify and delete any duplicate records that resulted from the
import(s). You can delete people’s records until they become financially involved with the
current event.
24. Open the Correspondence Text form from the Correspondence form by clicking on the Edit
button and enter any additional text you want to appear at the top and bottom of confirmation
letters and itineraries. The Correspondence form is on the Before, During and After Menus.
25. Open the Name Badge and Ticket Design form and define the name badge style for this event.
26. Open the Events Report form on the Before Menu and print a schedule and a schedule by
location.
27. Open the Event Reports form on the Before Menu and print a draft expression of interest form,
a draft registration form and a draft front page.
28. Check all the information on the reports created above and change where necessary.
29. Open the Templates form and select templates you may wish to use in the organisation of
your event.
30. Open the Lock Event Fees form and lock the fees into place.
Before
This section is divided into two sections. The first section shows how to process registrations and
other incoming information in regular data entry sessions. These sessions might be daily, every
two days, weekly or other interval depending on the volume of information. The second section
covers other Before tasks that may be performed regularly before the event or may be performed
only once, depending on your event size.
Regular Data Entry Sessions
First, process all the information related to people and the event. Take as many steps as apply to
each person.
1.
Open the Personal Details form.
2.
Find the person’s record by entering his or her family name (surname) into the Find by Family
Name field and then pressing Tab or Enter. Use the Previous and Next buttons to cycle
through all records with that family name. If you’re uncertain of the family name you can also
find the person’s record by entering his or her organisation into the Find by Organisation field
and then pressing Tab or Enter. Use the Previous and Next buttons to cycle through all
records with that organisation. If the system does not find the person’s record, it will display a
‘0 records located message’. If the system finds that more than one record matches the name
you entered, it will display an ‘x records located message’ (where x is the number of records
located). You should check each of the records using the Previous and Next buttons to make
sure you don’t have any duplicate records. If the system only finds one record, no message is
displayed and the person’s record is displayed. If you find the person’s record, skip to step 6.
3.
Once you’re satisfied that this is a genuine new record, click on the New button beside the
Next button.
4.
Enter as much of the person’s name, address and contact details as you have.
5.
If you have accompanying person, dietary or other extra information about this person, click on
the Extra Details button to open the Extra Details form.
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6.
If the person is expressing interest, providing historical participation or profile information, click
on the EOI and Profile button to open the Expression of Interest (EOI) and Profile Details form.
7.
If you have an hotel booking for the person, click on the Hotel Booking button to open the
Hotel Booking Details form. You can have multiple accommodation records for each person.
8.
If you have travel details for the person, click on the Travel button to open the Travel Details
form. You can have multiple travel records for each person.
9.
If the person is registering for the event, click on the Registration button to open the
Registration Details form and enter the details. Remember that you can’t enter registration
details until you have locked the event fees. You can enter a new payment or allocate an
existing payment directly from the Registration form without returning to the Personal Details
form.
10. If you have details of a presentation being given by the person, click on the Presenter button to
open the Presenter Details form and enter presentation and equipment requirements details.
11. If you have details of a person’s Other Involvement, click on the Other Involvement button to
open the Other Involvement Details form.
12. Open the Correspondence form and produce the desired correspondence⎯confirmation letter,
itinerary, etc.
13. Print an Income Reconciliation or Event Activity report to see how the event is going. The
Income Reconciliation Report is on the Financial Reports menu and the Event Activity report is
on the Event Reports menu.
14. Print an Interest To Date report to see how progressive participation is coming along. This will
assist you in forecasting final attendance numbers.
15. Exit Summit.
16. Back up the event file.
Other Before Tasks
Produce name badges and tickets
Name badges and tickets may be directly printed from within Summit, or the information for badges
and tickets can be exported and given to a name badge manufacturer. To produce name badges in
either way, take the following steps.
1.
From the Before Menu open the Name Badges and Tickets form by clicking on the Name
Badges and Tickets button.
2.
Click on the Produce Name Badges option button.
3.
If you only want to produce badges that have not yet been produced, click on the Only
Produce New Badges or Tickets option button. If you want to produce all badges, whether or
not they’ve already been produced, click on the Produce All Badges or Tickets option button.
The usual selection after your first name badge run is Only Produce New Badges or Tickets.
4.
To have the badges produced in family name (surname) order, click on the Sort by Family
Name then Organisation option button. To have the badges produced in organisation order,
click on the Sort by Organisation then Family Name option button.
5.
Select the badge format you want to use from the Name Badge or Ticket Format pull-down list.
If you’re uncertain what a particular format looks like, or want to modify it or create a new
format, click on the Design button to open the Name Badge and Ticket Design form.
6.
Select for whom you are producing name badges from the Restrict Name Badges Produced
list box. The normal selection is All People Automatically Entitled or All People Automatically
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Entitled plus Accompanying Persons. The other choices are used when you want to have
different badge styles for different participation categories.
7.
Click on the Preview button to display the name badges in Print Preview or click on the Export
button to export the name badge information. Whichever production method you choose, you
will be given the option of editing the details that will appear on the badges before they’re
produced. If you’re exporting, you’ll also be asked for the export format you wish to use and
the name of the file that you want to export the name badge information to.
8.
After you have either exported or printed the name badges, you’ll be asked if you want to have
these name badges marked as having been produced. Once you’ve checked that the export or
print worked correctly, you should answer Yes. This will prevent these badges being reprinted
or exported during the next new badges production run.
9.
Repeat steps 2 to 8 for tickets, but you click on the Produce Tickets option.
Follow-up presenters
It is often necessary to follow-up presenters to make sure they’ve registered, have submitted their
papers, biographies, photographs and presentation technical requirements. To follow-up
presenters, take the following steps.
1.
From the Setup Menu open the Presenter Rules form by clicking on the Presenter Rules
button. Ensure that the check boxes for rules that apply to your event are marked.
2.
On the Before Menu select Presenter Follow-Up from the Event Reports form. This will
produce a report showing where presenters are and are not complying with the rules of your
event.
Advise accommodation requirements
1. From the Before Menu open the Accommodation Reports form by clicking on the
Accommodation Reports button. Select each report that you want to print and then click on the
Preview button. A separate report will be produced for each hotel.
2.
If you are receiving accommodation deposits and passing them onto the hotels, print a New
Accommodation Requirements report, and make the cheque amount equal to the Total
Accommodation Deposits amount. Send the cheque and the New Accommodation
Requirements report to each hotel.
Determine catering requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that all catering events have been entered and that the three areas that form the
basis for calculating the number to cater for are correct. The three areas are Full Registrations,
Discretionary Adjustment and Add-Ons Covered.
2.
On the Before Menu select Catering Requirements from the Event Reports form. This will
produce a report showing how many people need to be catered for at each catering event.
Determine equipment requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that the equipment requirements of each catering event have been correctly
entered.
2.
From the Setup Menu open the Sessions form by clicking on the Sessions button. Check that
the standard equipment requirements of each session have been correctly entered.
3.
On the Before Menu under Event Reports select the Presenter Follow-Up report. This will
produce a report showing where presenters are and are not complying with the rules of your
event. Check that all presenters have submitted their presentations technical requirements.
You may also wish to check each presenter’s Presenter Details form to ensure that equipment
requirements are correctly entered against each presentation.
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4.
From the Before Menu open the Equipment Requirement Reports form by clicking on the
Equipment Reports button. Choose each report that you want to print and then click on the
Preview button.
Produce travel reports
These reports are useful if you are arranging transport to or from the event and nearby airports.
1.
On the Before Menu click on the Travel Reports button. Select the reports you want to print
and then click on the Preview button to produce them.
During
During the event, the focus is on processing people rapidly as they arrive at the event. Frequently,
these arrivals come in bursts at the beginning of a session, followed by a lull when the session
actually commences. This section is divided into four parts; Before the day’s arrivals, During
arrivals, After arrivals and End of each day.
Before the day’s arrivals
From the During Menu open the Registration Desk Worklist form by clicking on the Registration
Desk Worklist button. Click on the Preview button to produce one or more paper copies of the
Registration Desk Worklist. This is done so that you can keep processing arrivals if you have a
system failure and it also enables you to have multiple arrival points at high peak periods with
some points using the paper copies.
During arrivals
1.
From the During Menu open the Registration Desk Worklist form.
2.
As the people arrive, locate their records by entering all or part of their names in the Find by
Full Name field, and then pressing Tab or Enter.
3.
Mark the At Event check box for the person’s record.
4.
If you have given the person any materials associated with the event, mark the Satchel Given
check box for the person’s record.
After arrivals
If you only processed arrivals using the computer version of the Registration Desk Worklist you
don’t need to take any further steps. If you processed all or some of the arrivals using paper copies
of the Registration Desk Worklist, take the following steps.
1.
After the arrivals have been processed, collect all the copies of the printed registration desk
worklist that were marked manually at the registration points. Open the Registration Desk
Worklist form from the During Menu and update the computer version of the worklist from the
printed copies.
2.
When you’re certain that the details from all printed copies of the worklist have been entered,
destroy the original printed copies. This prevents people making entries on the old printed
copies that would not be entered onto the computer system.
End of each day
1.
Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
2.
Exit Summit and back up the event file.
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After
After the event, the main concern is analysing the completed event to make sure the next event is
even more successful and profitable.
Analysis of the event
1. From the After Menu open the Progressive Participation form by clicking on the Progressive
Participation button. Choose the required participation category and then click on the Graph or
Preview button to produce the report. These reports assist in forecasting participation and high
activity level periods for future events.
4.
From the After Menu open the Participation Breakdown form by clicking on the Participation
Breakdown button. You should produce all of the reports available from this form as they each
serve a different purpose. Select each report and then click on the Graph or Preview button to
produce it. Each report is explained more fully in Chapter 5, Before.
2.
On the After Menu click on the Marketing Breakdown button. This will produce the Marketing
Breakdown report. This report shows how effectively the data you have in Summit is being
used, and how well the event is being marketed to people. This report is explained more fully
in Chapter 7, After.
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Chargeable Training Course
This scenario relates to a training course provided to external parties. This can also cover
professional development (PD) activities, short courses, workshops and in-service programs.
Characteristics
• Held on a regularly scheduled basis.
• Participants pay to attend.
• Presenters are not also participants.
• Generally have an identical, or nearly identical structure to previous training courses, but
presenters may vary.
• Promoted mainly through advertisements in trade and general publications. Previous
participants are not targeted, except for next level of a particular course (for example, people
who have attended an ‘Introduction to...’ course may be targeted for an ‘Advanced...’ course).
• No pre- and post-training course functions.
• No accommodation or travel component.
• May have a catering component.
• Course materials provided to each participant.
Set Up
1.
Click on the File button on the Main Menu to open the File Menu.
2.
Create a new event by clicking on the New Event button.
3.
Update the Event Details form. The key fields to update are Short Name and Full Name (for
display on the logon menu and correspondence) and Starting Date (especially if you’re going
to import the structure from an earlier event).
4.
If the structure of this event is similar, or identical, to a previous event that was run using
Summit, it is easier to import the structure from a previous event and modify it than it is to set
up this event from scratch. If you wish to import the structure from a previous event, open the
Import Structure form and import as much of the structure as will be appropriate for this event.
For example, if this event is being held at a different venue from the previous event, don’t
import the venue details. Even if you have started defining the structure of this event, you can
still import the structure from a previous event as Summit can check with you before
overwriting anything you have already entered. Summit will automatically adjust the dates of
sessions and catering events from the previous event to match the start date of this event. If
you have imported all the structure from a previous event, steps 5 to 22 are only to ensure that
the imported information matches the requirements of this event.
5.
Open the Secretariat Details form and enter details of the secretariat (office address for
correspondence and enquiries) for this event.
6.
Open the Venue Details form and enter details of the venue of this event.
7.
Open the Event Options and Global Options form and set any applicable options.
8.
Open the Registration Types form and enter details of the registration fees for the training
course. These registration fees may be modified or deleted until event fees are locked. New
registration fees may be added after event fees have been locked and existing fees may have
the descriptions altered.
9.
Open the Banking Details form and enter details of the bank account being used for this event.
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10. Open the Payment Types form and enter any additional payment types you wish to use when
receiving payments for the event. The standard payment types are Cash, Cheque, Refund and
Reversal. You may enter as may additional payment types as you wish. A summary report will
be produced for each payment type.
11. Open the Advertising Sources form and enter any advertising sources you will be using to
promote the event. If you enter these advertising sources as people register for the course,
you will be able to determine which were the most effective means of advertising from the
Confirmed Delegates by Advertising Source report under Participation Breakdown on the
Before Menu.
12. Open the Equipment form and enter details of equipment that may be used during the event.
Enter technical equipment to be used during sessions (such as lecterns, slide projectors and
data panels) and catering equipment to be used during catering events (such as coffee urns
and plate warmers). Equipment requirements are shown on the various equipment reports.
13. Open the Locations form and enter details of any locations where sessions or catering events
will take place at the venue. Locations are displayed on catering reports, equipment reports,
schedules, running sheet and in the draft programme.
14. Open the Organisers form and enter details of any people, departments or organisations who
will be assigned tasks related to the organisation of the event. This information is used within
the Organiser, Catering Events, Sessions, Ad hoc Notes and Running Sheet.
15. If you’re planning to target people who have attended, or expressed interest in previous
events, you now need to decide whether you wish to use the same interest profiles as were
used for the previous event from which you will import people’s name and address details, or
create new interest profiles for this event. If you want to create new profiles for this event,
open the Profiles form and enter up to 20 profiles. If you plan to use the profiles from a
previous event that you will be importing name and address details for, skip this step and
import the profiles as part of the name and address details import.
16. If you’re using Summit to track outgoing payments, open the Suppliers form and enter details
of anyone you will be making payments to.
17. Open the Catering Events form and enter details of the catering events (functions) associated
with this event. Catering events should be entered after equipment and location details have
been entered as these may be specified within a catering event.
18. Open the Sessions form and enter details of the sessions for this event. Sessions should be
entered after session type and location details have been entered as these may be specified
within a session.
19. Open the Import Demographics form and import name and address details from as many
sources as you wish. While it is possible to import demographic information at any time, it is
best done before you start entering details of people, to minimise the risk of duplication.
20. After you have imported demographics, open the Reporter form on the Before Menu and print
a full database listing and use this to identify and delete any duplicate records that resulted
from the import(s). You can delete people’s records until they become financially involved with
the current event.
21. Open the Correspondence Text form from the Correspondence form by clicking on the Edit
button and enter any additional text you want to appear at the top and bottom of receipts or
confirmation letters. The Correspondence form is on the Before, During and After Menus.
22. Open the Name Badge and Ticket Design form and define the name badge style for this event.
23. Open the Event Reports form on the Before Menu and print a Schedule and a Schedule by
Location.
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24. Open the Event Reports form on the Before Menu and print a draft expression of interest form,
a draft registration form and a draft front page.
25. Check all the information on the reports created above and change where necessary.
26. Open the Templates form and select templates you may wish to use in the organisation of
your event.
27. Once you’re certain that registration fees are set and you’re happy for them to be locked into
place, open the Lock Event Fees form and lock the fees into place. You will not be able to
register delegates until event fees have been locked. Once locked, event fees may be
unlocked only if you have not yet started registering people. Once you have started registering
people, event fees can’t be unlocked.
Before
This section is divided into two sections. The first section shows how to process expressions of
interest, registrations and other incoming information in regular data entry sessions. These
sessions might be daily, every two days, weekly or other interval depending on the volume of
information. The second section covers other Before tasks that may be performed regularly before
the event or may be performed only once, depending on your event size.
Regular Data Entry Sessions
First, process all the information related to people and the event. Take as many of steps 2 to 9 as
apply to each person.
1.
Open the Personal Details form.
2.
Find the person’s record by entering his or her family name (surname) into the Find by Family
Name field and then pressing Tab or Enter. Use the Previous and Next buttons to cycle
through all records with that family name. If you’re uncertain of the family name you can also
find the person’s record by entering his or her organisation into the Find by Organisation field
and then pressing Tab or Enter. Use the Previous and Next buttons to cycle through all
records with that organisation. If the system does not find the person’s record it will display a ‘0
records located message’. If the system finds that more than one record matches the name
you have given, it will display an ‘x records located message’ (where x is the number of
records located). You should check each of the records using the Previous and Next buttons
to make sure you don’t have any duplicate records. If the system only finds one record, no
message is displayed and the person’s record is displayed. If you find the person’s record,
skip to step 6.
3.
Once you’re satisfied that this is a genuine new record, click on the New button beside the
Next button.
4.
Enter as many of the person’s name, address and contact details as you have.
5.
If you have special dietary or other extra information about this person, click on the Extra
Details button to open the Extra Details form.
6.
If the person is expressing interest, providing historical participation or profile information, click
on the EOI and Profile button to open the Expression of Interest (EOI) and Profile Details.
7.
If the person is registering for the event, click on the Registration button to open the
Registration Details form. Remember that you can’t enter registration details until you have
locked the event fees. You can enter a new payment or allocate an existing payment directly
from the Registration Details form without returning to the Personal Details form.
8.
If you have a payment that has not yet been entered into the system, click on the Money Menu
button and then select Enter a Payment.
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9.
If you wish to allocate a payment that has been entered into the system, but is not yet fully
allocated, click on the Money Menu button and then select Allocate a Payment to allocate all
or part of the payment against the current person.
Once you have entered all the information for people, take the following steps to complete the data
entry session.
10. Do a Banking Run to summarise all payments received since the last banking run and prepare
bank deposit slips for cash and cheque payments and a summary report for each of the other
payment methods allowed.
11. Open the Correspondence form and produce the desired correspondence.
12. Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
13. Exit Summit.
14. Back up the event file.
Other Before Tasks
Produce name badges and tickets
Name badges may be printed directly from within Summit, or the information for badges can be
exported and given to a name badge manufacturer. To produce name badges in either way, take
the following steps.
1.
From the Before Menu open the Name Badges and Tickets form by clicking on the Name
Badges and Tickets button.
2.
Click on the Produce Name Badges option button.
3.
If you only want to produce badges that haven’t been produced yet, click on the Only Produce
New Badges or Tickets option button. If you want to produce all badges, whether or not
they’ve already been produced, click on the Produce All Badges or Tickets option button. The
usual selection after your first name badge run is Only Produce New Badges or Tickets.
4.
To have the badges produced in family name (surname) order, click on the Sort by Family
Name then Organisation option button. To have the badges produced in organisation order,
click on the Sort by Organisation then Family Name option button.
5.
Select the badge format you want to use from the Name Badge or Ticket Format pull-down list.
If you’re uncertain what a particular format looks like, or want to modify it or create a new
format, click on the Design button to open the Name Badge and Ticket Design form.
6.
Select for whom you are producing name badges from the Restrict Name Badges Produced
list box. The normal selection is All People Automatically Entitled or All People Automatically
Entitled plus Accompanying Persons. The other choices are used when you want to have
different badge styles for different participation categories.
7.
Click on the Preview button to display the name badges in Print Preview or click on the Export
button to export the name badge information. Whichever production method you choose, you’ll
be given the option of editing the details that will appear on the badges before they’re
produced. If you’re exporting, you’ll be asked for the export format you wish to use and the
name of the file that you want to export the name badge information to.
8.
After you have exported or printed the name badges, you’ll be asked if you want to have these
name badges marked as having been produced. Once you’ve checked that the export or print
worked correctly, you should answer Yes. This will prevent these badges being reprinted or
exported during the next new badges production run.
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Determine catering requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that all catering events have been entered and that the three areas that form the
basis for calculating the number to cater for are correct. The three areas are Full Registrations,
Discretionary Adjustment and Add-Ons Covered.
2.
On the Before Menu select Catering Requirements from the Event Reports form. This will
produce a report showing how many people need to be catered for at each catering event.
Determine equipment requirements
1. From the Setup Menu, open the Catering Events form by clicking on the Catering Events
button. Check that the equipment requirements of each catering event have been correctly
entered.
2.
From the Setup Menu, open the Sessions form by clicking on the Sessions button. Check that
the standard equipment requirements of each session have been correctly entered.
3.
On the Before Menu under Event Reports, select the Presenter Follow-Up report. This will
produce a report showing where presenters are not complying with the rules of your event.
Check that all presenters have submitted their presentation’s technical requirements. You may
also wish to check each presenter’s Presenter Details form to ensure that equipment
requirements are correctly entered against each presentation.
4.
From the Before Menu open the Equipment Reports form by clicking on the Equipment
Reports button. Choose each report that you want to print and then click on the Preview
button.
During
During the event, the focus is on processing people rapidly as they arrive. Frequently, these
arrivals come in bursts at the beginning of a session, followed by a lull when the session actually
commences. This section is divided into four parts; Before the day’s arrivals, During arrivals, After
arrivals and End of each day.
Before the day’s arrivals
From the During Menu open the Registration Desk Worklist form by clicking on the Registration
Desk Worklist button. Click on the Preview button to produce one or more paper copies of the
Registration Desk Worklist. This is done so that you can keep processing arrivals if you have a
system failure and it also enables you to have multiple arrival points at high peak periods with
some points using the paper copies.
During arrivals
1.
From the During Menu, open the Registration Desk Worklist form.
2.
As the people arrive, locate their records by entering all or part of their names in the Find by
Full Name field, then pressing Tab or Enter.
3.
Mark the At Event check box for each person’s record.
4.
If you are giving the person any materials associated with the event, mark the Satchel Given
check box for the person’s record.
After arrivals
If you only processed arrivals using the computer version of the Registration Desk Worklist, you
don’t need to take any further steps. If you processed all or some of the arrivals using paper copies
of the Registration Desk Worklist take the following steps.
1.
After the arrivals have been processed, collect all the copies of the printed registration desk
worklist that were marked manually at the registration points. Open the Registration Desk
Chapter 2: Scenarios - 49
Summit Event Manager - Pro
Worklist form from the During Menu and update the computer version of the worklist from the
printed copies.
2.
When you’re certain that the details from all printed copies of the worklist have been entered,
destroy the original printed copies. This prevents people making entries on the old printed
copies that would not be entered onto the computer system.
End of each day
1.
Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
2.
Exit Summit.
3.
Back up the event file.
After
After the event, there are two main concerns; chasing up any outstanding money owing and
analysing the completed event to make sure the next event is even more successful and profitable.
Regular session to chase up outstanding money and process payments
First, process all the information related to people making payments for the event. Take as many
steps as apply to each person.
1.
Open the Personal Details form.
2.
Find the person’s record.
3.
If you have a payment that hasn’t been entered into the system yet, click on the Money Menu
button and then select Enter a Payment.
4.
If you wish to allocate a payment that has been entered into the system, but is not yet fully
allocated, click on the Money Menu button and then select Allocate a Payment button to
allocate all or part of the payment against the current person.
Once you’ve entered all the information for people, take the following steps to complete the data
entry session.
5.
Do a Banking Run to summarise all payments received since the last banking run and prepare
bank deposit slips for cash and cheque payments and a summary report for each of the other
payment methods allowed.
6.
Open the Correspondence form and produce the desired correspondence.
7.
Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
8.
Exit Summit.
9.
Back up the event file.
Analysis of the event
1. From the After Menu open the Progressive Participation form by clicking on the Progressive
Participation button. Choose the participation category that you want to report on and click on
the Graph or Preview button to produce the desired report. These reports assist in forecasting
participation and high activity level periods for future events.
5.
From the After Menu open the Participation Breakdown form by clicking on the Participation
Breakdown button. You should produce all of the reports available from this form as they each
serve a different purpose. Select each report and then click on the Graph or Preview button to
produce it. Each report is explained more fully in Chapter 5, Before.
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2.
On the After Menu click on the Marketing Breakdown button. This will produce the Marketing
Breakdown report. This report shows how effectively the data you have in Summit is being
used, and how well the event is being marketed to people. This report is explained more fully
in Chapter 7, After.
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Summit Event Manager - Pro
Recurring Meeting - Separate Events
Meetings that occur on a regular basis, usually involving the same group of people. Examples are
user groups, organisation meetings, oversight committees, management meetings and the annual
general meeting of shareholders.
Setting up each meeting as a separate event is used when you want to use the full functionality of
Summit to provide catering reports, programmes and so on. This method uses Summit in much the
same way as you would for a conference.
Characteristics
• Held on a regular basis.
• Participants do not pay to attend.
• Can be structured presentations or completely unstructured meetings.
• Not formally promoted.
• No pre- and post-meeting functions.
• No accommodation or travel component.
• May have a minor catering component.
• There may or may not be materials provided to each participant.
Set Up
1.
Click on the File button on the Main Menu to open the File Menu.
2.
Create a new event by clicking on the New Event button.
3.
Update the Event Details form. The key fields to update are Short Name and Full Name (for
display on the logon menu and correspondence) and Starting Date (especially if you’re going
to import the structure from an earlier event).
4.
If the structure of this event is similar, or identical, to a previous event that was run using
Summit, it’s easier to import the structure from a previous event and modify it than it is to set
up this event from scratch. If you wish to import the structure from a previous event, open the
Import Structure form and import as much of the structure as will be appropriate for this event.
For example, if this event is being held at a different venue from the previous event, don’t
import the venue details. Even if you have started defining the structure of this event, you can
still import the structure from a previous event as Summit can check with you before
overwriting anything you have already entered. Summit will automatically adjust the dates of
sessions and catering events from the previous event to match the start date of this event. If
you have imported all the structure from a previous event, steps 5 to 15 are only to ensure that
the imported information matches the requirements of this event.
5.
Open the Secretariat Details form and enter details of the secretariat (office address for
correspondence and enquiries) for this event.
6.
Open the Venue Details form and enter details of the venue of this event.
7.
Open the Registration Types form and enter one record with any description you wish and a
price of $0.00.
8.
Open the Event Options and Global Options form and set any applicable options.
9.
Open the Equipment form and enter details of equipment that may be used during the event.
Enter technical equipment to be used during presentation sessions (such as lecterns, slide
projectors and data panels) and catering equipment to be used during catering events (such
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as coffee urns and plate warmers). Equipment requirements are shown on the various
equipment reports.
10. Open the Locations form and enter details of any locations where sessions or catering events
will take place. Locations are displayed on catering reports, equipment reports, schedules and
in the draft programme.
11. Open the Organisers form from the Setup Menu and enter details of any people, departments
or organisations who will be assigned tasks related to the organisation of the event. This
information is used within the Organiser, Catering Events, Sessions, Ad hoc Notes and
Running Sheet.
12. If you’re using Summit to track outgoing payments, open the Suppliers form and enter details
of anyone you will be making payments to.
13. Open the Catering Events form and enter details of the catering events (functions) associated
with this event. Catering events should be entered after equipment and location details have
been entered these may be specified within a catering event.
14. Open the Sessions form and enter details of the presentation sessions for this event. Sessions
should be entered after session type and location details have been entered as these may be
specified within a session.
15. Open the Import Demographics form from the Setup Menu and import name and address
details from as many sources as you wish. While it is possible to import demographic
information at any time, it is best done before you start entering details of people to minimise
the risk of duplication. After you have imported demographics, open the Reporter form on the
Before Menu and print a full database listing and use this to identify and delete any duplicate
records that resulted from the import(s). You can delete people’s records until they become
financially involved with the current event.
16. Open the Correspondence Text form from the Correspondence form by clicking on the Edit
button and enter any additional text you want to appear at the top and bottom of confirmation
letters. The Correspondence form is on the Before, During and After Menus.
17. Open the Name Badge and Ticket Design form and define the name badge style for this event.
18. Open the Event Reports form on the Before Menu and print a Schedule and a Schedule by
Location report. Check all the information on the reports and change where necessary.
19. Open the Lock Event Fees form and lock the fees into place.
Chapter 2: Scenarios - 53
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Before
This section is divided into two sections. The first section shows how to process expressions of
interest, registrations and other incoming information in regular data entry sessions. These
sessions might be daily, every two days, weekly or other interval depending on the volume of
information. The second section covers other Before tasks that may be performed regularly before
the event or may be performed only once, dependent on your event size.
Regular Data Entry Sessions
First, process all the information related to people and the event. Take as many steps as apply to
each person.
1.
Open the Personal Details form.
2.
Find the person’s record by entering his or her family name (surname) into the Find by Family
Name field and then pressing Tab or Enter. Use the Previous and Next buttons to cycle
through all records with that family name. If you’re uncertain of the family name you can also
find the person’s record by entering his or her organisation into the Find by Organisation field
and then pressing Tab or Enter. Use the Previous and Next buttons to cycle through all
records with that organisation. If the system does not find the person’s record it will display a ‘0
records located message’. If the system finds that more than one record matches the name
you have given it will display an ‘x records located message’ (where x is the number of records
located). You should check each of the records using the Previous and Next buttons to make
sure you don’t have any duplicate records. If the system only finds one record, no message is
displayed and that person’s record is displayed. If you find the person’s record, skip to step 6.
3.
Once you’re satisfied that this is a genuine new record, click on the New button beside the
Next button.
4.
Enter as many of the person’s name, address and contact details as you have.
5.
If you have special dietary or other extra information about this person, click on the Extra
Details button to open the Extra Details form.
6.
If the person is expressing interest, providing historical participation or profile information, click
on the EOI and Profile button to open the Expression of Interest (EOI) and Profile Details.
7.
If the person is attending the event, click on the Registration button to open the Registration
Details form and enter the registration details. Remember that you can’t enter registration
details until you have locked the event fees, even if the fee is zero.
8.
Open the Correspondence form and produce the desired correspondence.
9.
If you are recording expressions of interest, print an Interest To Date report to see how
progressive participation is coming along. This will assist you in forecasting final attendance
numbers.
10. Exit Summit.
11. Back up the event file.
Other Before Tasks
Produce name badges and tickets
Name badges may be printed directly from within Summit or the information for badges can be
exported and given to a name badge manufacturer. To produce name badges in either way, take
the following steps.
1.
From the Before Menu open the Name Badges and Tickets form by clicking on the Name
Badges and Tickets button.
2.
Click on the Produce Name Badges option button.
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3.
If you only want to produce badges that haven’t been produced yet, click on the Only Produce
New Badges or Tickets option button. If you want to produce all badges, whether or not
they’ve already been produced, click on the Produce All Badges or Tickets option button. The
usual selection after your first name badge run is Only Produce New Badges or Tickets.
4.
To have the badges produced in family name (surname) order, click on the Sort by Family
Name then Organisation option button. To have the badges produced in organisation order,
click on the Sort by Organisation then Family Name option button.
5.
Select the badge format you want to use from the Name Badge or Ticket Format pull-down list.
If you’re uncertain what a particular format looks like, or want to modify it or create a new
format, click on the Design button to open the Name Badge and Ticket Design form.
6.
Select for whom you are producing name badges from the Restrict Name Badges Produced
list box. The normal selection is All People Automatically Entitled or All People Automatically
Entitled plus Accompanying Persons. The other choices are used when you want to have
different badge styles for different participation categories.
7.
Click on the Preview button to display the name badges in Print Preview or click on the Export
button to export the name badge information. Whichever production method you choose, you
will be given the option of editing the details that will appear on the badges before they’re
produced. If you’re exporting, you’ll also be asked for the export format you wish to use and
the name of the file that you want to export the name badge information to.
8.
After you have either exported or printed the name badges, you’ll be asked if you want to have
these name badges marked as having been produced. Once you’ve checked that the export or
print worked correctly, you should answer Yes. This will prevent these badges being reprinted
or exported during the next new badges production run.
Determine catering requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that all catering events have been entered.
2.
On the Before Menu select Catering Requirements from the Event Reports form. This will
produce a report showing how many people need to be catered for at each catering event.
Determine equipment requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that the equipment requirements of each catering event have been correctly
entered.
2.
From the Setup Menu open the Sessions form by clicking on the Sessions button. Check that
the standard equipment requirements of each session have been correctly entered.
3.
On the Before Menu under Event Reports select the Presenter Follow-Up report. This will
produce a report showing where presenters are not complying with the rules of your event.
Check that all presenters have submitted their presentation’s technical requirements. You may
also wish to check each presenter’s Presenter Details form to ensure that equipment
requirements are correctly entered against each presentation.
4.
From the Before Menu open the Equipment Reports form by clicking on the Equipment
Reports button. Choose each report that you want to print and then click on the Preview
button.
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During
At the start of the meeting, the focus is on processing people rapidly as they arrive. These arrivals
come in a burst at the beginning of the meeting, followed by a lull when the meeting actually
commences. This section is divided into three parts; Before the meeting, During arrivals and End of
the meeting.
Before the meeting
From the During Menu open the Registration Desk Worklist form by clicking on the Registration
Desk Worklist button. Click on the Preview button to produce one or more paper copies of the
Registration Desk Worklist. This is done so that you can keep processing arrivals if you have a
system failure and it also enables you to have multiple arrival points at high peak periods with
some points using the paper copies.
During arrivals
1.
If you’re using the computer for marking attendance, from the During Menu open the
Registration Desk Worklist form.
2.
As the people arrive, locate their records by entering all or part of their names in the Find by
Full Name field, then press Tab or Enter. If you’re using the printed worklist, find the person in
the alphabetical listing.
3.
Mark the At Event check box for each person.
4.
If you are giving the person any materials associated with the event, mark the Satchel Given
check box for the person’s record.
End of the meeting
If you processed arrivals using the computer version of the Registration Desk Worklist you don’t
need to take any further steps. If you processed all or some of the arrivals using the printed
Registration Desk Worklist take the following steps.
1.
After the arrivals have been processed, collect all the copies of the printed registration desk
worklist that were marked manually at the registration points. Open the Registration Desk
Worklist form from the During Menu and update the computer version of the worklist from the
printed copies.
2.
When you’re certain that the details from all printed copies of the worklist have been entered,
destroy the original printed copies. This prevents people making entries on the old printed
copies that would not be entered onto the computer system.
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Recurring Meeting - Combined in one Event
Meetings that occur on a regular basis, usually involving the same group of people. Examples are
user groups, organisation meetings, oversight committees, management meetings and the annual
general meeting of shareholders.
Combining all meetings into the one event is used when there is little variation in the people
attending the meetings and you want to be able to track attendance over a series of meetings. This
method treats the whole series of meetings as a single event, with each individual meeting being
treated as an add-on.
Characteristics
• Held on a regular basis.
• Participants do not pay to attend.
• Can be structured presentations or completely unstructured meetings.
• Not formally promoted – the same people attend
• No pre- and post-meeting functions.
• No accommodation or travel component.
• May have a minor catering component.
• There may or may not be materials provided to each participant.
Set Up
1.
Click on the File button on the Main Menu to open the File Menu.
2.
Create a new event by clicking on the New Event button.
3.
Update the Event Details form. The key fields to update are Short Name and Full Name (for
display on the logon menu and correspondence) and Starting Date (especially if you’re going
to import the structure from an earlier event).
4.
If the structure of this event is similar, or identical, to a previous event that was run using
Summit, it’s easier to import the structure from a previous event and modify it than it is to set
up this event from scratch. If you wish to import the structure from a previous event, open the
Import Structure form and import as much of the structure as will be appropriate for this event.
For example, if this event is being held at a different venue from the previous event, don’t
import the venue details. Even if you have started defining the structure of this event, you can
still import the structure from a previous event as Summit can check with you before
overwriting anything you have already entered. If you have imported all the structure from a
previous event, steps 5 to 11 are only to ensure that the imported information matches the
requirements of this event.
5.
Open the Secretariat Details form and enter details of the secretariat (office address for
correspondence and enquiries) for this event.
6.
Open the Venue Details form and enter details of the venue of this event.
7.
Open the Registration Types and enter one record with any description you wish and a price of
$0.00.
8.
Open the Event Options and Global Options form and set any applicable options.
9.
Open the Locations form and enter details of any locations where sessions or catering events
will take place. Locations are displayed on catering reports, equipment reports, schedules,
running sheet and in the draft programme.
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10. Open the Organisers form from the Setup Menu and enter details of any people, departments
or organisations who will be assigned tasks related to the organisation of the event. This
information is used within the Organiser, Catering Events, Sessions, Ad hoc Notes and
Running Sheet.
11. If you’re using Summit to track outgoing payments, open the Suppliers form and enter details
of anyone you will be making payments to.
12. Open the Import Demographics form and import name and address details from as many
sources as you wish. While it is possible to import demographic information at any time, it is
best done before you start entering details of people to minimise the risk of duplication. After
you have imported demographics, open the Reporter form on the Before Menu and print a full
database listing and use this to identify and delete any duplicate records that resulted from the
import(s). You can delete a person’s record until they become financially involved with the
current event.
13. Open the Name Badge and Ticket Design form and define the name badge style for this event.
14. Open the Add-Ons form and enter each meeting as an add-on with a price of $0.00. Include
the meeting date as part of the description and set the Display Sequence such that the
meetings will be reported in date order.
15. Open the Lock Event Fees form and lock the fees into place.
Before
This section is divided into two sections, the first section shows how to process registrations and
other incoming information in regular data entry sessions. These sessions might be daily, every
two days, weekly or other interval depending on the volume of information. The second section
covers other Before tasks that may be performed regularly before the event or may be performed
only once, depending on your event size.
Regular Data Entry Sessions
First, process all the information related to people and the event. Take as many of the steps as
apply to each person.
1.
Open the Personal Details form.
2.
Find the person’s record by entering his or her family name (surname) into the Find by Family
Name field and then pressing Tab or Enter. Use the Previous and Next buttons to cycle
through all records with that family name. If you’re uncertain of the family name you can also
find the person’s record by entering his or her organisation into the Find by Organisation field
and then pressing Tab or Enter. Use the Previous and Next buttons to cycle through all
records with that organisation. If the system does not find the person’s record it will display a ‘0
records located message’. If the system finds that more than one record matches the name
you have given it will display an ‘x records located message’ (where x is the number of records
located). You should check each of the records using the Previous and Next buttons to make
sure you don’t have any duplicate records. If the system only finds one record, no message is
displayed and that person’s record is displayed. If you find the person’s record, skip to step 6.
3.
Once you’re satisfied that this is a genuine new record, click on the New button beside the
Next button.
4.
Enter as many of the person’s name, address and contact details as you have.
5.
If you have special dietary or other extra information about this person, click on the Extra
Details button to open the Extra Details form.
6.
If the person lets you know he or she will be coming to a particular meeting, click on the
Registration button to open the Registration Details form, select the add-on that refers to this
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meeting and enter 1 in the quantity column. Remember that you can’t enter registration details
until you have locked the event fees.
7.
Open the Reporter form on the Before Menu, select the appropriate add-on in the Other
section of the form and click on the Listing button. Select the Name, Organisation and Quantity
by Add-on report which lists all people attending the selected add-on.
8.
Exit Summit.
9.
Back up the event file.
Other Before Tasks
Produce name badges
Name badges may be printed directly from within Summit, or the information for badges can be
exported and given to a name badge manufacturer. To produce name badges in either way, take
the following steps.
1.
From the Before Menu open the Name Badges and Tickets form by clicking on the Name
Badges and Tickets button.
2.
Click on the Produce Name Badges option button.
3.
If you only want to produce badges that haven’t been produced yet, click on the Only Produce
New Badges or Tickets option button. If you want to produce all badges, whether or not
they’ve already been produced, click on the Produce All Badges or Tickets option button. The
usual selection after your first name badge run is Only Produce New Badges or Tickets.
4.
To have the badges produced in family name (surname) order, click on the Sort by Family
Name then Organisation option button. To have the badges produced in organisation order,
click on the Sort by Organisation then Family Name option button.
5.
Select the badge format you want to use from the Name Badge or Ticket Format pull-down list.
If you’re uncertain what a particular format looks like, or want to modify it or create a new
format, click on the Design button to open the Name Badge and Ticket Design form.
6.
Select for whom you are producing name badges from the Restrict Name Badges Produced
list box. The normal selection is All People Automatically Entitled or All People Automatically
Entitled plus Accompanying Persons. The other choices are used when you want to have
different badge styles for different participation categories.
7.
Click on the Preview button to display the name badges in Print Preview or click on the Export
button to export the name badge information. Whichever production method you choose, you’ll
be given the option of editing the details that will appear on the badges before they’re
produced. If you’re exporting, you’ll also be asked for the export format you wish to use and
the name of the file that you want to export the name badge information to.
8.
After you have exported or printed the name badges, you’ll be asked if you want to have these
name badges marked as having been produced. Once you’ve checked that the export or print
worked correctly, you should answer Yes. This will prevent these badges being reprinted or
exported during the next new badges production run.
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During
During the event, the focus is on processing people rapidly as they arrive. Frequently, these
arrivals come in bursts at the beginning of a session, followed by a lull when the session actually
commences. This section is divided into three parts; Before the day’s arrivals, During arrivals and
End of the meeting.
Before the day’s arrivals
From the Before Menu, open the Reporter form and print a listing for the add-on representing this
meeting.
During arrivals
Tick each person off the listing as he or she arrives at the meeting.
End of the meeting
1.
For each person who is on the list who didn’t come to the meeting, open the Registration
Details form and delete the line referring to the add-on representing this meeting.
2.
For each person who isn’t on the list who did come to the meeting, open the Registration
Details form, select the add-on that refers to this meeting and enter 1 in the Quantity column.
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Gala Dinner
A gala dinner or awards night.
Characteristics
• Participants may pay to attend.
• May be formally promoted, both for participants and audience.
• Sponsorship may be sought to cover expenses.
• No trade exhibition.
• No pre- and post-event functions.
• No formal sessions.
• Will have a catering component.
• May have fixed tabling and/or seating.
• No accommodation or travel components.
Set Up
1.
Click on the File button on the Main Menu to open the File Menu.
2.
Create a new event by clicking on the New Event button. For further information, refer to the
File, New Event section in Chapter 1, Getting Started.
3.
Update the Event Details form. The key fields to update are Short Name and Full Name (for
display on the logon menu and correspondence) and Starting Date (especially if you’re going
to import the structure from an earlier event).
4.
If the structure of this event is similar, or identical, to a previous event that was run using
Summit, it is easier to import the structure from a previous event and modify it than it is to
setup this event from scratch. If you wish to import the structure from a previous event, open
the Import Structure form and import as much of the structure as will be appropriate for this
event. For example, if this event is being held at a different venue from the previous event,
don’t import the venue details. Even if you have started defining the structure of this event, you
can still import the structure from a previous event as Summit can check with you before
overwriting anything you have already entered. Summit will automatically adjust the date of the
catering event from the previous event to match the start date of this event. If you have
imported all the structure from a previous event, steps 5 to 20 are only to ensure that the
imported information matches the requirements of this event.
5.
Open the Secretariat Details form and enter details of the secretariat (office address for
correspondence and enquiries) for this event.
6.
Open the Venue Details form and enter details of the venue of this event.
7.
Open the Event Options and Global Options form and set any applicable options.
8.
Open the Registration Types form and enter details of the registration fees for those attending.
These registration fees may be modified or deleted until event fees are locked. New
registration fees may be added after event fees have been locked and existing registration
descriptions may be changed.
9.
Open the Add-Ons form and enter the description and costs of accompanying people and any
other extras. These add-ons may be modified or deleted until event fees are locked. New addons may be added after event fees have been locked and existing add-ons may have the
descriptions modified.
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10. Open the Banking Details form and enter details of the bank account being used for this event.
11. Open the Payment Types form and enter any additional payment types you wish to be able to
use when receiving payments for the event. The standard payment types are Cash, Cheque,
Refund and Reversal. You may enter as many additional payment types as you wish. A
summary report will be produced for each payment type.
12. Open the Advertising Sources form and enter any advertising sources you will be using to
promote the event. If you then enter these advertising sources as people register for the event,
you will be able to determine which were the most effective means of advertising from the
Confirmed Delegates by Advertising Source report.
13. Open the Locations form and enter details of any locations used at the function. Locations are
displayed on catering reports, equipment reports, schedules and in the draft programme.
14. Open the Organisers form and enter details of any people, departments or organisations who
will be assigned tasks related to the organisation of the event. This information is used within
the Organiser, Catering Events, Sessions, Ad hoc Notes and Running Sheet.
15. If you’re planning to target people who have attended a previous event or who had expressed
interest in previous events, you now need to decide whether you wish to use the same interest
profiles as were used for the previous event from which you will import people’s name and
address details, or create new interest profiles for this event. If you want to create new profiles
for this event, open the Profiles form and enter up to 20 profiles. If you plan to use the profiles
from a previous event, skip this step and import the profiles as part of the name and address
details import.
16. If you’re using Summit to track outgoing payments, open the Suppliers form and enter details
of anyone you will be making payments to.
17. If the function has fixed tabling, open the Tables form and enter the details of each table and
its capacity. Use the cloning function if you have a large number of tables.
18. Open the Catering Events form and enter details of the catering event associated with this
event. Catering events should be entered after equipment and location details have been
entered as these may be specified within a catering event.
19. Open the Import Demographics form from the Setup Menu and import name and address
details from as many sources as you wish. While it is possible to import demographic
information at any time, it is best done before you start entering details of people to minimise
the risk of duplication. After you have imported demographics, open the Reporter form on the
Before Menu and print a full database listing by clicking on the Listing button and use this to
identify and delete any duplicate records that resulted from the import(s). You can delete
people’s records until they become financially involved with the current event.
20. Open the Correspondence Text form from the Correspondence form by clicking on the Edit
button and enter any additional text you want to appear at the top and bottom of receipts
and/or confirmation letters. The Correspondence form is on the Before, During and After
Menus.
21. Open the Name Badge and Ticket Design form and define the name badge and/or ticket style
for this event.
22. Once you’re certain that registration fees and add-on fees are set and you’re happy for them to
be locked into place, open the Lock Event Fees form and lock the fees into place. You will not
be able to register attendees until event fees have been locked. Once locked, event fees may
be unlocked if you haven’t started registering people yet. Once you’ve started registering
people, event fees can’t be unlocked.
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Before
This section is divided into two sections. The first section shows how to process registrations and
other incoming information in regular data entry sessions. These sessions might be daily, every
two days, weekly or other interval depending on the volume of information. The second section
covers other Before tasks that may be performed regularly before the event or may be performed
only once, depending on your event size.
Regular Data Entry Sessions
First, process all the information related to people and the event. Take as many steps as apply to
each person.
1.
Open the Personal Details form.
2.
Find the person’s record by entering his or her family name (surname) into the Find by Family
Name field and then pressing Tab or Enter. Use the Previous and Next buttons to cycle
through all records with that family name. If you’re uncertain of the family name you can also
find the person’s record by entering his or her organisation into the Find by Organisation field.
Use the Previous and Next buttons to cycle through all records with that organisation. If the
system doesn’t find the person’s record it will display a ‘0 records located’ message. If the
system finds that more than one record matches the name you have given, it will display an ‘x
records located message’ (where x is the number of records located). You should check each
of the records using the Previous and Next buttons to make sure you don’t have any duplicate
records. If the system only finds one record, no message is displayed and that person’s record
is displayed. If you find the person’s record, skip to step 6.
3.
Once you’re satisfied that this is a genuine new record, click on the New button beside the
Next button.
4.
Enter as many of the person’s name, address and contact details as you have.
5.
If you have accompanying person, special dietary or other extra information about this person,
click on the Extra Details button to open the Extra Details form.
6.
If the person is expressing interest, providing historical participation or profile information, click
on the EOI and Profile button to open the Expression of Interest (EOI) and Profile Details form.
7.
If the person is registering for the event, click on the Registration button to open the
Registration Details form. Remember that you can’t enter registration details until you have
locked the event fees. You can enter a new payment or allocate an existing payment directly
from the Registration Details form without returning to the Personal Details form.
8.
If you have sponsor information for the person, click on the Trade button to open the Trade
Details form and enter the sponsorship details. You can enter a new payment or allocate an
existing payment directly from the Trade Details form without returning to the Personal Details
form.
9.
If you have a payment that has not yet been entered into the system, click on the Money Menu
button and then select Enter a Payment.
10. If you wish to allocate a payment that has been entered into the system, but is not yet fully
allocated, click on the Money Menu button and then select Allocate a Payment to allocate all
or part of the payment against the current person.
Once you’ve entered all the information for people, take the following steps to complete the data
entry session.
11. Do a Banking Run (found on the Before Menu under Financials) to summarise all payments
received since the last banking run and prepare bank deposit slips for cash and cheque
payments and a summary report for each of the other payment methods allowed.
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12. Open the Correspondence form and produce the desired correspondence⎯receipts, invoices,
confirmation letters, etc.
13. Print an Income Reconciliation Report from Financial Reports to see how the event is going
and check that all financial data is correct.
14. If you’re recording expressions of interest, print an Interest To Date report from Event Listings
to see how progressive participation is coming along. This will assist you in forecasting final
attendance numbers.
15. Exit Summit.
16. Back up the event file.
Other Before Tasks
Produce name badges and tickets
Name badges and tickets may be printed directly from within Summit, or the information for badges
and tickets can be exported and given to a name badge manufacturer. To produce name badges in
either way, take the following steps.
1.
From the Before Menu open the Name Badges and Tickets form by clicking on the Name
Badges and Tickets button.
2.
Click on the Produce Name Badges option button.
3.
If you only want to produce badges that haven’t been produced yet, click on the Only Produce
New Badges or Tickets option button. If you want to produce all badges, whether or not
they’ve already been produced, click on the Produce All Badges or Tickets option button. The
usual selection after your first name badge run is Only Produce New Badges or Tickets.
4.
To have the badges produced in family name (surname) order, click on the Sort by Family
Name then Organisation option button. To have the badges produced in organisation order,
click on the Sort by Organisation then Family Name option button.
5.
Select the badge format you want to use from the Name Badge or Ticket Format pull-down list.
If you’re uncertain what a particular format looks like, or want to modify it or create a new
format, click on the Design button to open the Name Badge and Ticket Design form.
6.
Select for whom you are producing name badges from the Restrict Name Badges Produced
list box. The normal selection is All People Automatically Entitled or All People Automatically
Entitled plus Accompanying Persons. The other choices are used when you want to have
different badge styles for different participation categories.
7.
Click on the Preview button to display the name badges in Print Preview or click on the Export
button to export the name badge information. Whichever production method you choose, you
will be given the option of editing the details that will appear on the badges before they’re
produced. If you’re exporting, you’ll be asked for the export format you wish to use and the
name of the file that you want to export the name badge information to.
8.
After you have either exported or printed the name badges, you’ll be asked if you want to have
these name badges marked as having been produced. Once you’ve checked that the export or
print worked correctly, you should answer Yes. This will prevent these badges being reprinted
or exported during the next new badges production run.
9.
Repeat steps 2 to 8 for tickets, but click on the Produce Tickets option.
Print Confirmation Letters
Confirmation letters are produced for people who are confirmed as participants. There is a different
letter for each category, and letters are only produced for people who have not yet had a
confirmation letter produced. When people have had a confirmation letter produced, the date the
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letter was produced is shown in the Confirmation Letter Sent date field on the Registration, Trade
or Presenter Details form. To resend a confirmation letter to a person, clear the date from this field
and another letter will be produced for them when you next produce confirmation letters for that
participation category. To produce confirmation letters take the following steps.
1.
From the Before Menu, open the Correspondence form by clicking on the Correspondence
button.
2.
Select the participation category for whom you wish to produce confirmation letters by clicking
on the corresponding option button.
3.
Click on the Edit button and check that the modifiable section of the letter matches your
requirements, then exit the Edit form.
4.
Click on the Preview button. This will display the confirmation letters and associated address
labels to the screen. Select File and Print from the menu bar at the top of the screen to send
the letters and the labels to the printer.
5.
After you have printed the letters and labels, you will be asked to confirm that they printed
correctly. When you confirm this, the Confirmation Letter Sent date field for each person will
be set to the current date in the appropriate form.
Determine catering requirements
1. From the Setup Menu open the Catering Events form by clicking on the Catering Events
button. Check that all catering events have been entered and that the three areas that form the
basis for calculating the number to cater for are correct. The three areas are Full Registrations,
Discretionary Adjustment and Add-Ons Covered.
2.
On the Before Menu. select Catering Requirements from the Event Reports form. This will
produce a report showing how many people need to be catered for at each catering event.
Assign Tables
If you have fixed tabling, from the Before Menu open the Tabling and Seating form and allocate
people to tables. Click on the Listing button and determine what tabling or seating reports you
need.
During
During the event, the focus is on processing people rapidly as they arrive at the event.
Before the people arrive
From the During Menu open the Registration Desk Worklist form by clicking on the Registration
Desk Worklist button. Click on the Preview button to produce one or more paper copies of the
Registration Desk Worklist. This is done so that you can keep processing arrivals if you have a
system failure and it also enables you to have multiple arrival points at high peak periods with
some points using the paper copies.
As they arrive
1. From the During Menu open the Registration Desk Worklist form.
2.
If you have a computer at the event, as people arrive, locate their records by entering all or
part of their names in the Find by Full Name field, then press Tab or Enter. Mark the At Event
check box for each person. If you have given the person any materials associated with the
event, mark the Satchel Given check box for the person’s record.
3.
If you don’t have a computer at the event, find the person’s name on the printed Worklist and
place a tick in the At Event box. If some materials are to be given, tick in the Satchel Given
box.
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After they have arrived
If you processed arrivals using the computer version of the Registration Desk Worklist you don’t
need to take any further steps. If you processed all or some of the arrivals using paper copies of
the Registration Desk Worklist take the following steps.
1.
After the arrivals have been processed, collect all the copies of the printed registration desk
worklist that were marked manually at the registration points. Open the Registration Desk
Worklist form from the During Menu and update the computer version of the worklist from the
printed copies.
2.
When you’re certain that the details from all printed copies of the worklist have been entered,
destroy the original printed copies. This prevents people making entries on the old printed
copies that would not be entered onto the computer system.
End of event
1. Print an Income Reconciliation Report to see how the event went and check that all financial
data is correct.
2.
Exit Summit.
3.
Back up the event file.
After
After the event there are two main concerns; chasing up any outstanding money owing and
analysing the completed event to make sure the next event is even more successful and profitable.
Regular session to chase up outstanding money and process payments
First, process all the information related to people making payments for the event. Take as many
steps as apply to each person.
1.
Open the Personal Details form and find the required person’s record.
2.
If you have a payment that hasn’t been entered into the system yet, click on the Money Menu
button and then select Enter a Payment.
3.
If you wish to allocate a payment that has been entered into the system, but is not yet fully
allocated, click on the Money Menu button and then select Allocate a Payment button to
allocate all or part of the payment against the current person.
Once you’ve entered all the information for people, take the following steps to complete the data
entry session.
4.
Do a Banking Run to summarise all payments received since the last banking run and prepare
bank deposit slips for cash and cheque payments and a summary report for each of the other
payment methods allowed.
5.
Open the Correspondence form and produce the desired correspondence.
6.
Print an Income Reconciliation Report to see how the event is going and check that all
financial data is correct.
7.
Exit Summit.
8.
Back up the event file.
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Analysis of the event
1. From the After Menu open the Progressive Participation form by clicking on the Progressive
Participation button. Choose the participation category in which you want to report and click on
the Graph or Preview button to produce the desired report. These reports assist in forecasting
participation and high activity level periods for future events.
6.
From the After Menu open the Participation Breakdown form by clicking on the Participation
Breakdown button. You should produce all of the reports available from this form as they each
serve a different purpose. Select each report and then click on the Graph or Preview button to
produce it. Each report is explained more fully in Chapter 5, Before.
2.
On the After Menu click on the Marketing Breakdown button. This will produce the Marketing
Breakdown report. This report shows how effectively the data you have in Summit is being
used, and how well the event is being marketed to people. This report is explained more fully
in Chapter 7, After.
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HOW TO
This chapter gives you practical advice on changing, fixing and altering elements within Summit so
that they reflect your own environment. This chapter also gives practical advice on those functions
that cover more than one form.
How to...
Add Your Own Listing to the Reporter
If you have Microsoft Access 2000/2002 loaded on your computer, you can add your own listings
to those available from the Reporter.
To work correctly with Summit, these listings must be based on the ReporterListingTemplate report
and only refer to fields in the Personal Details table.
To add a listing to the Reporter, take the following steps.
1.
Read the precautions and variations to the License Agreement detailed in the Customising
Summit topic.
2.
Start Microsoft Access
3.
From the File Menu choose Open Database.
4.
Locate and open the semp.mdb database, holding down the Shift key while the database
opens to prevent the Autoexec macro from running.
5.
Open the ReporterListingTemplate report in Design view.
6.
Save the ReporterListingTemplate report under the new report name you wish to use.
7.
Change the text in the report’s On Open property to the name of your report as shown.
=SetAlternateRecordSource(“Your Report Name”).
8.
Make any desired changes and additions to your report, but don’t delete or change the names
of any existing controls.
9.
Open the ReporterListings table and add the details of your report to the table. Leave
TopOfList as No and AlternateSorts as 0.
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How to...
Align a Report
All reports in Summit are designed to display correctly on A4 stationery in portrait or landscape
layout.
If the printer you’re using has a smaller paper size, you may find the ends of some lines are printed
on a second page. If the printer you’re using has a larger non-printable area around the margins
than a Hewlett Packard Laserjet 4000, you may find that some of the text on the far left and/or right
of each line or top and/or bottom of each page is missing.
To correct either of these problems, you will need to realign the report by altering its margins. To
do this take the following steps.
1.
Open the report that is not displaying correctly.
2.
Select Print Setup from the File menu in the top left hand corner of the screen. The current
margins for the report will be displayed at the bottom of the Print Setup form as shown below.
3.
Decrease the Margins settings to correct text overflowing to a second page and then click on
the OK button. Increase the Margins settings to correct missing text and then click on the OK
button.
4.
Select Print from the File menu in the top left hand corner of the screen and print one or two
pages of the report to ensure that the new settings are correct.
5.
Repeat the last two steps until you’re satisfied with the alignment and text display.
6.
Select Close from the File menu in the top left hand corner of the screen. You will be asked if
you wish to save the changes to the report. Click on the OK button and the new settings
you’ve specified will be used each time the report is opened.
You don’t have to repeat this procedure until the next time you change paper size or printer type.
Note: For those using American Letter paper (8½" x 11"), go into Page or Print Setup and change
your paper type to Letter. You won’t have any problems with portrait reports, however for
landscape reports, decrease your left margin from 15mm to 7.5 mm and all your data will fit on the
report.
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How to...
Allocate a Payment: Person Unknown
This situation can arise when you are paid by an organisation or institution and the payment
paperwork doesn’t mention what or who the payment is for. To find the likely person, take the
following steps.
1.
From the Before Menu, click on the Payments In button. This will open the Payments In form.
2.
Enter the payment details and then click on the Allocate Payment button. This will open the
Allocate Payments form. The Allocate Payments form will open at the record of the first person
on the database.
3.
To find the record of the person to whom you wish to allocate this payment, use the pull-down
lists and filters in the form header or cycle between records using the navigation buttons. As
we don’t know the person’s name we’ll base our search on organisation and amount. In this
example, we have a cheque for $400.00 from Ace Computer Sellers.
4.
If you click on the Find by Organisation (Outstanding Balances Only) button, a pull-down list of
all people on the database with a non-zero amount owing will be displayed in organisation
order and then family name order. This could give the following pull-down list.
5.
You could find the record this way, but if you apply a filter, you can reduce the size of the pulldown list you need to search through. If you entered ‘Ace’ into the Restrict to (Part)
Organisation field as shown over the page and then clicked on the Find by Organisation
(Outstanding Balances Only) button, the pull-down list (using the same database) would be
reduced to this.
6.
If you also entered ‘400’ into the Restrict to Matching Amount Owed field as shown here, then
clicked on the Find by Organisation (Outstanding Balances Only) button, the pull-down list
would now be reduced to this.
7.
Once you’ve located and switched to the desired record the payment can be allocated.
8.
If you have Auto Allocate in Event Options turned off, enter the amount of the payment against
each participation category for that money is owed in the This Payment column.
9.
Click on the OK button to confirm the allocation.
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Backup an Event File
The only files used by Summit that need to be backed up regularly are the event files (all files with
a .eve suffix). These files contain all the information you’ve entered into Summit. To ensure that
information is not lost, these files should be backed up at the end of each data entry session. If
you’ve modified the formltr.doc mail merge document this should also be backed up if you wish to
keep your changes.
The fastest, most secure backup is onto a memory stick, your data be backed up by taking the
following steps:
1.
Insert the memory stick into the USB drive of your computer.
2.
Open Windows Explorer.
3.
Locate the .eve file you want to back up.
4.
Click on the .eve file and keeping the left mouse button depressed, drag the file until it’s over
the icon for the USB drive and then release the left mouse button.
5.
Windows will ask you to confirm the copy.
6.
Click on the Yes button and your file will be copied onto the memory stick.
To restore your datafile from the memory stick onto the same or another computer, just reverse the
process. All other files required by Summit can be recovered by re-installing Summit.
Change Currency & Time Formats
If you are changing the currency symbol from the dollar sign “$” to another symbol, or you want to
change the time format from Medium Time (4.30pm) to Short Time (1630), you can have this
change carried through the software by running the GlobalFormFormatChange and
GlobalReportFormatChange macros after closing all forms and reports. You can change any other
formatting as well.
Note that you need Microsoft Access 2000/2002/2003/2007 loaded on your computer to be able to
run these macros as they need to open both reports and forms in design view. This feature is not
available in the run-time version of Microsoft Access provided with the software.
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How to...
Check for Duplicate Records
The system will automatically check for duplicate records each time you update the Family Name
field on the Personal Details form. How the system checks depends on the setting of the Display
Duplicate Person Warning field on the Event Options form in the Setup Menu. The possible
settings are:
Never
The system will not check and warn of possible duplicate records at all (this will give the fastest
performance).
Matching Family Name Only
The system will check and warn you if it finds one or more other records with the same family
name as the one you’ve just entered.
Matching Given Name and Family Name
The system will check and warn you if it finds one or more other records with the same given name
and family name as the one you’ve just entered.
Matching First Initial and Family Name
The system will check and warn you if it finds one or more other records with the same first letter of
the given name and the same family name as the one you’ve just entered.
Note: The more checking the system does, the better the integrity of the database, but the slower
the performance.
You can also check for possible duplicates of the current participation record at any time by
pressing Ctrl+D in any field on the Personal Details form. This check will use the same settings as
the automatic check. If current setting is Never, Ctrl+D will check for duplicates on matching first
initial and family name.
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Check How Much Money has to be Banked or Processed
To see how much money has yet to be processed (still has to have bank deposit slips or credit
card transaction summary reports produced), take the following steps.
1.
Click on the Banking Run button on any menu.
2.
Click on the OK button on the Multi-User Conflict Warning dialogue box.
3.
This will open the Payment Types Requiring Processing form that displays details of payments
that haven’t been processed yet.
4.
The form displays the number of items, the total amount and the earliest and latest date of the
outstanding payments for each payment type.
5.
Click on the Exit button to close the form without continuing the Banking Run.
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How to...
Correct an Incorrectly Entered Payment
Some of the details of a payment can be edited or altered. These details are the payment type, the
cheque details or the credit card details. If these are incorrect, edit them through the Payments In
Reporter. For a full description, refer to the Edit Incoming Payments section under the Payments In
Reporter in Chapter 5, Before.
Payment not allocated
If you haven’t allocated the payment (in full or in part), you can delete an incorrectly entered
payment by displaying the erroneous payment from the Allocate Payments form. If the Delete
button (rubbish bin) is displayed, you can click on it to delete the payment.
If the button is disabled, it means that the payment has been allocated and can’t be deleted. You
can delete a banked payment as long as it hasn’t been allocated.
Payment allocated
If the payment has been allocated, you can reverse the allocation, then delete the payment. Refer
to the topic ‘Reverse an Allocation Error’ in this chapter.
Count Records in a Particular Category
You may want to know how many people fall into a particular category without necessarily printing
a report. For example, you might want to know how many people within a particular participation
category are going to a particular add-on.
To count records in a particular category, take the following steps.
1.
Open the Reporter form from any menu by clicking on the Reporter button on the Before,
During or After Menus.
2.
Define the category you wish to count records by marking the check boxes in the Participation
and/or Profile sections of the form and/or selecting an Add-On.
3.
Click on any one of the output format buttons in the form footer. A dialogue box will be
displayed showing how many records there are in the category you’ve defined.
4.
You will be asked if you want Summit to go ahead and produce the output. Click on the No
button in the dialogue box and the output of the records will be cancelled.
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Create an Event Budget
Open the Budget form and click on the Preview button. This will produce the Budget Worksheet
report that details all the elements of your event. Use this report as the basis for constructing your
budget.
Registration Types
For each registration type determine:
1.
2.
3.
4.
The price you’re going to charge.
Any fixed cost.
Any variable cost.
The number of people you expect to attend with that registration type.
It is unusual for there to be a fixed cost directly related to a particular registration type. Fixed costs
such as advertising and secretariat rental usually apply to all registration types and are entered in
the Other Fixed Costs section of the Budget form.
While the majority of variable costs such as production of conference proceedings would usually
be entered in the Other Variable Costs section of the Budget form because they apply to all
registration types, there are cases where variable costs apply to each particular registration type.
An example of this is a per registrant fee charged by a professional conference organiser for each
person registering.
Add-Ons
For each add-on determine:
1.
2.
3.
4.
The price you’re going to charge.
Any fixed cost.
Any variable cost.
The number of people you expect to select the add-on.
Examples of fixed costs for add-ons are the hire of a room for an optional workshop or the cost of
hiring a bus to take a group of people on a site visit. Examples of variable costs for add-ons are the
cost of producing photocopied handouts for people attending an optional workshop or the costs of
providing morning tea to each person on a field trip.
If an add-on is also a catering event, make sure that the costs are only shown against either the
add-on or the catering event. If the costs are shown in both places, expenses will be overstated.
Catering Events
For each catering event determine:
1. Any fixed cost.
2. Any variable cost.
3. The number of people you expect to attend the catering event.
Examples of fixed costs for catering events are the cost of hiring and erecting a marquee in that
the catering event is to be held or the cost of an after dinner speaker. The usual variable costs for
a catering event is the per head cost of food and beverages.
If a catering event is also an add-on, make sure that the costs are only shown against either the
add-on or the catering event. If the costs are shown in both places, expenses will be overstated.
Sessions
For each session determine:
1. Any fixed cost.
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2. Any variable cost.
3. The number of people you expect to attend the session.
Examples of fixed costs for sessions are the cost of hiring the room to hold the session in or the
cost of hiring audio visual equipment for that particular session. An example of a session variable
cost is the cost of the handouts provided to session attendees.
Frequently, fixed and variable costs are not assigned against each individual session but are
viewed as overall costs against the whole event. If you choose to use this method, enter the details
in the Other Variable Costs and Other Fixed Costs areas of the Budget form and not in the
Sessions area.
Trade
Enter how much money you hope to get in income in each of the trade categories. Note that
Exhibitors budget cost is the total for all booths of Booth Build Cost as defined on the Booths form.
Travel and Accommodation
The travel and accommodation areas deal with the totals for travel and accommodation.
Other Variable Costs
The event budget comes pre-loaded with a number of variable costs common to running a large
conference. You can add more variable costs, change the variable costs that are here or delete
variable costs that don’t apply to your event.
Other Fixed Costs
The event budget comes pre-loaded with a number of fixed costs common to running a large
conference. You can add more fixed costs, change the fixed costs that are here or delete fixed
costs that don’t apply to your event.
Other Revenue
Enter the details and amount of any other revenue sources here.
Miscellaneous
Enter details of any budget discounts or extra charges.
Once you have worked out all your figures, enter them on the Budget form. To produce a budget
profit and loss report, select Profit and Loss (Budget) from the Financial Reports menu.
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How to...
Create an Event Programme
Contents of Programme
The event programme is drawn together in the following way:
• The front cover comes from the details entered on the Event Details form and the Venue Details
form.
• The main sections within the programme come from the sessions entered in the Sessions form
and the catering events entered in the Catering Events form.
• The presentations entered in the Presenter Details form will appear within the section on the
programme that matches the Session against which the presentation was allocated.
Order of Appearance in Programme
All catering events and sessions are sorted into ascending date, then ascending time order.
Each new day starts on a new page of the programme.
Where two or more sessions start at the same time (a normal occurrence for conference
concurrent sessions) they will appear in the programme in the order specified in the Programme
Sequence (if Concurrent) field on the Sessions form, with the sessions with the lowest programme
sequence appearing first.
Within each session, presentations will appear in the order specified by the Order In Session of
each presentation, with the presentations with the lowest order appearing first.
To create an event programme take the following steps.
1.
Enter the details required for the programme front cover on the Event Details and Venue
Details forms.
2.
Enter any session types you will be using to describe event sessions on the Session Types
form.
3.
Determine the code, name, type, location, date, start and end time for each session, and enter
the details for each session on the Session form. Don’t worry too much about getting details
exactly right at this stage as all details can be changed later as you refine the programme.
If this event is similar in structure to a previous event that used Summit, it may be quicker to
import the structure from the previous event and then modify the session details, rather than
enter new sessions. If you import the structure from a previous event, Summit will
automatically reset the dates of the sessions to have the same relationship to the starting date
of this event as they had to the starting date of the event from which you’re importing the
structure.
4.
Make sure that any add-ons that are not catering events but should appear in the programme
(such as a pre- or post-event workshop) are also entered as sessions.
5.
Determine the description, location, date, start and end time for each catering event, and enter
the details for each catering event on the Catering Events form.
6.
Open the Event Reports form on the Before Menu and print a Schedule and Schedule by
Location report. Use these reports to eliminate any conflicts of date, time and location in the
event programme. Make the necessary modifications to the dates, times and locations on the
Catering Events and Sessions forms and then reprint these reports.
Repeat this step until you’re happy with the date, time and location of all sessions and catering
events.
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7.
Once you’re happy with the order of sessions and catering events, enter any additional
description you wish to appear in the programme in the Additional Description for Programme
field on the Sessions or Catering Events form.
8.
Open the Personal Details form and for each presenter, open the Presenter form and enter his
or her presentation details. Assign each presentation to a session and, if there are two or more
presentations in the session, also assign an Order in Session. If appropriate, enter the start
time for the presentation.
9.
Please note the following when assigning a presentation to a session. Once you enter a
Session Counter for a presentation, the Session Counter can’t be set to zero again. The only
way to set a Session Counter to zero is to delete, and then re-enter the whole presentation.
This is an attribute of a limit-to-list combo box. If the sessions are not finalised, you could
create a temporary session called ‘To Be Advised’ and assign to it all those presentations that
have not been finalised.
10. In the Programmer form, all presentations that have been entered so far will be displayed.
Click on the Session Date/Time option button in Sort Order and then click on the Refresh
button to see your progress in assigning presentations to sessions. Each time you click on the
Refresh button, any unassigned presentations will be displayed at the top of the list.
11. Remember that presentations must have the Confirmed Presenter check box marked
and the abstract must have a status of ‘Selected’ to appear in the programme.
12. From within the Programmer form, click on the Draft Programme button to print a draft
programme.
Once you’re happy with the event programme, you can use the programme printed by Summit, or if
you want a different format, you can click on the Export Programme button to export a copy of the
program to a file called program.rtf. This program can then be edited using Microsoft Word or any
other word processing package able to translate RTF (Rich Text Format).
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How to...
Customise Summit
If you have Microsoft Access 2000 or Access 2002 (XP) loaded on your computer, you can
customise Summit to meet your own particular needs or preferences.
To modify Summit, take the following steps.
1. Read the precautions and variations to the license agreement detailed below.
2. If you still want modify Summit, start Microsoft Access 97.
3. From the File menu choose Open Database.
4. Locate and open the semp.mdb database, holding down the Shift key while the database
opens to prevent the Autoexec macro from running, or just press the F11 key after Summit Pro
has loaded.
5. Make the desired modifications to the objects in the database.
6. Note down all your changes so you can reapply them after you have upgraded Summit from an
upgrade diskette.
Please note the following when customising Summit. Failure to comply with all of the following may
result in loss of some or all data and/or corruption of some or all data and/or partial or complete
failure of the Summit software.
1. Do not delete any fields, tables, queries, forms, reports, macros, modules or controls in the
semp.mdb, template.mdb or any .eve databases.
2. Do not change the names of any of any fields, tables, queries, forms, reports, macros, modules
or controls in the semp.mdb, template.mdb or any .eve databases.
3. If you are changing the properties of fields, tables, queries, forms, reports, macros, modules or
controls (for example to alter the appearance or size of a control) only alter properties which
affect appearance. The following are properties that may be modified without causing software
failure.
BackColor, FillColor, FillStyle, FontBold, FontItalic, FontName, FontSize, FontUnderline,
ForeColor, Height, Width
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How to...
Customise the Reporter Mail Merge Template
The template used by the Reporter for the Microsoft Word mail merge is a Microsoft Word 97
document called formltr.doc. This file is stored in the same directory in that Summit is installed.
Each time you run the Reporter Mail Merge function, this document is opened in Microsoft Word.
To customise the template, modify the document while it is open and save your changes. If you
don’t want to save the changes you make each time you do a mail merge, click on the No button
whenever you’re asked whether or not you wish to save the changes to formltr.doc. If you want to
keep a copy of your changes without modifying formltr.doc, use File then Save As to save the
formltr.doc under another name. You can then put that new filename against the relevant
document in the Event Documents tab within Event Options on the Setup Menu. This then
becomes the new default document for the specific participation category.
Note: You should never open the document directly from Microsoft Word as errors may occur as
Word is unable to locate the data source of a mail merge document.
Deal With Dishonoured Cheques
If you have a cheque dishonoured, and you’ve already processed and allocated the payment, take
the following steps.
1.
Locate the person’s record on the Personal Details form. Click on the Enter a Payment button.
This will open the Payment Entry form.
2.
Enter the Payment Amount as a negative amount that matches the amount of the dishonoured
cheque. Go to the Payment Type field and change it to Reversal. You will be taken to the
Comments field. Enter the details of the dishonoured cheque and the person.
3.
Click on the Allocate Payment button. This will open the Allocate Payment form. As you
started from the Personal Details form, Summit assumes that you want to allocate the
payment to the same person, and opens the Allocate Payment form for that particular person.
4.
Enter the amount being reversed as a negative number against each participation category
until the total reversed equals the total of the dishonoured cheque. In most cases where a
single payment has been made, the totals previously paid for in each participation category will
equal the amount of the dishonoured cheque.
5.
Click on the OK button to confirm the allocation. This will return you to the Personal Details
form.
6.
If you wish to impose the dishonour fee on the person, click on the Registration button. This
will open the Registration Details form.
7.
Enter the dishonour fee in the PLUS <Additional Charges> field, with details of the dishonour
fee in the Reason for <Additional Charges> field. To save the changes, click on the OK button.
This will return you to the Personal Details form.
Note: Text within < > indicates that it is user defined. This can be changed in the User Defined tab
from within Event Options on the Setup Menu.
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Delete a Record
To delete the currently displayed record on forms that display records one at a time (such as the
Advertising Sources form) click on the Delete button illustrated below.
The system will ask you to confirm that you wish to delete the record prior to you deleting it, so you
can’t delete a record by accident.
If a form doesn’t have a Delete button or the button is disabled, the information is required by the
system and should not be deleted.
Deleting Sub-Records
To delete sub-records take the following steps.
1.
Click on the record selector bar on the left hand side of the sub-record you wish to delete. The
record selector bar will change colour from light grey to black as shown below.
2.
Press the Delete key on your keyboard. The system will ask you to confirm that you wish to
delete the record prior to you deleting it.
If you confirm record deletion, the selected sub-record will be deleted and the display will be
updated as shown below.
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Find a Postcode or Suburb/City
On any form with an address you can double-click on Suburb/City field to choose from pull-down
list (also updates state and postcode). You can also double-click in postcode. This will lookup
postcode if suburb and state are present or lookup suburb and state if they are blank and postcode
is present.
There is the facility on the web to download your country’s postcode file (if we have a copy of it).
If you don’t know the post code for an address, enter the Suburb/Town and State then double-click
in either the Postal Code field and Summit will get the postcode code for you. Alternatively, if you
don’t want to use the mouse, you can enter Ctrl+G in either the Postal Code field. You do this by
pressing the Control key - usually labelled ‘Ctrl’ on the keyboard and the ‘G’ key at the same time.
Note: The Ctrl+G is short for ‘Get Postcode’. In order for the system to find the postcode for you, it
must match the suburb and state against the official list of postcodes, so you must be accurate in
your spelling of the suburb and if you are in Australia, you must use the standard Australia Post
abbreviations of ACT, NSW, NT, QLD, SA, TAS, VIC and WA for the State. If you’re not sure about
the spelling of the suburb, enter the first few letters and click on the down arrow to the side of the
Suburb/Town field. This will list all the suburbs alphabetically. Select the one you want by clicking
on it. Again, if you don’t want to use the mouse, press Alt+↓ (that is the ‘Alt’ key and the down
arrow key together) in the Suburb/Town field. On the standard keyboard, there are two sets of
arrows. If you want to use the one on the number pad, be sure to turn ‘Num Lock’ off first.
Fix Mail Merge Problems
When the mail merge function is called, it creates a text file mail merge data source called
summitmm.txt in the Summit directory, starts Microsoft Word and then opens the formltr.doc
document. With this structure, mail merge problems can arise in two main areas.
1. Microsoft Word doesn’t start at all
This will occur if Microsoft Word is not correctly loaded on your system, or there is not a
pointer to the directory containing the Microsoft Word software. In order for merge to work,
Summit requires that you have in your path statement directions on where it can find Microsoft
Word.
Open the Global Options form in the Setup menu and enter the full path to Microsoft Word in
the Word Processor field. To find the full path, press the Start key and select Find File or
Folder or alternatively open Windows Explorer and select Tools, then Find then Files or
Folders. Type in winword.exe to find the full path to Microsoft Word. The default path in
Summit is c:\program files\microsoft office\office\winword.exe. Change this if it’s different
on your machine.
2. The form letter template is loaded, but will not merge as there is no data source
This will occur if you’re running a copy of Summit that is resident on another computer on your
network. Some versions of Microsoft Word have problems recognising a data source on a
network drive.
Using Summit on your computer solves this problem. This runs faster than using a copy of
Summit that resides on another computer (as all the software and help files are local to your
system and don’t have to be passed over the network) and ensures that the temporary tables
created for mail merge are local to your computer.
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Issue a Call For Papers and Expressions of Interest
This activity takes place after the date and venue of the event have been decided, but before the
event structure and programme have been fully defined. It is important to ensure that the
information you collect from people is accurate and reflects the information categories you’ve set
up within Summit. The information gathered here will assist you in creating an event programme
that most appeals to your target audience and attracts the greatest number of attendees. To issue
a call for papers and expressions of interest, take the following steps.
1.
From the Setup Menu, open the Profiles form and check that the profiles are accurate and that
you’re collecting enough profiles to be able to target prospective attendees.
2.
From the Before Menu, open the Event Reports form and print a Draft Expression of Interest
Form. Check that all the details are correct. If you’re creating your own brochure rather than
using the draft, make sure that the expression of interest form in your brochure has all the
fields shown on the Draft Expression Of Interest Form (from Event Reports).
3.
From the Before Menu, open the Reporter and select the records of those to whom you wish
to send a brochure. Note that if you don’t mark any check boxes at all, you’ve selected the
complete database.
4.
Click the Label button for address labels in family name or postcode order
5.
If you wish to personalise the mailout by sending an accompanying letter, click on the Merge
button and a mail merge letter will be created for each person.
Issue an Event Registration Programme or Brochure
This activity takes place after the date and venue of the event have been decided and the event
structure, programme and costs have been defined. The purpose of this activity is to get people to
start registering for your event. It is important to ensure that the information you collect from people
is accurate and complete, so that you don’t have to contact registrants to clarify details. To issue a
registration programme or registration brochure, take the following steps.
1.
From the Before Menu, open the Programmer form and check that you’ve completed entering
all presentations and allocating them to sessions.
2.
Print a draft programme by clicking the Draft Programme button and check that all details are
correct.
3.
If you’re creating your own programme, rather than use the draft, export the draft programme
by clicking the Export Programme button, incorporate it into your own document and check
that all details are correct.
4.
From the Before Menu, open Event Reports and print a Draft Registration Form. Check that all
the details are correct. If you’re creating your own registration form, make sure that the
registration form in your programme has all the fields shown on the draft registration form.
5.
From the Before Menu, open the Reporter form and select the records of those to whom you
wish to send a programme. Note that if you don’t mark any check boxes at all, you’ve selected
the complete database.
6.
Click on the Label button for address labels in family name, organisation or in post code order.
7.
If you wish to personalise the mailout by sending an accompanying letter, click on the Merge
button and a mail merge letter will be created for each person.
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How to...
Move Summit to the Event
If, at the event, you’re going to be using a different computer from the one you’ve been using prior
to the event, take the following steps.
1.
Backup the event file (.eve suffix) for the relevant event as described in the ‘Backup an Event
File’ topic in this chapter. To determine the name and path of your event data file, press
Ctrl+W at the Main Menu or select Help in the top left corner of the screen, then select Where
Am I.
2.
Once you’re sure that you have successfully loaded the event file onto a CD or message stick,
rename the event file on your normal computer to something like <event filename>.bak
instead of .eve. This will prevent the inadvertent updating of separate databases in two
locations that would result in information errors. There is no facility within Summit to merge two
datafiles.
3.
Install Summit on the computer at the event and then load the event file to the SEMP directory.
4.
Before leaving the event computer, backup the event file and delete the SEMP folder. Copy
your backed up event to c:\SEMP when you return to your normal computer. Delete the old
copy of the event file that you renamed. It should not be necessary to re-install Summit.
Optimise the Performance of Summit
There are a number of steps you can take to improve the performance of Summit on your
computer system. These include the following.
1. If your computer has less than the recommended processor speed (Pentium 4, 2.4 gHz) or
memory (4 Gb), increase your system configuration to the recommended configuration as a
minimum. The more processor speed and memory you have, the faster Summit will run. If you
have to choose between upgrading your processor or increasing your memory, always opt for
more memory as the amount of RAM on your computer is the single most important factor for
Summit Pro’s performance.
2. If you’re using Summit in a multi-user environment, ensure that all systems, other than the one
containing the semp.mdb live database file, are using the Summit software locally to access the
live database. This minimises the network traffic by holding software and help files locally on
each system and only passing actual data across the network.
3. Make sure that your Microsoft Windows Virtual Memory swap file setting is as large as the
recommended size, and is permanent rather than temporary.
4. Compact and repair Summit and the event file regularly, particularly if you’ve been deleting
records or creating large reports. See The Summit Programs and the Main Menu File sections
in Chapter 1, Getting Started for further information.
5. Defragment your hard disk regularly.
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How to...
Produce Name Badges for People who aren’t on the Database
There are two ways to produce name badges for people who aren’t on the database. Use the first
method to produce the name badges immediately and use the second method to add the name
badges to your next name badge print run.
Producing the name badges immediately
1.
From the Menu, open the Name Badges and Tickets form.
2.
Mark the Produce Name Badges option button.
3.
Select I Will Enter All Badge Details from the Restrict Name Badges Produced section of the
form.
4.
Click on the Preview button. This will open the Edit Badge or Ticket Details form.
5.
Enter the details you want to appear on each line of the name badge in the appropriate
spaces. Use a new line for each person.
6.
When you have entered all the details, click on the OK button. If you decide you don’t want to
produce the name badges, click on the Cancel button.
Adding the name badges to your next name badge print run
1.
From the Menu, open the Name Badges and Tickets form.
2.
Select for whom you want to produce name badges and then click on the Preview button. After
the name badge table has been built, a dialogue box is displayed saying ‘Do you wish to make
any changes to the information on the badges or tickets before they are produced?’ Click on
the Yes button. This will open the Edit Badge or Ticket Details form.
3.
Scroll to the bottom of the displayed records. Enter the details you want to appear on each line
of the name badge in the appropriate spaces on the blank line at the bottom. Use a new line
for each person.
4.
When you have entered all the details, click on the OK button. If you decide you don’t want to
produce the name badges, click on the Cancel button.
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How to...
Refund a Payment
It can be necessary to refund payments if people pay too much for the selected activities, or cancel
from the event, or reduce the activities they’re participating in after they’ve paid. In some cases, a
full refund is not given as a cancellation fee is charged.
To refund a payment, take the following steps.
1. Locate the person’s record on the Personal Details form.
2. If the person has overpaid and you have not yet allocated the payment, register their activities
and allocate the full amount of the cheque. In the following example, a cheque was sent for
$950 but this person only owed $910. After you enter the payment and click on the Allocate
Payment button, the following form is displayed.
Amoun
t of
cheque
Automatic
allocation
by Summit
Summit has taken the amount needed from the cheque of $950, to match this person’s liability
of $910. The person’s liability is displayed in the Total Amount column and Summit has
automatically matched that liability with amounts in the This Payment column. Note: you can
turn off Summit’s automatic allocation function in the Event Options form in the Setup menu.
If we clicked OK at this point, we have $40 left unallocated on the original cheque and this
person is not deemed to have overpaid, so no refund can be given. Only if a person has
overpaid (their payment exceeds what they owe, i.e., their liability) can you refund a payment.
To record an overpayment, you must overtype the amount Summit has displayed in the This
Payment field on the Payment Allocation form with the amount of their liability plus the amount
they’ve overpaid. See the next page for an example.
In this example, we must overtype the $400 Summit has displayed with $440. The Still Owing
column will display the amount overpaid in red and in brackets and a red ‘Overpaid’ should be
displayed next to that. The Total Allocated should match the amount of the cheque ($950) and
Remaining Available to Allocate is zero.
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Note: In this example it is assumed that the one cheque is paying for one person. If the cheque
is for multiple people, allocate only what each person thought they had to pay. Click the OK
button. To create the refund, go to step 8.
3. If the person is reducing or eliminating delegate activities and they’ve already paid, click on the
Registration button to open the Registration Details form. Cancel the registration and/or reduce
the add-ons until the registration details match his or her revised involvement. To cancel a
registration, click on the Cancel Registration button in the toolbar. This has the effect of
emptying the Registration Type field and reducing the registration fee to zero. For more
information on deleting an add-on, refer to the ‘Deleting Records’ topic in this chapter.
4. If you’re going to impose a cancellation fee, enter the amount in the PLUS <Additional
Charges> field, with details of the cancellation charges in the <Additional Charges> Reason
field.
This field (or prompt) can be defined by you to be anything you wish, for example, you could call
it ‘Cancellation Fee’ or ‘Administration Charges’, etc. You can change it by clicking on the User
Defined tab in the Event Options form in the Setup Menu. The default is ‘Additional Charges’,
i.e., this is what this field is called when you first install Summit.
5. When you’ve made all the changes you wish, the form should look like the following. If the
person is cancelling coming to the event, there should be a Total Amount Due of zero and the
Amount Still Owing should be in red and in brackets, indicating that it’s a negative number, i.e.,
you owe them money. If the person is not coming to a specific event, for example, not coming to
the dinner but have paid for it, the Total Amount Due has been reduced by the amount of the
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dinner and the amount of the dinner should be in red in brackets in the Amount Still Owing field.
If this is correct, click on the OK button.
6. If the person is reducing or eliminating trade activities, click on the Trade button to open the
Trade Details form. Reduce or eliminate the trade activities until the trade details match the
revised involvement. When you’ve made all the changes, click on the OK button.
7. If the person is cancelling an accommodation and/or travel booking, delete each booking that is
appropriate by clicking on the Delete button on the toolbar of the relevant form. You will be
asked to confirm the deletion. If you click on the Yes button, you will be asked if you’d like a
Hotel Booking or Travel Cancellation Notice to be printed. If you click on the Yes button, the
notice will be printed in print preview - print it if necessary.
The system has detected that there is now an overpayment and will ask you want you want to
do about it. The Overpayment Options form will be displayed:
The system gives you three options.
The first option on this form is to add the amount overpaid to the amount paid on their event
fees. This option enables you to enter cancellation charges on the Registration Details form and
then produce a refund for a reduced amount. You could also use this option if you wanted to
redirect money previously paid for travel or accommodation deposits to paying for the event
itself. Typically you would use this option if someone was cancelling part of the event, but had
not fully paid for other parts that he or she was still going to.
The second option is to increase the unallocated amount of the related payment by this amount.
This option has same effect as if the payment had been entered, but this amount had not been
allocated against this person. The payment, with this amount unallocated will now be listed with
other unallocated payments.
You should only select this option if you’re going to create another travel or accommodation
record and want to move this payment to it. The steps you would take to do this are:
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(1) Select the second option.
(2) Create the new travel or accommodation record.
(3) From the Personal Details form select Money Menu.
(4) Click on the Allocate Payment button, locate the payment with this amount unallocated and
then click on the Allocate Payment button at the bottom of the form and allocate this
amount to the newly created travel or accommodation record.
Note that the second option is only available if you’ve deleted a travel or accommodation
record.
The third option is for Summit to automatically create a refund for the amount displayed on the
form. You would select this option if you had cancelled a registration or deleted a travel or an
accommodation record and you wanted to refund the person exactly this amount.
8. You don’t need to rely on above form for creating refunds. If anyone has overpaid, you can
create a refund for them at any time. To have the system create a refund for you, take the
following steps.
Find the required person on the Personal Details form. The amount showing as Total
Outstanding in the At a Glance section of the Personal Details form should be in red and in
brackets (to indicate a negative amount) and should equal exactly the amount of money you’re
planning to refund to this person, i.e., the amount they’ve overpaid. If the amount doesn’t match
exactly, go through the process of reducing his or her activities until it does.
9. On the Personal Details form, click on the Money Menu button and then the Create Refund
button. A refund will be created for that person for the exact amount showing as overpaid.
That person’s refund will be printed the next time you choose the Receipts option (individual or
organisation) on the Correspondence form. To check on a refund, look in either the Printed
Receipts or the Unprinted Receipts options on the Money Menu. Summit sees refunds as
negative receipts. To edit the text you want on the Refund notice, click on the Refund Notice
Text button under Financials.
You can then send a cheque with the Refund Notice to the person.
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How to...
Reverse an Allocation Error
Even if you’ve issued a receipt for an incorrectly allocated payment, you can still delete the receipt,
which effectively reverses the allocation. To delete a receipt, printed or unprinted, take the
following steps.
1.
In the Personal Details form, find the required person, click on the Money Menu button then on
the Receipts button.
2.
Locate the incorrect receipt by cycling through the receipts using the navigation keys at the
bottom of the form.
3.
Once you’ve located the required receipt, click on the Delete button (the rubbish bin icon). The
following form will be displayed:
If you click on the Yes button, the receipt will be deleted and the following will happen:
• the amount of the receipt will be added back to the original payment as an unallocated
payment - you can then allocate it against another person
• the delegate and trade amounts showing as paid by the person will be reduced by the
amount of the receipt.
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CHAPTER 4
SETUP
This chapter describes the options on the Setup Menu.
These options enable you to:
• enter or modify event secretariat, name, venue and other details
• define the event structure – catering events and sessions
• define the financial structure and lock it in place
• set up parameter and reference files
• define presenter and trade rules
• define the user preferences and system settings
• import demographic information and event details from external sources
• design name badges and tickets.
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Standard Form Design
All the forms within this menu are divided into parameter files (only one record, for example,
Secretariat Details) and reference files (can have many records, for example, Hotels) and all have
standard toolbar buttons at the bottom of the form. The example here is the Advertising Sources
form.
Go to the first record
Go back one record
Go forward one record
Create a new record
Go to the last record
In the reference file forms, the navigation buttons at the bottom of the form indicate how many
records you have (you can have up to 32,767 records) and which record you’re currently on. In the
above example, we’re on record 1 of 8 records. This is also the method you use to move from one
record to the next.
The Advertising Source combo box or pull-down list is found on the Personal Details form. To enter
the advertising source you require, you click on the down arrow to the right of the field.
Click
once
A list of the advertising sources is displayed and you select the one you require by clicking on it.
Or, if you’re familiar with the contents of the file, you can enter the first few letters of the advertising
source you require and the system will ‘auto-expand’ the rest of the letters.
Another way to select data from a combo box without using the mouse is to press Alt+↓ (press the
Alt key at the same time with the down arrow key on your keyboard) when in the required field.
Remove your finger from the Alt key and select the required data by using the down arrow key (↓)
to move to it, then press Enter or Tab to select it.
If you have Microsoft’s Access installed on your computer (the same version as the one this
program is written in), you can click into any field in the form and Sort by that field, i.e., you can
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sort by the counter or the description, or say, a date. Click into the field you wish to sort by then
click on the ascending
or descending button on the toolbar at the top of the screen.
You can click into any field and Find specific data in that field by clicking on the Edit toolbar at the
top right corner of the screen and select the Find option. For example, could you find all records
that have the word ‘Partner’ in the event description field in the Add-Ons form.
If you have a new advertising source that is not yet in the file, you can enter it ‘on-the-fly’ without
leaving the form you’re in by double clicking in the Source field. This opens the Advertising
Sources form and you can enter the data. When you click on the OK button, you’re returned to the
original form and you can select the new advertising source.
This method of using the reference files is standard throughout the system as it enables uniform
data entry that will ensure statistics based on that data are accurate.
If the reference file has a Counter as the first field, for example, Carriers, it means the counter, or
the index to that record, is stored in the main file, not the text. This means you can alter the text in
the reference file and it will be reflected throughout the system immediately. If there is no counter,
then the text itself is stored in the file. In this case, if you alter the text in the reference file, it will not
be changed in all old records that contain that item.
Toolbar Buttons
The following are the standard toolbar buttons found on most forms.
Label Opens the Single Label, Envelope and Letter Choices form to print an address label
or an envelope for the secretariat, venue, displayed hotel and displayed supplier. For a full
description of this function, refer to the Single Label, Envelope and Letter Choices section
in Chapter 5, Before.
New Clears the form ready for the entry of a new record. You can also use the New
button on the navigation buttons.
Delete Deletes the displayed record. Some records may not be deleted if they’re in use.
Summit always confirms a deletion in case you accidentally press the button.
Listing Prints the contents of the underlying file. The reference file listing will be displayed
in print preview.
Help Displays the on-line help appropriate for where you are.
Cancel Cancels any changes made to the record and quits the form.
OK Saves any changes you’ve made to the data and exits the form.
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Add-Ons, Catering Events and Sessions
Looked at in isolation, add-ons, catering events and sessions, and the relationships between them
can appear daunting. It becomes clearer when you look at what each one is, and how each one is
used by Summit.
An add-on is anything to which all participants are not automatically entitled - it is an ‘optional
extra’ for the event. An add-on can range from a pre-conference workshop or dinner, to an
individual race at a sports carnival, to an item such as a video or a t-shirt that may be purchased.
An add-on will appear on the Registration Details form as something that people may select, be
enrolled for or purchase. As the definition of an add-on doesn’t have a time or place component,
anything defined only as an add-on will not appear on the schedules, draft programme or catering
requirements report.
A catering event is any function held in relation to the event that requires the provision of
refreshments to a defined number of people. A catering event may fall within the body of the event
and be available to all participants, for example, morning tea during conference sessions. A
catering event may itself also be an add-on, for example, a conference dinner. The numbers for a
catering event may depend on add-ons, for example, a lunch between two workshops that is only
for those attending either or both workshops.
A session is normally a grouping of presentations in a single place at a given time. Within Summit,
a session also refers to any event activity, that is not a catering event and that you want to appear
on the schedules and draft programme.
To tie all these together when setting up your event, use the following checklists.
When defining a catering event
Question
Is this something that applies
participants automatically?
Answer
all
If yes, then no further action is needed. You do not
need to define this thing as an add-on as well.
Is this a function that applies only to some
participants (such as a gala dinner or board
luncheon)?
If yes, then this function needs to be entered as an
add-on as well and entered in the Add-Ons
Covered By This Catering Event section of the
Catering Events form.
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When defining a session
Question
Answer
Is this something that is included in the If yes, then no further action is needed. You do not
event fee structure for all participants?
need to define this thing as an add-on as well.
Is this a session that applies only to some If yes, then no further action is needed. You do not
participants, such as a workshop or need to define this thing as an add-on as well.
committee meeting?
Is this a session that is chargeable, optional If yes, then this session needs to be entered as an
and not included in the event fee?
add-on as well.
When defining an add-on
Question
Is this something that applies
participants automatically?
Answer
to
all If yes, then this is not an add-on. It is either a
registration type, a catering event or a session.
Is this a thing (such as an item that can be If yes, then it is an add-on. You don’t need to define
purchased or membership fees paid in this thing as a catering event or session as well.
conjunction with the event) that doesn’t
require catering and doesn’t need to appear
in the programme?
Is this a function to that people elect to If yes, then this function also needs to be defined as
attend and needs to be catered for (such as a catering event as well. When defining the catering
a gala dinner)?
event, enter this add-on in the Add-Ons Covered By
This Catering Event section of the Catering Events
form.
Is this a thing that doesn’t require catering, If yes, then this thing also needs to be defined as a
but should appear in the programme and on session.
the schedules (such as a pre- or post-event
workshop) and is chargeable?
Is this a thing that doesn’t require catering, If yes, then this is not an add-on. It is a session.
but should appear in the programme and on
the schedules (such as a pre- or post-event
workshop) and not chargeable?
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EVENT DETAILS
Event Details
This option is for maintaining information related to the name, description, date and time of the
event.
The information from this form is used on name badges, report headers, the Main Menu,
correspondence, the draft Expression of Interest (EOI) form, Registration form and the draft
Programme. The start date is used when importing the event structure from a previous event and
is used to determine how many days to the event on the Organiser Task List. To access the
Calendar function to select a date, click on the Calendar button to the right of the date field.
The Theme, Description and Organised by fields are only used on the front page of the Draft
Programme
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Secretariat Details
This option is for maintaining information related to the address of the event secretariat.
The information from this form is used as the contact point for the event and is displayed in the
page footers of correspondence such as confirmation letters, form letters, invoices and receipts.
If there is no external secretariat and/or you have your own letterhead, then this form need not be
filled in. To turn the correspondence footer off, refer to the General tab of Event Options further on.
If you double-click in the postcode field, Summit will return the postcode for you based on you entry
in the Suburb/Town and State fields. For more information on how Summit finds a postcode, refer
to the ‘Find a Postcode’ topic in Chapter 3, How To.
If you double-click in the E-mail field, you can send an e-mail to the displayed address.
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Venue Details
This option is for maintaining information related to the venue being used for the event, conference
or meeting. This information is to be used by you when contacting the venue.
The Name of Venue from this form is used on the Draft Programme front page. If the event is being
held at your own premises, then you’re not likely to require any more details than the Name of
Venue.
As the venue is often one of the hotels the participants can stay at, you can type the details here
and click on the Add To Hotels button. The details will be copied to the Hotels file without you
having to retype.
If you double-click in the Mobile/Cell field, you can send an SMS text message to the displayed
number. Note: you have register with MIE SMSLink first.
If you double-click in the E-mail field, you can send an e-mail to the displayed e-mail address.
Toolbar Buttons
Click to add the details of the venue to Hotels.
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Organisers
This option is for maintaining the names of people, committees or organisations who are involved
in organising the event.
This information is used when allocating, controlling and monitoring event organisation tasks using
the Organiser form. The names used here are not restricted to the names of individual people. If
preferred, you might wish to use the names of sub-committees, departments or organisations.
The information in this reference file is the source of the entries in the Assigned To combo box or
pull-down lists on the Organiser form, the Catering Events form, the Sessions form and the Ad Hoc
Notes form. These pull-down lists are not limit-to-list so that any name can be entered.
The Organisers form may also be opened within any of these forms to enable additions, deletions
and alterations to this reference file by double-clicking in the Locations combo box.
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OPTIONS
Global Options
This option is used to define global options that operate across all events. The information from
this form is used throughout Summit.
To define the global options that every event using Summit will use, take the following steps.
1. If you mark Prompt for Calculation of Participation Statistics When Closing an Event check
box, if there are no participation statistics for that date, Summit will ask you whether or not
you wish participation statistics calculated as you exit an event. As these are calculated
automatically whenever you run an Interest To Date report, this box is normally not marked
unless you want to be able to see how the level of participation varied each day or each
week leading up to the event. To collect these, Summit counts the number of people who
are marked as potential and confirmed in each participation category. These are reported in
the Progressive Participation Reports.
2. If you mark Check the Organiser Task List When Opening an Event check box, when you
open an event, Summit will check the task list on the Organiser form for tasks that are
unassigned, late starting or late finishing in relation to that event and display a summary. It
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will also summarise all tasks that have been marked on the Contact form as having a ‘doby’ date of today. This task list can also be accessed with the Organiser.
3. If you mark the Check Payment Details Before Banking Run, you can check each individual
payment and alter any obvious mistakes prior to the Banking Run.
4. If you mark Prompt for Alternative Reporter and Delegate Listing Headings check box,
Summit will give you the opportunity of changing the headings of listings generated using
the Reporter or from Delegate Lists.
5. If you mark Print Salutation on Invoices and Receipts, Summit will do so.
6. If you mark Print an Invoice Number on Invoices, Summit will do so. The number is made
up of the Invoice/Statement Number Text from the User Defined tab in Event Options and
the person number (PIN) each person is assigned when entered onto the database.
7. If you mark the Print a Delegate Reference on the Second and Subsequent Pages of a Tax
Invoice option, Summit will print a contact name on each page of the tax invoice to prevent
confusion should a delegate only return the second or subsequent page/s of the invoice
with payment.
8. Mark the Warn Before Updating Master Database with Name and Address Changes, check
box if you want the system to warn you before updating name and address details on your
master database with changes you have made in this event file. This option only applies to
records that have been sent to this event file from either a Summit Contact Manager or
Summit Membership Manager database. For this option to work, you must have also
defined the path to the master database on the Event Options screen.
9. Mark the Notify of Successful Event File Open if you would like Summit to display a
message, on opening an event file, indicating which event file you are now connected to.
You must then press OK to continue.
10. If you want the system to print a Correspondence Log after each Correspondence Run,
mark the Show Correspondence Log when Correspondence Run is Completed. If you don’t
mark this field and you want to check the Correspondence Log, press the Preview button in
the Correspondence Log section of the Correspondence form.
11. If you want Summit to print a delegate’s special diet on the confirmation letter, mark Show
Special Diet on Confirmation Letters.
12. Mark the Resume Express ClickYes When Starting An E-Mail Session check box if you
wish Express ClickYes to be resumed (activated) when bulk e-mails are sent from the
Correspondence screen or the Reporter. Express ClickYes is a small program that sits in
the System Tray and clicks the Yes button on behalf of you when Outlook's Security Guard
opens the prompt dialog saying that a program is trying to send an email with Outlook or
access its address book. Activating Express ClickYes when you are sending a large
number of e-mails from Summit will save you considerable time. Express ClickYes can be
downloaded free-of-charge from the MIE Software web site.
13. Mark the Suspend Express ClickYes when Ending an E-Mail Session check box if you want
Express ClickYes to be suspended (halted) when a Summit e-mail session is ended. If you
do not suspend Express ClickYes at the end of a Summit e-mail session, other programs
may be able to send unauthorised e-mails. It is recommended that you mark this box.
14. Mark the Set Optimal Database Defaults check box to automatically set Microsoft Access
options for best Summit performance.
15. Mark the Show Single Badge Field Names check box to have first row of export file show
field names. Requires interface to specialist badge printers. Mark the Confirm Single Badge
as Printed check box to have user confirm single badges as printed. If cleared, badge
printed is updated without prompting.
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16. Browse to connect to the Folder for External Single Badge Files. See above.
17. Enter the name of the program that runs the word processor you wish to use in Summit for
templates, form letters and mail merge in Word Processor Path and Program Name. The
default c:\Program Files\Microsoft Office\Office\winword.exe for Microsoft Word 97 or
higher. If you want to use another word processor to open templates, mail merge and form
letters, it will need to be able to open Microsoft Word 2000 documents or you can create a
document to replace the default document, formltr.doc. The replacement document must
be a mail merge document with summitmm.txt as its data source and must be stored in
the c:\SEMP directory and you must change the name of the document on the Event
Documents form. Note that c:\SEMP is the default location for Summit installation. If you’ve
installed Summit in another location, store the document in that location. Select the
Address Label Stationery you usually use from the pull-down list and whenever you print
address labels for event participants, the secretariat, the venue, suppliers and hotels, the
labels will be designed to fit your selected stationery. Note: Always select a label type with
a large margin as Microsoft Access will not allow a zero margin any more. Access will pick
up your printer’s non-printable area from your own printer driver and use that to determine if
the data to be printed will fit across the page (left margin plus data plus any column space
plus right margin must be equal to or less than the width of your selected paper). If it
determines the data won’t fit, you will get the message “Data cannot be displayed..” error
message and depending on the size of your printer’s non-printable area, it may stop Access
from running.
18. Nominate the method you wish to use to identify the Summit Central record for incoming
web registrations in Summit Central Matching.
19. Enter the font you would like to see on your address labels.
20. Enter the name of a custom label report in Custom Report Label Report Name that you
want the Reporter to use instead of the standard name and address labels. You can use
this, for example, to create customised luggage tags. Leave this field blank if you want to
use the standard address label from the Reporter.
21. Enter the number of labels per sheet in Custom Report Labels per Sheet for your custom
label report. The Reporter will use this information to calculate how many sheets of
stationery are required.
22. Enter the normal Last Day of the Working Week. This information is used when checking
the organiser task list to determine tasks what should be started or finished this week. Not
all counties end their working week on a Friday.
23. Select the country you are based in from the pull-down list in SMS Country. Note that for
SMS text messaging to be successful, your sending e-mail address must be registered with
MIE Software and the Mobile/Cell field must contain just the mobile number, NOT including
the country code. If you are based in Australia, but want to send an SMS message to the
US, change the SMS Country to the US, send the SMS message (where the US Message
Media company will transmit the message) then come back and re-select Australia.
24. Select your Default Correspondence Method to either E-mail, Fax or Letter.
25. Access 2007 and Access 2010 users can switch between standard preview and report view
when previewing reports. Standard Preview displays the report more rapidly, but does not
display any text dynamically generated after preview. Report View will display the text
dynamically generated after preview, but is considerably slower and can cause "out of
memory" and other display problems with larger or more complex reports.
26. Set the Delay Between Multiple E-Mails in seconds to prevent your ISP (Internet Service
Provider) from interpreting your bulk e-mails as spam. Standard is 10 seconds.
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Event Options
This option is used to define how Summit will fit in with your preferences and requirements. The
information from this form is used throughout Summit and is only valid for the current event.
General Settings
To set your options to customise Summit to your requirements, take the following steps.
1.
Enter the Default Country as the country where most people will be from. If the person’s
address is in the default country, on name badges and address labels, State will be displayed
rather than country. The country will not be printed on letters addressed to event participants
belonging to the default country. On geographic participation reports, attendance is broken
down into country, except for the default country, which is broken down into states, i.e., areas
within the default country are dealt with by the system one level below the national level.
Whatever is stored in this field (it can’t be left blank) will be automatically entered into the
Country field on each new record in the Personal Details form. The value in this field can be
accepted by pressing Enter or Tab or a new value (country) can be typed over the old one.
2.
Whatever is stored in Default State (or it can be left blank) will be automatically entered in the
State field on each new record in the Personal Details form. The value in this field can be
accepted by pressing Enter or Tab or a different State can be typed over the old one.
3.
If you enter something in the default Outgoing Payment Type, it will be displayed in the
Payment Type field in the Payments Out form. This means that if all your payments out are
cheques, you don’t have to enter that information each time you write a cheque.
4.
Summit will establish a link to your master database (if you have installed one) either to the
(superceded) Summit Contact Manager (SCM) software or to the latest Summit Central (SCL)
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software at the location you enter in Location of Master Database. This link is implemented
when you ‘send people to an event’ from within your master database as the person’s PIN is
brought in with their name and address details. If you alter those name and address
(demographic) details within this program, the system can automatically update those details
back in the master database. If you mark the Warn Before Updating Master Database with
Name and Address Changes check box in Global Options, the system will ask you prior to
updating as the details kept here may be temporary.
5.
If you’re recording exhibitor information, you can set the Maximum Characters in Booth Fascia
Name. The system will check on entry of the Fascia Name field in the Trade Details form if you
have entered greater than the number entered here. If there is no limit, enter 0.
6.
You can determine the naming and sorting of your booths either by selecting Number then
Letter (for example 1A, 1B, 1C) or Letter then Number (for example A1, A2, B1). If you are
using only numbers (numerics) or only letters (alphas) for your booth numbering, selecting the
option that begins with your naming convention.
7.
Select the Format for E-Mailed Correspondence you wish to use to format correspondence
that is sent by e-mail from the Correspondence form. Re the four possible formats: Text is the
most universally readable (with products such as Notepad) but also gives the poorest
formatting; HTML (Hypertext Markup Language) requires the recipient to have software
capable of reading HTML pages, such as Internet Explorer and RTF (Rich Text Format)
requires the recipient to have software capable of reading RTF files (such as Microsoft Word).
The default value is RTF. The latest format is Snapshot, a Microsoft product released with
Office 97 Service Release 2 which creates .snp files. It works like Adobe Acrobat in that the
document is e-mailed exactly as formatted. It can be read and printed but it cannot be edited.
The Snapshot Viewer is a free download available from our website under Free Downloads
then Third Party Products. In order to select PDF you must purchase the PDF E-mail Overlay
option from MIE Software. This option will convert all your correspondence to a PDF
attachment.
8.
Mark the Warn When Special Stationery Required check box if you wish the system to warn
you when label, name badge or ticket stationery should be loaded in the printer. Clear the
check box for the system to start label and name badge printing jobs without displaying the
warning.
9.
Mark the Auto Allocate Payments check box if you wish the system to automatically allocate
payments. Clear the check box to manually allocate payments. When a payment is allocated
against a particular person, the payment must be allocated against the amount the person
owes for Delegate, Exhibitor, Sponsor, Advertiser, Accommodation and/or Travel activities.
When you choose to auto allocate, the system automatically distributes the payment amongst
the categories, based on the amount owing in each category. The allocation made by the
system can be changed by you before the allocation is confirmed. It is recommended that you
mark this check box for ease of use.
10. Mark the Print Page Header on Correspondence check box if you wish to have the standard
report header (event short name and event long name) printed on all correspondence. Clear
the check box if you’re using your own pre-printed letterhead stationery.
11. Mark the Print Page Footer on Correspondence check box if you wish to have the standard
report footer (secretariat address details) printed on all correspondence. Clear the check box if
using stationery with the address details of your secretariat pre-printed on your stationery.
12. Mark the Print PIN on Confirmation Letters check box if you wish to have the person’s PIN
(Personal Identification Number) printed on all correspondence, i.e., confirmation letters,
receipts and invoices. This number can be used by people to alter demographic details via the
web if they can enter a combination of their surname and PIN. Clear the check box if you don’t
require the person’s PIN to be printed on your correspondence.
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13. Mark the Continue Compiling Statistics After Event check box if you wish the system to
continue collecting progressive participation statistics after the event end date. Clear the check
box for the system to stop on the event end date. Normally, statistics are only gathered after
the event end date if entry of participants is incomplete at the end of the event.
14. Mark the Show Travel and Accommodation Commissions check box for travel and
accommodation commissions to be shown on the Budget and the Profit & Loss reports.
15. This field - Store Credit Card Details from Registration E-Mails is no longer used as we now
process MIE WebLink registration e-mails using secure e-commerce. .
16. Mark the Create Contact Record When Form Letters Sent check box if you want the system to
automatically record a contact against each person receiving the form letter. If you choose this
option you will be prompted for the name of the person who produced the form letters. This will
be used in the contact record as the name of the person with whom the contact was made.
Select the appropriate Contact Type you want the system to put against each person’s contact
when a form letter is produced.
17. Mark this Create Contact Record When Correspondence Sent check box if you want the
system to automatically record a contact against each person receiving standard
correspondence. If you choose this option you will be prompted for the name of the person
who produced the correspondence. This will be used in the contact record as the name of the
person with whom the contact was made.
Select the appropriate Contact Type against which you want the system to put each person’s
contact when you print correspondence.
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User Defined
The fields within this form enable you to change the prompts of the associated fields to be those
that are pertinent to you.
To define your own fields within Summit, take the following steps.
1. Enter the Invoice/Statement Number Text part of the invoice number, for example, something
to identify the event, ie, DEMO2010. This will be printed on each person’s invoice with the
person’s PIN to enable you to identify to whom an invoice (or subsequent payment) belongs.
2. Enter the Invoice/Statement Heading Text to appear at the top of invoices. For example,
Invoice or Tax Invoice.
3. Enter the Receipt Heading Text to appear at the top of receipts. For example, Official Receipt.
4. Enter the Refund Heading Text to appear at the top of refunds. For example, Refund.
5. Enter the Event Charges Text you wish used to identify the registration and add-on charges for
your delegate or attendee, for example, event charges, registration charges, delegate fees etc.
This prompt will be displayed on the Allocate Payment form and the Delegate Confirmation
Letters.
6. Enter the Additional Charges Text you wish used to identify extra charges, for example, Extra
Charges, Cancellation Fee, Incidental Charges, etc. This text is displayed on the Registration
Details form, Delegate Confirmation Letters and the Income Reconciliation Report.
7. The Report Footer Text will appear at the bottom of all internal reports. The default is ‘Summit
Event Manager’.
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8. Enter the name of a data element in User Defined Field <1-5> Name. You have five fields that
can collect additional data relating to each person. These fields then act as data entry prompts
and can be found by clicking on the Extra Details button on the Personal Details form. These
prompts can be a maximum of 20 characters long whereas the data that can be collected can
be up to 255 characters long. Examples include T-Shirt Size, Ski Boot Size, Immediate
Superior, Favourite Destination, Golf Handicap, etc. In fact, almost any information that Summit
doesn’t already collect. The collected data can be printed and/or grouped using the user
defined reports facility from within Delegate Lists and the Reporter. Mark the Include in MIE
WebLink file check box each field that is to be included when creating a WebLink web file. See
the Internet Assistant for more details on secure e-commerce registrations from the Internet.
9. If you are going to have session assistants, enter the name for the first type in Session
Assistant Type 1 and the second type in Session Assistant Type 2. Examples include Room
Monitor, Presenter Assistant, Rapporteur, AV Monitor, Chair Assistant, etc. People who fill
these positions are entered against each session and reported on the Running Sheet, the
Session Chair Report and the Individual Schedules.
10. You can change the default Accommodation Cancellation Text to something more appropriate
to your requirements. This text appears on the Accommodation Cancellation Note that’s
displayed when you delete a hotel booking that has been reported to that hotel.
11. You can change the default Travel Cancellation Text to something more appropriate to your
requirements. This text appears on the Travel Cancellation Note that’s displayed when you
delete a travel booking that has been reported to that carrier.
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Event Documents
This option is used to identify the names of word processing documents used by Summit for form
letters and mail merge. By default, Summit uses a single document (formltr.doc) for all mail merge
and form letter templates.
If you wish to use a different document for each category, insert the name of your document in the
appropriate field. Use the Browse button to find the appropriate document.
The best method for creating a different document for each category type is to open Formltr.doc
and Save As a different name. This then takes into the new document the correct merge source
and merge fields. The merge source is a text file called summitmm.txt (for Summit Mail Merge)
stored in the product folder (SEMP).
If you’re not using Microsoft Word, make sure that the setting for Word Processor Executable
Program Name on the Global Options form is set to the name of the program that runs your word
processor.
The settings on this form only apply to the current event, they are not global across all events.
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System Checking
This is where you determine how much checking the system does automatically for you and how
much checking it forces you to do as you are using the software.
1. Mark the Check Internet Requests Before Processing check box if you want the system to
force you to look at Internet requests before you can process them. If this box is not marked,
you are able to check your incoming mail for Internet requests and then process them without
having to check them.
2. Select the Display Duplicate Person Warning option that best suits your office environment. If
there is more than one person entering data, it’s best to have some level of duplicate checking.
This checking is performed each time you enter a family name on the Personal Details form.
Although the system warns you, you can still enter the record if appropriate.
If you choose Never, the system will not check for duplicates. This option will give the fastest
performance. If you click Matching Family Name Only, the system warns you if it finds another
record on the system with the same family name. If you click Matching Family Name and Given
Name, the system will warn you if there is another record on the system with the same family
name and given name as the one you’ve just entered. The system will match family name and
first initial of the given name if you click Match First Initial and Family Name. This last option is
the most common method for checking as it takes into account that a person may be on file as
Sue Smith, Susan Smith or Susie Smith.
3. Select the level of checking you require when saving a hotel booking in Hotel Booking Check. If
you choose Never no checking is done. If you choose Warn of Overbooking the system will
warn you if this booking would result in an overbooking but will not prevent you from completing
the booking. If you choose Prevent Overbooking the system will not let you complete a booking
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if it would result in an overbooking. Warning - checking for overbookings can take a number of
seconds.
4. Select the level of checking you require when saving a travel booking in Travel Booking Check.
If you choose Never no checking is done. If you choose Warn of Overbooking the system will
warn you if this booking would result in an overbooking but will not prevent you from completing
the booking. If you choose Prevent Overbooking the system will not let you complete a booking
if it would result in an overbooking.
Remember, the more checking the system does, the greater the integrity of your database, but the
slower the system performance.
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Name and Address Formats
Define how you want people’s names to be displayed on reports, correspondence and the event
programme.
1. In Name Format for Reports, select the way you wish the names to appear on reports and
listings.
2. In Name Format for Draft Programme, select the way you would like the presenter’s details to
appear in the draft programme.
3. In the Name Format for Financial Groups, select the way you would like the Financial Groups
to be displayed.
4. Select the Default Postal Code Style for Addresses you want people to have when you enter
new records on the Personal Details screen. Each person can have a different style of address
depending on where they live, for example, in the US, the last line of the address is ‘City,
STATE Postcode/Zip’ whereas in Europe it’s ‘Postcode/Zip City State’. If most of your
attendees will be from the US, select that style of address label layout as the default.
5. Mark the Force Suburb or City into UPPER CASE check box if you want the suburb or city
automatically forced into UPPER CASE as you enter new records. If you don’t mark this box,
the Suburb/City will remain exactly as you type it in, for example, Title Case.
6. Mark the Force State into UPPER CASE check box if you want the state automatically forced
into UPPER CASE as you enter new records. If you don’t mark this box, the State will remain
as you type it in.
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7. Mark the Force Postal Code into UPPER CASE check box if you want the postal code
automatically forced into UPPER CASE as you enter new records. If you don’t mark this box,
the Postal Code will remain as you type it in.
8. Mark the Force Country into UPPER CASE check box if you want the country automatically
forced into UPPER CASE as you enter new records. If you don’t mark this box, the Country will
remain as you type it in.
9. Select the Salutation Text option representing the type of salutation you wish the system to
generate when you enter new records on the Personal Details form - formal or informal. After
you press Tab or Enter in the Family Name field, the system will insert either the Title and
Family Name or the Given Name into the Salutation field. The salutation appears on
correspondence generated by the system, ie, it is the way the person is addressed after the
‘Dear ...’. The system generated salutation may be overwritten with any other salutation of your
choice. Note: after you update the Salutation Text choice field, Summit will give you the
opportunity to reset all the salutations on the database to your new choice.
WinFax Pro
This form enables you to define the settings required for the interface to WinFax Pro.
The settings here relate to correspondence faxed from the Correspondence form. When you
initiate a correspondence run from the Correspondence menu, Summit will automatically fax
correspondence to anyone on the system who has Fax marked as their Correspondence Method
on the Personal Details form.
Enter the Time To Send Faxes nominating which time you want WinFax Pro to send your faxes.
This allows you to schedule fax transmission for off-peak periods. If you leave this field blank, the
faxes will be transmitted immediately.
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Tax
The settings here relate to taxation and the naming of prompts on financial correspondence.
1.
Enter the Goods & Services Tax Text you wish to describe your Goods and Services Tax (for
example, GST, VAT, Sales Tax, etc). This prompt is displayed on the Registration Details form
and the Trade Details form in the Sponsor, Advertiser and Exhibitor tabs.
2.
Enter the Service Provider's Goods & Services Tax Details for Invoices text you wish to appear
on receipts, invoice/statements and tax invoices relating to your ABN/GST/VAT number.
3.
Enter the GST Invoice Heading Text to appear at the top of tax invoices. For example, Invoice
or Tax Invoice.
4.
Enter the GST Invoice Total Text to appear at the bottom of tax invoices beside the total. For
example, Total or Total Including GST.
5.
Enter the GST Credit/Adjustment Note Heading Text to appear at the top of adjustment notes,
for example, Adjustment Note or Credit Note.
6.
Enter the GST Credit/Adjustment Note Total Text to appear at the bottom of adjustment notes
beside the total. For example, Total or Total Including GST.
7.
Enter the Default Adjustment Note Reason for the GST Credit/Adjustment notes.
8.
Enter the Accommodation Prepayment or Deposit Text you want to appear on the Tax Invoice
if you have entered any deposits or full payments on the Accommodation Booking screen.
9.
Mark the Prompt for Alternative Adjustment Note Text box if you want the system to give you
the opportunity to enter a different adjustment note reason when producing Credit/Adjustment
Notes.
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10. If you mark the Automatically calculate the GST component of accommodation deposits box,
the system will calculate the GST component of the amount you enter in Deposit Amount Due
field in the Hotel Booking screen based on the GST setting you entered in the Hotels screen.
Sponsors and Advertisers
11. If a Goods & Services Tax (GST) or Value Added Tax (VAT) or similar tax applies to
sponsorship or advertising amounts then:
• If the tax is to be added on to the amount, then enter either the percentage it is to be
increased by in GST Rate (enter 10% as 10) or mark the Enter GST check box if you want
to enter the additional amount against each individual sponsor or advertiser.
• If the tax is included in the price, mark the Enter GST check box and you will be able to
enter the inclusive amount against each individual sponsor or advertiser.
For exhibitors, a Goods & Services Tax is entered against each booth, and/or against each
exhibitor.
12. Enter the tax percentage amount you will be charging on Additional Charges and/or Discounts
in the Registration form.
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IMPORT
Import Demographics
This option enables you to import name and address records into Summit, rather than re-enter all
records each time you set up a new event.
Click on the option button corresponding to the source of the data you wish to import, then click on
the Import button to proceed with the import.
If you’ve already entered records into your database, there is a risk, dependent on the source of
the data, that you will inadvertently create duplicate records when you import data. If records have
already been entered, the system will warn you of the risk of duplication. If you then choose to
continue with the import, the next step in the process will depend on the source of the data being
imported. Summit will not check for duplicates during the import process.
Toolbar Buttons
Click to start the import process.
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Import from a previous event that used this software
This method of importing records should be used where you’ve already run an event using Summit
and wish to include the target audience from the previous event in the target audience for this
event. You will be asked to specify the location of the previous event. This event will always be in a
file with a .eve suffix (an event file) unless this has been changed for archiving purposes. For
example, if the conf09.eve file was on your c: drive in a folder called ‘old events’, you would enter
c:\old events\conf09.eve as the file location for the previous event. If you’re uncertain of the file
location, click on the Browse to find the file. If you enter an invalid file location, the import process
will be terminated.
The import process will then give you the choice of importing the profile settings of the records
from the previous event. The importing of profiles has the potential to either save or create a large
amount of extra data entry work. It is recommended that you use the following guidelines when
deciding whether or not to import profiles.
Do not import profiles if:
• You are not using profiles.
• The majority of profiles being used for this event are different from the ones used at the event
from which you’re importing data.
Do import profiles if:
• The profiles being used for this event are identical in name and order to the ones used at the
event from which you’re importing data.
Consider importing profiles if:
• The majority of profiles being used for this event are identical in name and order to the ones
used at the event from which you’re importing data. To ensure that profiles are recorded
correctly, you should reset the non-identical profiles on the Profiles form for this event, before
you import the profiles from the other event.
If you choose to import profiles, any profile settings you’ve already made on the Profiles
form will be overwritten by the profiles from the import source.
The system will then convert the participation details of the records being imported into historical
participation details. For example, presenters and sponsors will be converted into past presenters
and past sponsors.
Following conversion of participation details into historical participation details, the records will be
imported. You will be given the chance to cancel the import. If you don’t wish to import all records
from a previous event, or you don’t wish to import historical participation details, import the records
using the Import from Another MIE Software Application method of importing records.
Import from a Summit Data Collector file
This method of importing records should be used where you have been provided with a database
generated by the Summit Data Collector. The Summit Data Collector is a free-of-charge application
available from www.miesoftware.com. It enables people (for example, your clients) to build an
event database with name, address and other details along with user defined fields and profiles
without them having to purchase a retail copy of Summit. You will be asked to specify the location
of the Data Collector file. The data collector file will always end in .sdc. During the import process,
Summit will check for conflicts between the user defined fields and profiles in the event file and the
data collector file. If a conflicting name is found, and there are people in both files with that
particular profile or user defined field, you will be given the option of which profile or user defined
field you wish to use.
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Import from a Summit Expo Registration Manager file
This method for importing data comes from the specialised Expo software - *.erd data files.
Contact MIE Software if this is a requirement.
Import from another MIE Software application
This method of importing records should be used where you’ve generated an interchange table of
records to be imported using the Reporter form in another MIE Software application. This process
will import only those records that are currently in the interchange table in the other MIE Software
application.
You will be asked to specify the location of the other MIE Software application. The location of the
software will always be on the computer where you generated the interchange table of records
(this refers to the multi-user environment). This will always be in a file with a name ending in .mdb.
If you’re importing from a previous event, the file name will have a .eve suffix (an event file). If
you’re uncertain, you should check with your system administrator.
For example, if the myclub.mdb file was on your c: drive in a folder called member, you would
enter c:\member\myclub.mdb as the file location for MIE Software from which you wish to import.
If you’re uncertain of the file location, click on the Browse to find the file. If you enter an invalid file
location, the import process will be terminated.
The import process will then give you the choice of importing the profile settings of the records
from the other MIE Software application. The importing of profiles has the potential to either save
or create a large amount of extra data entry work. It is recommended that you use the following
guidelines when deciding whether or not to import profiles.
Do not import profiles if:
• You are not using profiles.
• The majority of profiles being used for this event are different from the ones used in the other
MIE Software application.
Do import profiles if:
• The profiles being used for this event are identical in name and order to the ones used in the
other MIE Software application.
Consider importing profiles if:
• The majority of profiles being used for this event are identical in name and order to the ones
used in the other MIE Software application from which you’re importing data. To ensure that
profiles are recorded correctly, you should reset the non-identical profiles on the Profiles form
for this event, before you import the profiles from the other MIE Software application.
If you choose to import profiles, any profile settings you’ve already made on the Profiles
form will be overwritten by the profiles from the import source.
If you don’t choose to import profiles, the profile settings in the interchange table will all be set to
No before the import commences. If you wish to re-use the interchange table, and include profile
information, you must regenerate the interchange table using the Reporter in the other MIE
Software application.
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Import from a Microsoft Excel Spreadsheet
This method of importing records should be used where you’ve either stored name and address
records using Microsoft Excel, or used Microsoft Excel to convert records from another
application’s format.
To successfully import from Excel, the records you wish to import may be stored in Excel with one
record per row. The columns don’t have to match as the Link Fields process is used (see Importing
from an Access Database further on). If you have no column headings in your Excel spreadsheet,
you are asked during the import process if you would like to add them. Then it’s easier to use the
Link Fields option.
You will be asked to specify the location of the Microsoft Excel spreadsheet. If you’re uncertain of
the file location, use the file open dialogue box to determine the location on your system or network
of the Microsoft Excel spreadsheet.
If you enter an invalid file location, the import process will be terminated.
Once you’ve entered the location of the spreadsheet, Summit will check that there are no leading
spaces in the column headings, then Summit will import the spreadsheet into a temporary storage
area and then display the incoming data on the Importer form exactly as it will appear after it is
imported. At this point, you may alter information or delete records before confirming that you wish
to complete the import, or you may choose to cancel the import process.
See the section on Link Fields and Importer further on for more details on how the manipulate the
data prior to importing it.
Import from a Comma Delimited Text File
This method of importing records should be used where you have name and address records in
comma delimited format provided by another application. Comma delimited means that each field
in the file is delimited or separated from the next field by a comma. To successfully import from the
comma delimited file, the records you wish to import must be stored with one record per line, with
each text field surrounded by double quotes, and with each field separated by commas. If the
information in a particular field doesn’t apply to your data, leave the field blank, don’t omit the field.
The following is the beginning of a sample line where Job Title is not used:
You will be asked to specify the location of the comma delimited text file. If you’re uncertain of the
file location, use the file open dialogue box to determine the location on your system or network of
the comma delimited text file. If you enter an invalid file location, the import process will be
terminated. Once you’ve entered the location of comma delimited text file, Summit will ask if the
first row contains headings. If it does (and it should) Summit will open the Link Fields forms (see
under Import from an Access Database further on) so you can link your data fields with Summits.
Once that’s done, Summit will import the data into a temporary storage area and then display the
incoming data on the Importer form exactly as it will appear after it is imported.
At this point, you may alter information or delete records before confirming that you wish to
complete the import, or you may choose to cancel the import process.
See the section on Link Fields and Importer further on for more details on how the manipulate the
data prior to importing it.
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Import from a Microsoft Access Database
This method of importing records should be used where you have name and address records in
other Microsoft Access databases. Once you’ve entered the location of an Access database,
Summit will display a list of the tables in that database.
Link Fields
After you’ve chosen the required import-method name, Summit will open the Link Fields form so
you can match up the fields in the other database with those in the Summit database.
After you click on the OK button, the system will inquire as to whether or not you want it to set all
the incoming record’s Work Address to Yes. Once you’ve done this, Summit will import the data
into the data interchange table and then display the incoming data exactly as it will appear after it is
imported. This display form is called the Importer and is described in more detail further on.
At this point, you may alter information or delete records before confirming that you wish to
complete the import, or you may choose to cancel the import process.
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Importer
This option is used when data is being imported into Summit from a source other than another MIE
software application. It displays the data in exactly the format it will be imported, if you choose to
complete the import.
This option is used when data is being imported into Summit from a source other than another MIE
software application. It displays the data in exactly the format in which it will be imported. It allows
you to modify and manipulate the data before completing or abandoning the import.
As this form opens, the system will check for incoming records having the Work Address flag set. If
no records have work address set, the system gives you the option of setting all records to work
address. If a record is not set as being a work address, the system will not print the person’s
Position, Division or Organisation on letters and labels.
On this form you may:
• Correct or modify the details of any fields of the records, by editing directly in the field of the
record to be altered. The records will be imported with your changes included. You can use the
buttons along the bottom of the form to manipulate the data.
• Delete any records that you don’t wish to import, by clicking on the record selector bar to the left
of each record, and then pressing the Delete key on your keyboard. Any rows you delete on this
form will not be imported.
Note: Always check the record on the first row to see if it contains data or column heading
names. If it contains heading names, delete the row.
• Choose to abandon the import process by clicking on the Exit button.
• Choose to continue by clicking on the Import button.
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Toolbar Buttons
Click to fill the fields of all records in a particular column with a single value. For
example, if the records being imported have a blank Country field, you could insert
the name of the country in all the records.
Click to delete the data in a particular field from all records if one column contains
incorrect or nonsensical information.
Click to move the information from one column to another. This will replace all data in
the column you are moving the information to. This is also used if the information you
are importing is not in the same order as that required by Summit, but is not
transposed with another column.
Click to swap the information in one column with another if the information you are
importing is not in the same order as that required by Summit. For example, if the
Division and Organisation columns are transposed.
Click to extract the family name (surname) from the given name field if the data you
have been given combines the first name and family name in the given name field.
Click to extract the given name from the surname field if the data you’ve been given
combines the given name and family name in the surname field.
Click to set all address flags to home address.
Click to set all address flags to work address.
Click to confirm that you wish to complete the import. When you click on this button, the
records are added to the records already on the database.
Note: the system will not check for duplicates during or after the import process. Go to the
Reporter on the Main Menu and click on the Listing button to produce a report of all
people on the database sorted by family name. Use the report to find any duplicates and
delete them.
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Import Structure
This option enables you to import as much or as little as you wish of the setup and structure of a
previously defined event into the setup and structure of this event. This can save re-entry of
information, and can save time if the structure of this event is similar or identical to a previously
defined event. Examples can be a weekly training course or a conference having the same
structure as last year. Once the structure has been imported, you may modify it in any way you
wish.
If you’re importing either Catering Events or Sessions, they will be placed the same number of
days ahead of or behind the new event’s start date as they were positioned ahead of or behind the
old event’s start date. To be able to do this, Summit needs to know the start date of both the new
and the old event. If Summit is unable to determine these dates, you will be asked to provide them.
If you’re unable to provide these dates, the Catering Events and Sessions will be imported without
any dates set.
When you first open the form, the Equipment, Locations and Session Types check boxes are
marked and disabled (they can’t be cleared). This is because these fields are related to the
Catering Events and Sessions fields, which are marked when this form is first opened. To clear
these associated fields, you must first clear the Catering Events and Sessions fields.
If event fees have been locked in the new event, you will not be able to import Registration Fees or
Add-Ons. You must first unlock the fees before importing.
In the Overwrite Choice option box, you can decide whether you want the system to overwrite any
data already in the new event with data from the imported event, or whether you want the system
to stop each time it finds existing data and ask you if you want it overwritten.
Clear the check box beside any component you don’t wish to import. Once you’ve selected the
components of the structure you wish to import, click on the Import button. You will be asked to
specify the location of the old event.
The old event will always be a file with a .eve suffix (unless it has been renamed for archiving).
Double click on the .eve file you want to import from. If you enter an invalid file location, the import
process will be terminated.
Toolbar Buttons
Click to clear all the marked check boxes.
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Click to continue the import process.
Import Organiser Tasks
If you’ve elected to import the organiser tasks from a previous event, the Import Organiser Tasks
form will be displayed. It enables you to tailor the import process to suit your requirements.
There are six categories, each with two or three options to select from. You can elect to add to
your existing task list or replace the task list that is supplied with the product, i.e., once you’ve
finalised the task list that is appropriate for your organisation, it can used for each event.
The other areas that can be tailored are: the Start Date, the Finish Date, the Started indicator, the
Finished indicator and to whom the task is assigned.
Toolbar Buttons
Click to continue the import process.
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FINANCIAL DETAILS
Registration Types
This option is for maintaining the registration fees for full registrations for the event.
Partial registrations, such as single day or single session registration, should be entered as addons. Entry of partial registrations on this form, rather than as add-ons, can result in Summit
overstating your catering requirements.
To create a new registration type, take the following steps.
1.
Enter a Description of the registration type, for example, Early Bird Member, Student Discount,
Standard Non Member, etc.
2.
Enter the price you will be charging the delegate in the Price field.
3.
If a goods and services tax (GST) or value added tax (VAT) or similar tax applies to this
registration type then:
•
If the tax is to be added on to the price of registration, enter either the percentage it is to
be increased by in GST Rate (enter 10% as 10) or the amount by which the price is to be
increased in GST Amount (this field is used to eliminate the possibility of rounding errors)
and select the Price Does Not Include GST option button. This charge will be added to
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each delegate’s liability. Any non-inclusive GST charged will be detailed in the Income
Reconciliation Report against the field called ‘Plus Additional <GST>’.
•
If the tax is to be included in the price of registration, you can only enter an amount that is
included in the Price then select the Price Includes GST option button. You cannot enter a
percentage. The Price and Price with <GST> fields will always be the same.
Note: the prompt for these fields can be modified by you to reflect the name of the tax in your
country. To do this, click on the User Defined tab in Event Options. Whatever text you enter
there will be displayed here.
4.
Whichever option above is chosen, the system will display the total cost to the delegate being
the price of the Registration Type plus GST in the Price with GST field. This is a display only
field to enable you to check that you have all pricing components correct prior to locking the
event fees.
5.
Mark the Ticket Required box if anyone registering with this registration type needs an
admission ticket to be printed for them.
6.
Mark the Include in MIE WebLink file if you want this registration type to be included when
creating a WebLink web file. See the Internet Assistant for more details on secure ecommerce registrations from the Internet. Examples of Registration Types that should not be
included are those that are only allocated by the conference organiser, for example,
Complimentary ones.
7.
Enter any budget details that are relevant to this session. These details will be displayed on
the Budget form. See the Budget Calculation Settings form below for further details.
Registration fees and descriptions may be added, modified and deleted until event fees are locked.
Only once event fees are locked can you register delegates. Once event fees are locked, new fees
may be added but no changes may be made to the existing registration prices, however, a
registration type may be deleted if no one has been registered against it, or the description
modified.
The information from this form is the basis of the pull-down list of Registration Types on the
Registration Details form within Personal Details, and is used when calculating delegate
registration costs, determining overall event income for the Income Reconciliation Report, and is
displayed on delegate Participation Records and Confirmation Letters.
Toolbar Buttons
Click to display the Budget Calculation Settings form (see further on for more
information). This form enables you to set the rules by which the system will calculate a
budget for you.
Click to display a report with the names of all people who have registered under this
registration type.
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Budget Calculation Settings
This option enables you to decide how Summit performs its budget calculation.
There are two basic budget calculations that Summit can make. You can either change prices,
costs and attendances to suit a given profit target or change the profit target to suit given prices,
costs and attendances.
Change prices, costs and attendances to suit a given profit target
If this is what you want to do, take the following steps.
1.
Make sure the Can Adjust Budget Profit check box is cleared.
2.
Mark which of the Can Adjust Selling Price, Can Adjust Budget Attendance, Can Adjust
Budget Fixed Cost and Can Adjust Budget Per Head Cost check boxes you wish. For
example, if you knew your actual fixed and per head costs, but wanted to know an
attendance/price combination that would meet your profit target, you would only mark the Can
Adjust Selling Price and Can Adjust Budget Attendance check boxes.
Note: You will not be able to mark the Can Adjust Selling Price check box if event fees have been
locked. If this is an add-on (see next option) and you have specified a maximum number, the
budget attendance will not rise past that maximum.
Change the target profit to suit given prices, costs and attendances
If this is what you want to do, take the following steps.
1.
Clear the Can Adjust Selling Price, Can Adjust Budget Attendance, Can Adjust Budget Fixed
Cost and Can Adjust Budget Per Head Cost check boxes.
2.
Mark the Can Adjust Budget Profit box.
In both instances, click on the OK button to perform the budget calculation. After the calculation
has been performed, you will be given the opportunity to automatically update the budget figures
on this form based on the results of the calculation.
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Add-Ons
This option is for maintaining the details of add-ons associated with the event.
Add-ons need to be defined for anything to that all participants at your event are not automatically
entitled – it is an optional extra. An add-on is any function or thing related to the event that could
affect the catering requirements, and/or the amount paid by participants, and/or time and space
allocations at the venue. An add-on will appear on the Registration Details form as something that
people may select/be enrolled for/purchase. To create a new add-on, take the following steps.
1. Enter a Description of the add-on. An add-on can range from a social outing, to an individual
race at a sports carnival, to an item such as a video that may be purchased. Other examples
include membership subscriptions that can be paid for when registering, a golf tournament,
additional tickets to an inclusive function for the accompanying person, etc.
•
Enter the Price you will be charging the participants. If a goods and services tax (GST) or
value added tax (VAT) or similar tax applies to this registration type then: If the tax is to be
added on to the price of the add-on, enter either the percentage it is to be increased by in
GST Rate (enter 10% as 10) or the amount by which the price is to be increased in GST
Amount (this field is used to eliminate the possibility of rounding errors) and select the Price
Does Not Include GST option button. This charge will be added to each person’s liability.
Any non-inclusive GST charged will be detailed in the Income Reconciliation Report against
the field called ‘Plus Additional <GST>’.
•
If the tax is to be included in the price of registration, you can only enter an amount that is
included in the Price then select the Price Includes GST option button. You cannot enter a
percentage. The Price and Price with <GST> fields will always be the same.
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2. Whichever option above is chosen, the system will display the total cost to the delegate being
the price of the Add-On plus GST in the Price with GST field. This is a display only field to
enable you to check that you have all pricing components correct prior to locking the event
fees.
3. Enter the Display Sequence you require. Add-on records are displayed on pull-down lists and
in reports in the order specified in this field. The display sequence is in ascending order. For
example, a display sequence of 1 will display before a display sequence of 2. Any add-ons that
don’t have a display sequence will be displayed before add-ons that do have a display
sequence. Any add-ons with the same display sequence will be displayed in alphabetical
order.
4. If there is a limit to the number of places or items, enter the Maximum Number allowable and
the system will warn you if you’ve used up the number allowed and no places or items left to
allot. The system will not stop you - just warn you.
5. Mark the Ticket Required check box if you want the system to produce an admission ticket for
each person who has selected this add-on.
6. Mark the Registration Type Add-On check box if this add-on is a partial registration type. If so
marked, the system will place this add-on in the Registration Type field on such delegate
correspondence as Confirmation Letters and Participation Records. Partial registrations can be
selected from the reporter. People with a Partial Registration add-on are deemed by the
system to be Partial Delegates.
7. Mark the Accompanying Person Add-On check box if this add-on is only relating to
accompanying person activities. This will have the effect of the accompanying person’s name
being printed on the attendance listing rather than the primary person’s name.
8. Mark the Hide Add-On on Participation Record check box if this add-on is no longer available.
This will have the effect of making this add-on unavailable in the pull-down lists of add-ons and
the add-on will no longer show on the Participation Record but will still be included on all other
correspondence and all financial reports such as the Income Reconciliation report. This feature
was designed for events that cover, say, a year’s training or a series of seminars over a long
period of time.
9. Mark the Include in MIE WebLink file check box if this add-on is to be included when creating a
WebLink web file. See the Internet Assistant for more details on secure e-commerce
registrations from the Internet. Examples of Add-Ons that should not be included are those that
are only allocated by the conference organiser, for example, Complimentary ones.
10. Enter any budget details that are relevant to this Add-On. These details will be displayed on
the Budget form. See the Budget Calculation Settings form for further details.
Add-on fees, descriptions and display sequences may be added, modified and deleted until event
fees are locked. Once event fees are locked, existing add-on fees may not be changed. New addons may be added after event fees have been locked and changes to the description and display
sequence of existing add-ons may also be made. Even after event fees have been locked, an addon may still be deleted if it hasn’t been selected by anyone or the description modified.
The information from this form is the basis of the pull-down list of Add-Ons on the Registration
Details form with Personal Details and is used when calculating delegate costs, determining overall
event income for the Income Reconciliation Report, and is displayed on delegate Participation
Records and Confirmation Letters.
If this add-on is a thing that needs to be catered for, such as a gala dinner, it also needs to be
defined as a catering event. When defining the catering event, enter this add-on in the Add-Ons
Covered section of the Catering Events form. If this add-on is a thing that should appear in the
programme and on the schedules, such as a pre- or post-event workshop, then it also needs to be
defined as a session, so it can be included in the programme.
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Before creating a new add-on, check that this thing is not something that applies to all participants
automatically. If it is, it is not an add-on. Check whether it is either a catering event or a session.
Examples of catering events that are not add-ons are morning teas and lunches that are available
to all participants. Examples of sessions that are not add-ons are a conference plenary session or
sporting event opening ceremony that all participants are entitled to attend.
Toolbar Buttons
Click to display the Budget Calculation Settings form (see previous option for more
information). This form enables you to set the rules by which the system will calculate a
budget for you.
Click to display a report detailing the names of all people who have selected this add-on.
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Lock Event Fees
The system will not allow registration fees or add-on fees to be altered after registration
commences, as this would result in corruption of the financial information held within Summit.
Locking is the process where you tell Summit that you’re happy with the fees you’ve set, and now
wish to be able to register delegates.
Before you lock the event fees, you can create, alter and delete registration fees and add-on
details, but you can’t register people for the event. After you lock the event fees, you can register
people and create new registration fees and add-ons, but you can’t alter existing registration and
add-on fees. However, you can enter new ones, alter the descriptions of existing ones and if
nobody is registered with a specific registration type or add-on, you can delete it.
You can unlock your fees if you haven’t registered anyone. Once you start registering people for
the event, the Unlock button is disabled. Before you lock the fees, it’s advisable to backup your
event.
Toolbar Buttons
Click to display the on-line help for backing up your event.
Click to unlock event fees that have been previously locked.
Click to lock event fees to allow you to start registering delegates.
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Banking Details
This option is for maintaining information related to the bank account being used for the event.
The information from this form is used on the cheque and cash Bank Deposit Slips produced when
you do a Banking Run.
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Payment Types
This option is for maintaining payment types that may be used when entering payments for the
event.
The information in this reference file is the source of the entries in the Payment Type combo box
on the Payment Entry form. To enter additional payment types, take the following steps.
1. Enter a description of the Payment Type. There are four standard payment types that are
required by Summit: cash, cheque, refund and reversal. These standard payment types may
not be deleted from the system and the fields are grey and disabled. Only a non-standard
payment type may be deleted until you’ve used it. Once used, you can’t delete it.
A separate summary report is produced for each additional payment type when you do a
Banking Run. Examples of payment types are Bankcard/MasterCard/Visa, Diners Club and
American Express (these come with the system). If you enter a credit card as a new payment
type, and it is not one of the standard three, you can select the Summary Report Format of
Generic. The Diners Club and American Express format are specific to those cards, whereas
the generic format will use the payment type you entered as it’s heading. In the case of cash
and cheque payment types, the summary reports are produced as bank deposit slips.
2. The Merchant Number, Merchant Name and Merchant Location are only used if you select
other than the Default Listing summary report format for reporting this payment type during a
Banking Run. If you click on the New button, once you’ve entered data once into the Merchant
Name and Merchant Location fields, the system will insert the same data into the fields for
each new Payment Type you enter.
3. The Commission Percentage is only used for calculating the commission to be deducted for the
associated payment type on the Credit Card Commissions Breakdown report. Commissions
are not deducted on the Income Reconciliation Report.
4.
Enter any Transaction Charges you have incurred in receiving funds of this type.
5.
Select the Summary Report Format appropriate to the payment type. If you’ve chosen the
Diners Club or American Express report formats, the words Diners Club International and
American Express will appear as the heading on the respective reports, regardless of the text
you entered for the Payment Type. Note: If you’ve chosen the American Express report
format, anything you enter into the Comments field in the Payment Entry form will appear
under the Description of Order section of the summary report.
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Toolbar Buttons
Click to display the Payments Filter form – seen below.
This form enables you to select and report on a subset of your payments data. If nothing is
selected, all payments will be included on the report.
Toolbar Buttons
Click to produce a report showing a breakdown of all payments by Payment Types.
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Budget
This option enables you to enter cost price and attendance estimates for the elements within your
event to determine its financial viability.
It is not necessary to use this form if you’re only interested in the income aspect of your event.
This form has three forms showing Registration Types, Add-Ons and Catering Events on form one,
Sessions, Trade, Accommodation & Travel on form two and Other Variable Costs, Other Fixed
Costs, Other Income, and Miscellaneous on form three. Use the Page Up and Page Down buttons
to navigate between the forms.
Page 1
Registration Types, Add-Ons and Catering Events
All registration types, add-ons and catering events will be shown here, however, only the first five
in the associated reference files will be displayed at any one time. If you have more than five, use
the vertical scroll bar to view the others. To see the budget details for all your registration types,
add-ons and catering events, print off the Budget Worksheet by clicking on the Preview button.
The fields you can modify for each registration type, add-on and catering event are:
1.
The Description. Changing the description here will change the description back on the
associated reference file form.
2.
The Price you’re going to charge for the registration type or add-on. Changing the price here
will change the price back on the associated reference file form.
You can’t make changes to the price of a registration type or an add-on after you have locked
event fees into place.
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3.
Any Fixed Cost. It is unusual for there to be a fixed cost directly related to a particular
registration type. Fixed costs such as advertising and secretariat rental usually apply to all
registration types and are entered in the Other Fixed Costs section of the Budget form.
Examples of fixed costs for add-ons are the hire of a room for an optional workshop and the
cost of hiring a bus to take a group of people on a site visit.
Examples of fixed costs for catering events are the cost of hiring and erecting a marquee in
which the catering event is to be held or the cost of an after dinner speaker.
4.
Any Variable Cost. While the majority of variable costs such as production of conference
proceedings would usually be entered in the Other Variable Costs section of the Budget form
because they apply to all registration types, there are cases where variable costs apply to
each particular registration type, an example of this is a per registrant fee charged by a
professional conference organiser for each person registering.
Examples of variable costs for add-ons are the cost of producing photocopied handouts for
people attending an optional workshop or the costs of providing morning tea to each person on
a field trip.
The usual variable costs for a catering event is the per head cost of food and beverages.
5.
The Budget Attendance figure. Enter the number of people with this registration type or add-on
that you expect to attend your event, or enter the number of people you expect to attend this
catering event.
As you change each of these figures, the budget total cost and profit figure for this registration
type, add-on or catering event is adjusted to reflect your changes.
For registration types, the actual profit figure is determined by multiplying the number of people
with this registration type by the registration price and then subtracting the actual cost. The actual
cost is the total in payments out made against this registration type.
Note that income for budget and profit purposes is recognised when the liability is created, it is not
related to the person actually paying.
For add-ons the actual profit figure is determined by multiplying the quantity of this add-on actually
selected by the add-on price and then subtracting the actual cost. The actual cost is the total in
payments out made against this add-on.
Note: If an add-on is also a catering event, make sure that the costs are only shown against either
the add-on or the catering event. If the costs are shown in both places, expenses will be
overstated.
For catering events the actual cost is the total in payments out made against this catering event.
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Page 2
Sessions
Each session you have defined will be shown here. Only nine sessions can be displayed at any
one time. If you have more than nine sessions, use the vertical scroll bar to view the other
sessions. To see the budget details for all your sessions, print off the Budget Worksheet by clicking
on the Preview button.
The fields you can modify for each session are:
1.
The Description. Changing the description here will change the description back on the
Sessions form.
2.
Any Fixed Cost associated with the session. Examples of fixed costs for sessions are the cost
of hiring the room to hold the session in or the cost of hiring audio visual equipment for that
particular session.
3.
Any Variable Cost associated with the session. An example of a session variable cost is the
cost of the handouts provided to session attendees.
4.
The Budget Attendance figure. Enter the number of people you expect to attend this session.
As you change each of these figures, the budget total cost figure for the session is adjusted to
reflect your changes. The actual cost is the total in payments out made against this session.
Frequently, fixed and variable costs are not assigned against each individual session but are
viewed as overall costs against the whole event. If you choose to use this method, enter the details
in the Other Variable Costs and Other Fixed Costs areas of the Budget form and not in the
Sessions section of the form.
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Trade
Enter how much money you plan to get in income in each of the trade categories. The other
amounts are calculated as follows.
Exhibitor budget cost is the total for all booths of Booth Build Cost as defined on the Booths form.
Exhibitor actual cost is the total in payments out made against exhibition booths.
Exhibitor budget profit is the budget income figure you have entered less the total for all booths of
Booth Build Cost as defined on the Booths form.
Exhibitor actual income is the total of Booth Sell Price as defined on the Booths form, but only for
booths that have been booked.
Exhibitor actual profit is the total of Booth Sell Price for booths that have been booked less the total
in payments out made against exhibition booths.
Sponsor and advertiser budget profits are the figures you enter. Sponsor and advertiser actual
profits are the amounts actually committed to sponsorship and advertising.
The Budget form does not provide a direct mechanism for sponsorship and advertising related
costs. If you have any sponsorship or advertising related costs, enter them in Other Variable costs
or Other Fixed Costs as appropriate.
Travel and Accommodation
The actual cost is the total in payments out made against travel and accommodation.
The actual income is the total of accommodation deposits and travel payments entered on the
Hotel and Travel Booking forms respectively.
The actual profit is the difference between the two.
Notes:
1.
Income for budget and profit purposes is recognised when the liability is created, it is not
related to the person actually paying.
2.
Commissions will only be shown on the budget form and profit and loss reports if the Show
Travel and Accommodation Commissions check box is marked on the Event Options form.
3.
Travel commission percentages are entered on the Flights and Transfers form.
4.
Accommodation commission percentages are entered against each room type on the Hotels
form.
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Page 3
Other Variable Costs
The event comes pre-loaded with a number of variable costs common to running a large
conference. You can add more variable costs, change the variable costs that are here or delete
variable costs that don’t apply to your event. The actual cost is the total in payments out made
against each variable cost.
A cost can’t be deleted once a payment out has been made against it.
From the system point of view, there is no relationship between the figures in the quantity column
and the number of people attending your event. If one of these variable costs is related to the
number of people attending your event you will need to update it here to match the number of
people attending your event.
Other Fixed Costs
The event comes pre-loaded with a number of fixed costs common to running a large conference.
You can add more fixed costs, change the fixed costs that are here or delete fixed costs that don’t
apply to your event. The actual cost is the total in payments out made against each fixed cost.
A cost can’t be deleted once a payment out has been made against it.
Other Income
Enter the details and amount of any other revenue sources here.
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Miscellaneous
Enter details of any budget discounts or additional charges. The actual discounts and additional
charges are the total of discounts and additional charges actually given when registering people for
your event.
Toolbar Buttons
Click on the Page Up button to move up a page, or the Page Down button to move
down a page.
Click to recalculate the entire form and refresh the Budgeted Profit/(Loss), Actual
Profit/(Loss) and the Excess/(Shortfall) figures at the top of the form.
Click to produce a printed budget.
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REFERENCE FILES
Advertising Sources
This option is for maintaining a reference file of advertising sources that are used to attract people
to the event.
Mark the Include in MIE WebLink file check box if this Advertising Source is to be included when
creating an MIE WebLink web file. See the Internet Assistant for more details on secure ecommerce registrations from the Internet.
The information in this reference file is the source of the entries in the Source combo box on the
Personal Details form. The Advertising Sources form may also be opened within the Personal
Details form to enable additions, deletions and alterations to this reference file ‘on-the-fly’ by
double-clicking in the Source field.
Deleting an advertising source from this reference file won’t alter records where that advertising
source has already been used, but will mean that the deleted advertising source may no longer be
used unless reinstated using this form.
Information on the Confirmed Delegates by Advertising Source report (found on the After menu
under Participation Breakdown) can assist in promoting current and future events by identifying the
most effective means of advertising.
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Billing Methods
This option is for maintaining a reference file of billing methods that may be used by people staying
at hotels associated with the event. It tells the hotel how the person is going to pay for their hotel
room. Examples are ‘Pays Own Account’ or ‘All Charges To Event Master Account’.
Mark the Include in MIE WebLink file check box if this Billing Method is to be included when
creating a WebLink web file. See the Internet Assistant for more details on secure e-commerce
registrations from the Internet.
The information in this reference file is the source of the entries in the Billing Method combo box on
the Hotel Booking form. The billing method for each person is shown on the Accommodation
Reports that are sent to hotels.
Deleting a billing method from this reference file won’t alter records where that billing method has
already been used, but will mean that the deleted billing method may no longer be used unless
reinstated using this form.
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Booths
This option is for maintaining a reference file of booths used by exhibitors at the event. This
information is used to produce the Booth Requirements reports.
The information in this reference file is the source of the entries in the Booths combo box on the
Trade Details form. To enter booths into Summit, take the following steps.
1. Enter a number for each booth in Booth Number. The booth must be allocated a number only,
not an alphanumeric, i.e., a number and/or a letter. This enables the system to sort the booths
numerically (1, 2, 3, etc) as alphanumerics sort differently (1, 10, 100, 2, 20, 200, etc).
2. Enter the Booth Type. This can be area you sell to exhibitors, for example, booth, stand, area,
marina berth, trestle table, etc. Each time you enter a new booth type, it is then available for
selection from the pull-down list, i.e., it’s a self-growing list.
3. Enter the amount you are going to charge the exhibitor for this booth. If a goods and services
tax (GST) or value added tax (VAT) or similar tax applies to trade booths then:
•
If the tax is to be added on to the Booth Sell Price, then enter either the percentage it is to
be increased by in GST Rate (enter 10% as 10) or the amount by which the booth sell
price is to be increased in GST Amount and select the Price Does Not Include GST option
button. Any non-inclusive GST charged will be detailed in the Income Reconciliation
Report against the field called ‘Plus Additional <GST>’.
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•
If the tax is included in the Booth Sell Price enter the amount of the tax in GST Amount
and select the Price Includes GST option button. You cannot enter a percentage.
•
The system will display the final price charged to the exhibitor in the Price With GST field
to ensure you have entered the correct information.
4. Enter the Booth Build Cost. This is what it will cost to the have the booth built. If you are
recording expenditure in the Payments Out function, as soon as you pay your booth builder
(you pay against a budgeted item, in this case, each booth), the Booth Build Paid field will
show the amount paid. The Booth Build Cost and the Booth Sell Price are used in the Budget
and Payments Out functions.
5. Enter your unit of measurement, for example, metres, feet, yardage, etc. Once you enter the
Booth Width and Booth Depth, if you double-click in Booth Area, the system will calculate the
area for you.
6. Enter a description in Booth Description for Exhibitor Confirmation Letters. This description will
be included in your Exhibitor Confirmation Letters.
7. Enter any Booth Promotional Notes you may wish to record. These details can be retrieved in
the Booth Availability Report.
8. Enter any Booth Construction Notes you may wish to record. These details can be retrieved in
the Booth Construction Report, which can be handed to your booth builder.
Once a booth is allocated to an exhibitor, the date booked is displayed in Booth Booked field and
who booked it is displayed beside it.
Deleting Booths
You can’t delete a booth that’s been allocated to an exhibitor until you delete the booth allocation
against the exhibitor in the Trade Details form.
You can’t delete booths if outgoing payments for booth construction have been made to a supplier.
You need to delete the payment out in the Payments Out Reporter, using the Edit button.
Note: Once you delete a booth, you also delete the Booth Counter and this cannot be re-used. You
may then get your booth number and booth counter out of sync. However, the booth counter and
the booth number do not have to be the same.
Toolbar Buttons
To create multiple booths with the same physical and financial details as the
currently selected booth, click on the Clone Booths button.
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Carriers
This option is for maintaining a reference file of carriers used by people attending the event. This
information is used in the Travel and Transfer reports. The carriers are for both air and ground
travel.
The information in this reference file is the source of the entries in the Carrier combo box on the
Travel Booking form. The Carriers form may also be opened within the Travel Booking form to
enable additions, deletions and alterations to this reference file by double-clicking in the Carrier
combo box.
You can’t delete a carrier from this reference file if it has been used anywhere in Summit.
Contact Types
This option is for maintaining a reference file of the difference types of contacts you can have with
the event participants, such as delegate enquiries, exhibitor enquiries, venue enquiries,
confirmation letters, brochure mailouts and thank you letters.
You can’t delete a Contact Type from this reference file if it has been used anywhere in Summit.
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Equipment
This option is for maintaining a reference file of any equipment required during the event. This
reference file covers both catering equipment (such as water stations and coffee urns) and
technical equipment for presentations (such as data panels, slide projectors and lecterns).
Equipment requirements are reported in the following reports: Equipment Requirements by
Catering Event; Equipment Requirements by Catering Location; Equipment Requirements by
Session Location; Equipment Requirements by Presentation and Equipment Requirements by
Session.
The information in this reference file is the source of the entries in the Equipment Required combo
box pull-down list on the Catering Events, Session and Presenter Details forms. The Equipment
form may also be opened within those forms to enable additions, deletions and alterations to this
reference file by double-clicking in the Equipment Required combo box.
You can’t delete a piece of equipment from this reference file if it has been used anywhere in
Summit.
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Flights and Transfers
This option is for maintaining a reference file of flights and transfers (travel legs) that are available
to people attending the event. If you know that many people will be travelling on the same flight or
will be met at the airport and transferred to the hotel, it would save you time to enter the details
here. When entering the travel details for each person, you can ‘pull through’ what you’ve entered
here onto the Travel Booking form. You can then modify those details if you wish.
The information in this reference file is the source of the entries in the Travel combo box on the
Travel Booking form. For further details, refer to the Travel Booking Details section in Chapter 5,
Before. To enter flights or transfers details, take the following steps.
1.
Select whether this travel entry is either a flight (air) or a transfer (ground). Each type has
different reports.
2.
Enter the departure date, time and departure port. The Departing From field is a self-growing
list, i.e., once you have entered a departure port, that information will be available from the pull
down list. Note: you will need to exit the screen and come back in for the software to ‘re-query’
the database in order that your latest entry is available. Or you can enter CTRL+’ (i.e., hold
down the Control key and press the single quote key – to the left of the Enter key) to bring
through whatever you entered in the same field in the previous record.
3.
Enter the arrival date (it defaults to the same date as the departure date), arrival time and
arrival port. The Arriving At field is a self-growing list.
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4.
Select the Carrier from the pull-down list.
5.
Enter the Flight or Trip Number – up to 20 characters, for example, DJ 28 or QF 55
6.
Enter the class of the trip, for example, words such as Business Class, Economy or letters
such as Y or J
7.
If this travel leg is part of group travel, enter the PNR (Passenger Number Record)/Locator
Number. These PNR numbers are given by the airline or travel agent as a locator number on
the issued ticket.
8.
Enter the cost of the ticket. If a Goods & Services Tax (GST) or Value Added Tax (VAT) or
similar tax applies to flights or transfers then:
• If the tax is to be added on to the Ticket Cost, then enter either the percentage it is to be
increased by in GST Rate (enter 10% as 10) or the amount by which the Ticket Cost is to
be increased in GST Amount and select the Price Does Not Include GST option button. Any
non-inclusive GST charged will be detailed in the Income Reconciliation Report against the
field called ‘Plus Additional <GST>’.
• If the tax is included in the Ticket Cost enter the amount of the tax in GST Amount and
select the Price Includes GST option button. You cannot enter a percentage.
• The system will display the final price changed to the person in the Price With GST field to
ensure you have entered the correct information.
9.
If there is a surcharge or extra charge to be levied on the passenger, enter the amount here.
Examples of a surcharge are Departure Tax, Noise Tax, etc.
10. Indicate if a Visa Is Required. Summit will provide you with a Missing Visa report and a Visa
Status report from the Travel Reports menu.
11. Indicate if a Passport Is Required. Summit will provide you with a Passport Expiry Dates
report.
12. Mark the Include in MIE WebLink File check box if this Flight or Transfer is to be included
when creating a WebLink web file. See the Internet Assistant for more details on secure ecommerce registrations from the Internet.
13. You can enter the number of Seats Blocked if you have a block booking with a carrier, for
example a bus or an airline. When you open this form, Summit recalculates the number of
Seats Used. This is also done if you’re printing a listing of all flights. When you’re making a
travel booking for someone, Summit can warn you if you are over the number of seats that
you’ve blocked booked. You can decide what level of checking you require on the System
Checking tab in Event Options: never check, warn when over-booked but allow booking to
proceed and warn if over-booked and disallow booking.
14. Enter any Commission you may be making on the flight. Commissions are reported on the
Travel Commissions report from the Travel Reports menu and, if you so choose, on the Profit
and Loss Report. Any Surcharge you enter will be added to each person’s amount due when
you book the flight.
You can delete a flight or a transfer, even if it has been the source in the Travel Booking form as,
once used as a basis for copying details, there is no link between the two.
For group travel, if you need to change a number of people on one flight leg to another, you can
use The Bulk Update facility. Click on the Bulk Update button to commence the change.
Toolbar Buttons
Click to open the Bulk Travel Update form (see next page for more information)
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Bulk Travel Update
This option is used to alter the flight or transfer details for a group of people from those currently
recorded to new details. You don’t have to change each individual record.
In the above example, all the people on the Virgin Blue flight from Melbourne to Gold Coast are
changing to a flight half an hour earlier. To make a bulk travel update, take the following steps.
1.
If you have previously entered each flight leg into the Flights and Transfers form, select the
appropriate flights from the Travel pull-down list in the Change From and Change to sections.
2.
If this is not the case, in the Change From section of the form, enter a date in the Departure
Date field and the old flight number in the Flight/Trip Number field. Enter any other details that
will act as a filter to narrow the selection of people.
3.
In the Change To section of the form, enter the new departure date and the new flight number.
4.
To check that you’re going to change the right travel details, click on the People button to
display a listing of the people who will be effected, the old values and the changes that will be
made.
5.
If you are happy with the changes, click on the Update button. This will open the Confirm Bulk
Update form that will show you exactly what you are changing and how many records will be
changed. From this form you can complete or abandon the bulk update.
If you want to print the listing of changes that will be made by the bulk update, you must print the
report before completing the update.
Toolbar Buttons
Click to print a report showing all people who will be effected if the change takes place.
Click to start the update process. The Confirm Bulk Update form is displayed.
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Hotels
This option is for maintaining the details of hotels or other venues accommodating people
attending the event.
The information in this reference file is the source of the entries in the Hotel combo box on the
Hotel Booking form. To enter hotel details, take the following steps.
1.
Enter all known contact details of the hotel. None of the fields have any format processing, so
they will appear as you’ve entered them.
If you double-click in the Mobile/Cell field, you can send an SMS text message to the
displayed number. Note: you have register with MIE SMSLink first.
If you double-click in the E-mail field, you can send an e-mail to the displayed e-mail address.
2.
Mark the Include in MIE WebLink file check box if this Hotel is to be included when creating a
WebLink web file. See the Internet Assistant for more details on secure e-commerce
registrations from the Internet. Unmark this box when the Hotel is no longer a valid selection
for registrations over the Internet.
3.
Enter all the Room Types that are appropriate to the displayed hotel by clicking into the bottom
row - the one with the asterisk on the record selector bar. There is no limit as to the number of
room types you may have. For each room type, enter the Room Rate that is charged to the
delegate. If your country has a Goods & Services Tax (GST) enter either the percentage of the
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tax in the GST Rate field or a specific amount in the GST Amount field. If the GST Amount you
entered is included in the Room Rate mark the GST Inclusive box. If you entered a GST Rate,
then it is by default exclusive of the room rate and you cannot mark the GST Inclusive box.
Any non-inclusive GST charged will be detailed in the Income Reconciliation Report against
the field called ‘Plus Additional <GST>’.
4.
If appropriate, any enter any Commission you earn on the room. Commissions are reported on
the Commissions by Hotel and the Total Commissions reports in Accommodation reports on
the Before Menu. Commissions can be printed on the Profit and Loss reports. Refer to the
Event Options section in this chapter for more information.
5.
Mark the Include in MIE WebLink file if you want this Room Type to be included when creating
a WebLink web file. See the Internet Assistant for more details on secure e-commerce
registrations from the Internet. Examples of a Room Type that should not be included is one
that is only allocated by the conference organiser, for example, an upgrade to a suite.
6.
If you want to record the block bookings for the hotel one date at a time, press the record
selector bar beside the appropriate room type (as illustrated above) and click on the Block
Bookings button. The Hotel Rooms Block Bookings form will be displayed.
7.
If you want to record the block bookings for the hotel for a date range, press the record
selector bar beside the appropriate room type (as illustrated above) and click on the Block
Book Date Range button. The calendar will be displayed for both the start date and the end
date.
Note: A hotel record may only be deleted if there are no people booked into that hotel. You need to
cancel all the bookings for people in a particular hotel before you can delete it. To determine who is
still booked into that hotel, run the Total Accommodation Requirements report.
Toolbar Buttons
Click to open the Bulk Accommodation Update form. See subject further on.
Click to open the calendar to select the start date and the end date. See subject
further on.
Click to open the Hotel Room Block Bookings form. See subject further on.
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Bulk Update
This option allows you to make changes to the hotel booking details of multiple people without
having to go into each person’s Hotel Booking form and alter the details.
In the above example, we needed to move all people staying in standard rooms at the Railway
Hotel to standard rooms in The Majestic Hotel, but only those arriving on the 27th October 2010.
To make a bulk accommodation update, take the following steps.
1.
In the Change From section of the form, select the old hotel from the Hotel pull-down list,
select the appropriate room type from the Room Type pull-down list and enter the date the
people are to arrive in the Arrival Date field. You must select a room type as these are usually
different for each hotel. If you don’t enter an arrival date, the system will select all people
staying at the old hotel in that room type. Enter any other details that can act as a filter to the
type of people selected.
2.
In the Change To section of the form, select the new hotel, select the appropriate room type
and enter the date the people are to arrive in the Arrival Date field. Enter any other details as
appropriate.
3.
To check that you are going to change the right accommodation details, click on the People
button to display a listing of the people who will be affected by the change, the old values and
the new values.
4.
If you are happy with the, click on the Update button. This will open the Confirm Bulk Update
form that will list the old values and the new values. From this form you can then complete or
abandon the bulk update.
If you want to print the listing of changes that will be made by the bulk update, you must print the
report before completing the update.
Toolbar Buttons
Click to print a report showing all people who will be affected if the change takes place.
Click to start the update process. The Bulk Accommodation Update form will be displayed.
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Block Book by Date Range
Clicking on the Block Book Date Range button will enable you to block book the current room type
over a nominated date range. You will need to specify the first date to block book, the last date to
block book and the number of rooms you want booked. After you run this process you can see and
modify the block bookings by clicking on the Block Bookings button.
Enter the first date of the block booking by selecting the date and clicking on it.
Enter the last date for the block booking by selecting the date and clicking on it.
You will be asked to enter the number of rooms for the booking.
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You will then be asked to confirm your request.
Hotel Room Block Bookings
This option is used to enter your block booking details. Block bookings work by entering the
number of rooms by room type for each day of the block.
For each room type at the displayed hotel, enter the number of rooms booked for each day.
As you book people into the hotel and room type, Summit can check if you’ve exceeded the
number of rooms booked. You can decide what level of checking you require on the System
Checking tab in Event Options: never check, warn when over-booked but allow booking to proceed
and warn if over-booked and disallow booking.
The system will update the number of rooms used if you click on the Update Rooms Used button
or you run the Block Booking Status reports. After updating the Used field, Summit will displayed
the current date in the Last Updated field.
Toolbar Buttons
Click for the system to update the number of rooms allocated.
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Locations
This option is for maintaining a reference file of locations at the event. A location is any place
where a catering event or session takes place.
The information in this reference file is the source of the entries in the Location combo box on the
Sessions and Catering Events forms. The Locations form may also be opened to enable additions,
deletions and alterations to this reference file by double-clicking in the Location combo box. You
can’t delete a location once it has been used in either a session or a catering event.
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Profiles
This option is for defining up to 20 ways to describe a person. This information can be used for
marketing the event and designing the event programme to best meet the needs of your audience.
It can also to be used to target groups of people.
The data entered here becomes the prompt for data collected on the EOI and Profile form from
within Personal Details and is reported in the Draft Expression of Interest (EOI) and the Draft
Registration report in Event Reports. One person can have many profiles. Interest and involvement
by profile is reported on in the Profiles Breakdown and Participation Breakdown reports. These
reports are found on the After menu.
Mark the Include in MIE WebLink file if you want each Profile to be included when creating a
WebLink web file. See the Internet Assistant for more details on secure e-commerce registrations
from the Internet.
The information is collected on the EOI and Profile form from the Personal Details form when you
assign profiles to people on the database.
Any profiles you define may be used as selection criteria when you’re using the Reporter, for
example, give me a list of all people who are Managers in the Metropolitan area.
If you’re going to import name and address details from an earlier event that used this software, or
from another MIE Software package, it is possible to import the profiles and profile settings from
the previous event or other MIE Software package. If you choose to import profiles, any profile
settings you make here will be overwritten by the profiles from the import source.
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Toolbar Buttons
The reset button enables you to re-use a profile number for another profile name. You
may wish to do this if a very low number of people had that profile while a large
number had a profile you were not tracking previously. When you click on the Reset a
Profile button you will be asked which of the 20 profiles you wish to reset. All records
on the database with that profile set to Yes will then have that profile number set to
No. That profile number can then be re-used for a different profile name.
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Suppliers
This option is for maintaining a reference file of suppliers who are connected with the event.
The information in this reference file is the source of the entries in the Supplier combo box on the
Payments Out form. As you enter each payment out, for example each cheque you write, you
assign it against a supplier. This is the source of the actual payments in the Budget form and on
the Profit and Loss reports.
If you double-click in the Mobile/Cell field, you can send an SMS text message to the displayed
number. Note: you have register with MIE SMSLink first. If you double-click in the E-mail field, you
can send an e-mail to the displayed e-mail address.
You can delete a supplier until you have entered an outgoing payment to that supplier. Once you
have paid a supplier, the supplier record can no longer be deleted. If your supplier is the venue
and/or an hotel, Summit will copy the information for you without retyping. Summit assumes you
will be making payments to them.
Toolbar Buttons
Click on this button to retrieve a supplier from your Personal Details database.
Clicking on this button will add all details currently entered on the displayed Suppliers
form to the Personal Details form, as sometimes a supplier will also attend the event.
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Tables
This option is for maintaining a reference file of tables for the event.
This reference file is the source of the pull-down list of the Table Number field in the Tabling and
Seating form in the Data Entry section on the Before Menu.
The Table Number must be a number – you can’t use any letters. This enables the system to sort
the tables properly in numerical sequence. You can only use each table number once. If you enter
a new record and enter a table number that has been used for another table, Summit will display
an error message and will stop you from proceeding.
The number in the Table Capacity is used when assigning people to a table and when compiling
the event status. Summit will warn you if you try to seat more people at a table than its defined
capacity. It won’t stop you – just warn you.
The Table Name is used on all reports and listings to help identify each table. You could use a
person’s name or an organisation name and it can be any combination of letters and numbers.
You can’t delete a table that has people assigned to it.
Toolbar Buttons
Click to create a number of tables with the same capacity. The following form will be
displayed.
If you click on the Yes button, you can enter the number of tables you want the
system to create for you, and the capacity of those tables.
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THE ESSENTIALS
Catering Events
This option is for maintaining a reference file of catering events that occur in your event. A catering
event is any function that requires the provision of food and/or beverages.
Catering events can occur within the main event programme, for example, morning tea, lunch and
afternoon tea during the conference, or in conjunction with add-ons, for example, a welcome
reception, optional conference dinner or a supper following a social programme function.
As catering events are not linked directly to event fees, there is no restriction on the creation,
modification or deletion of catering events based on whether or not event fees have been locked.
The number of people to be catered for at each event is shown in the Catering Budget section of
the form and on the Catering Requirements report.
To create a new catering event, take the following steps.
1.
Open the Catering Events form from the Setup Menu and click on the New button.
2.
Enter a description of the catering event in the Description field. This is the description that will
appear in the Draft Programme, Schedule and Schedule by Location and Catering
Requirements reports.
3.
Select the location of this catering event from the pull-down list for the Location field. If you
need to add a new location, double-click in the Location field.
4.
Enter the date, start time and end time of the function in the Date, Start Time and End Time
fields. Click on the calendar to the right of the date field if required.
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5.
If all participants in this event are entitled to go to this function, mark the Inclusive Function for
Full Registrations check box. Summit will use this field when compiling the catering
requirements by counting the number of full registrations in the database at the time.
6.
If you think more or less people are likely to come to the function than are entitled to, enter a
positive number to increase the number catered for, or a negative number to reduce the
number catered for in the Discretionary + or - for Catering Requirements report field. The
number to cater for on the Catering Requirements report will be adjusted up or down by the
number you enter here. The discretionary adjustment must be between -32,767 and 32,767.
You can use the two buttons on the right hand side of this field to increase or decrease the
discretionary adjustment.
An example of a situation where you would use this adjustment is where you have a Welcome
Reception the evening before the start of your event. Frequently, these events are available to
all participants, but some participants who are travelling to the event don’t arrive in time or
locals may not bother coming. In this case you would enter a negative number, equal to the
number of people that you estimate will not come to the function, even though they are entitled
to. Use of this field helps reduce the wastage associated with over-catering.
7.
Mark the Tabled field if this function will have people seated at specific tables. The process of
allocating people to tables is performed in the Tabling and Seating form on the Before menu.
8.
Enter the menu for this function. All menus will be printed on the Running Sheet and the
Menus report that can be run by clicking the Menus button or run from Event reports.
9.
Enter any Running Sheet Notes and Setup Tasks and the person responsible for its
completion for any task associated with this event you wish to note in the Running Sheet.
There are two versions of the Running Sheet; Portrait and Landscape. These reports are
situated in the Organiser form and in Event reports. When entering the person Assigned To for
the activity described by the Setup Task and the Running Sheet Note, select a name from the
combo box or enter any other name you wish. This combo box is not limit-to-list, so any value
will be accepted. To add another name to the list, double-click in the Assigned To field. Enter a
Time for the Setup Task.
10. Enter any additional description you wish to appear in the Draft Programme, for example,
dress requirements or culinary highlights in the Additional Description for the Programme field.
11. Enter any budget details relevant to this function in the Catering Budget section of the form.
Details entered here will be displayed on the Budget form. Or, instead of budgeting against
each catering event, you could combine all catering into the one line item under Other Variable
Costs in the Budget.
The final budget step is to tell Summit (where catering events that have multiple add-ons) how
to count the number of people attending, by specifying the Count Method. There are two count
methods, Maximise and Minimise.
You would use the Minimise method in a situation where, for example, you had two preconference workshops set up as add-ons, one in the morning and one in the afternoon with
attendees at either the morning or afternoon workshops entitled to Lunch. Using the Minimise
method, if a person was coming to both the morning and afternoon workshops they would only
be counted once for catering purposes.
You would use the Maximise method in a situation where, for example you had a gala dinner,
and a person had add-ons with a quantity of 3 x Dinner Guest and 2 x Complimentary Dinner
Guest. Using the Maximise method, this would count as five.
12. If the number of people to be catered for at this function depends on how many people are
enrolled in a particular add-on (or add-ons), enter this information in the Add-Ons Covered
section of the form.
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In this section of the form, select each Add-On covered by this catering event from the combo
box until all add-ons covered by this catering event are displayed. Each add-on can only be
selected once. The number of entitlements for each person to each selected add-on will be
added to the catering requirements for this event. To delete an add-on, click on the record
selector bar on the left hand side of the add-on you wish to delete and then press the Delete
key on your keyboard.
An example of a catering event covering multiple add-ons is four morning workshops; two at
9am and two at 11am with morning tea at 10.30am. Anyone going to any of the workshops is
entitled to morning tea. In this case, you would enter all four workshops as add-ons covered by
this event. Even if someone is going to more than one of the add-ons, Summit will only count
that person once. Make sure you clear the Inclusive Function for Full Registrations check box.
13. The final step in defining a new catering event is to specify any equipment. The equipment
required for catering events is shown on the Equipment Requirements by Catering Event
report and the Equipment Requirements by Catering Location report. Both catering and noncatering equipment may be required in relation to the function. For example, a breakfast
meeting might require plate warmers and coffee urns and also require a lectern, microphone
and slide projector for a speaker.
In the Equipment Required section of the form, select the Equipment number relating to each
piece of equipment required for this catering event from the combo box. As you select each
piece of equipment, the system will default to a quantity of one. If more than one unit is
required, enter the number required in the Qty field. To delete a piece of equipment, click on
the record selector bar on the left hand side of the piece of equipment you wish to delete and
then press the Delete key on your keyboard.
14. Save the catering event by clicking the OK button or the New button to enter another Catering
Event, or by moving to another record using the navigation buttons.
Example of a Catering Event
This example is based on a Welcome Reception for a conference being held the evening before
the conference commences. The following applies to the Welcome Reception:
• All delegates are entitled to attend the Welcome Reception. There are 500 delegates.
• Extra tickets may be purchased for the Welcome Reception as an add-on. This has been
entered in the Add-On form and has been called ‘Extra Ticket for Welcome Reception’. This
enables delegates to bring accompanying people as well as enabling trade exhibitors to attend
the function. Fifty people have bought one extra ticket, 20 people have bought two extra tickets
and one person has bought five extra tickets.
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• As the Welcome Reception is being held the evening before the conference commences, it is
anticipated that approximately 100 people who are entitled to attend will not do so as they’re
locals and people who will not arrive in time.
To determine the numbers for this function, the following steps would be taken.
1.
The Inclusive Function for Full Registrations check box would be marked as all delegates are
entitled to attend.
2.
It was thought that 100 people who were entitled would not attend so -100 was entered into
the Discretionary + or - for Catering Requirements field.
3.
In the Add-Ons Covered section of the form, the add-on called ‘Extra Welcome Reception
Ticket’ was selected from the combo box.
4.
When the Catering Requirements report is run, it will show that 495 people need to be catered
for at the Welcome Reception.
Catering events are displayed on the draft programme, Schedule, Schedule by Location and
Running Sheet. In the draft programme, catering events are displayed with the Description as the
heading. The following line contains, in the following order, Location, Start Time and End Time. If
an Additional Description for Programme has been entered, this will follow on the next line.
Toolbar Buttons
Click to produce a report of the menus for each catering event.
Click to refresh the actual number attending the event. This may need to be done if
you’ve added a new add-on.
Click to copy one day’s catering events, for example morning tea, lunch, afternoon
tea to another day. Remember to adjust the Add-Ons as appropriate.
Function Attendance Listing. Click to produce a report of all people entitled to attend the
displayed catering event. You will be asked by the system whether or not you require
special dietary requirements to be displayed on the report. The report is sorted by family
name and a total is printed at the bottom. Check the number carefully as the Catering
Requirements report may be more accurate, depending on your add-ons. See above for
more details.
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Sessions
This option is for maintaining a reference file of the sessions within the event. A session is usually
a grouping of presentations at a single location starting at a given time, for example, plenary
session, concurrent session, workshop, forum, panel discussion, etc.
When allocating a person to a session, you can indicate if the person has just stated a preference
to attend that session of if the attendance is confirmed.
Sessions need to be defined for a presentation or group of presentations to appear in the event
programme. As sessions are not linked directly to event fees, there is no restriction on the creation,
modification or deletion of sessions based on whether or not event fees have been locked.
Sessions are reported in the Schedule, Schedule by Location, Draft Programme, Session
Attendance reports and the Attendance Record. All reports are found in Event Reports.
The information in this reference file is the source of the entries in the Session combo box on the
Registration Details, Presenter Details and Programmer forms.
To create a new session, take the following steps.
1.
Open the Sessions form from the Setup Menu and click on the New button.
2.
Enter a session code in the Session Code field. Session codes may be alphabetical, numerical
or a combination. Examples of typical session codes are P1 for Plenary Session, 1, 2 and 3 for
concurrent sessions or W3 for Workshop 3. This field is optional.
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3.
Enter a session name in the Session Name field.
4.
Enter a session type in the Session Type field. You only have to enter a session type once,
thereafter it’s available from the pull-down list. This field is auto-expand, meaning you can
begin typing and if that word is on file, the system will expand the word.
5.
Enter the Date, the Start Time and End Time details for the session. The programme is sorted
in ascending date order and then in ascending start time order.
6.
Enter a location in the Location field. The location you enter is limited to the values in the pulldown list of the combo box. Locations are defined on the Locations form. This form can be
opened by double-clicking in the Locations field.
7.
Select a Chairperson from a limit-to-list, pull-down list of all people of the database. Summit
makes the assumption that in order to chair a session, a person will have been entered onto
the database to be registered, or accommodated or catered for, etc. If you decide not to have
a chairperson for this event, you can remove them by deleting the person number. Doubleclick in Chairperson field to display the Find Session Chair form – an easier method to find a
specific person.
8.
The next two fields, in this example, Room Monitor and Rapporteur, can be defined in the User
Defined tab in Event Options as Session Assistant Type 1 and Session Assistant Type 2.
Select a Session Assistant from a limit-to-list, pull-down list of all people of the database.
Summit makes the assumption that in order to assist a session, a person will have been
entered onto the database to be registered, or accommodated or catered for, etc. If you decide
not to have an assistant for this event, you can remove them by deleting the person number.
Double-click in either Session Assistant field to display the Find <Session Assistant> form – an
easier method to find a specific person.
9.
If you have more than one session starting at the same time, you can determine the order in
which each session will appear in the programme by entering a Programme Sequence
number. The sessions with the lowest programme sequence will appear first, i.e., session with
a programme sequence of 1 will appear before a session with a programme sequence of 2, if
they both have the same start date and time.
10. Enter a number in the Maximum Number That May Attend field for those sessions that have a
limit to the number of people that can be seated. The system will warn you when you’ve
confirmed a session attendance on the Registration Details form that results in a number
greater than the number specified here. The system will only warn you but will not stop you
from confirming the attendance of that person.
11. If you will be using the system generated attendance certificates for participants to verify their
attendance at the event and at particular sessions, enter a value in the Professional Education
Credits field. This will appear on the Attendance Certificate and make it easier for participants
to calculate the professional education credits they’ve achieved.
12. Mark the field Ticket Required if entry to this session is by ticket only. A ticket will be created
for a person when this session is entered on the Registration Details form. Tickets are
produced by opening the Name Badges and Tickets form on the Before Menu.
13. Mark the Include in MIE WebLink file if you want the session to be included when creating a
WebLink web file. See the Internet Assistant for more details on secure e-commerce
registrations from the Internet.
14. Enter any Running Sheet Notes, and the person responsible, if there is any task associated
with this session you wish to note in the Running Sheet. This report is found in Event Reports.
When entering the person Assigned To for the activity described by the Setup Task and the
Running Sheet Note, select a name from the combo box or enter any other name you wish.
This combo box is not limit-to-list, so any value will be accepted. To add another name to the
list, double-click on the down arrow to the right of the Assigned To field.
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15. Enter any budget details that are relevant to this session. These details will be displayed on
the Budget form. If you don’t want to budget at a session level, combine expenses into the one
line item in Other Variable Costs in the Budget.
16. A session may have standard pieces of equipment assigned to it. Equipment requirements for
sessions are reported in Equipment Requirements by Session Location, Equipment
Requirements by Session reports and the Running Sheet.
17. Save the session by clicking the OK button to close the form or the New button to enter a new
session, or by moving to another record using the navigation buttons.
When sessions are reported, they are sorted firstly in ascending Date order, then in ascending
Start Time order, then in ascending Programme Sequence order.
When entering session details, note that in the Draft Programme, sessions are displayed with the
Session Name as the heading. The following line contains, in the following order, Session Type,
Session Code, Date, Location, Start Time and End Time. If an Additional Description for
Programme has been entered this will follow on the next line.
Deleting a Session
A session may only be deleted if there are no presentations assigned to it. If you want to delete a
session but you’re not sure if there are still presentations assigned to it, click on the Presentations
in Session button. Every person that has a presentation assigned to this session, whether the
person has been confirmed as a presenter or not, will be displayed.
Toolbar Buttons
Click to show details of the presentations that are currently assigned to the
displayed session. The presentations belong to presenters who can be either
potential or confirmed.
Click to have the system recalculate the number of people who are marked as
confirmed to attend this session.
Click to display the Session Status form (see over page for more information). This form
displays the attendance statistics and enables you to change the Preferred status of
attendees to Confirmed.
Click to display a report of all people listed as either Preferred or Confirmed to attend this
session.
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Session Status
This option shows you how attendance at the session is going in terms of:
• the number of people who have indicated a preference for the session but haven’t been
confirmed as attending
• the number of people who have been confirmed as attending the session.
This option also provides a mechanism for automatically filling up (populating) a session with
people who have indicated a preference for the session but haven’t been confirmed as attending.
To automatically populate a session, take the following steps.
1.
Select the population method you want to use by clicking on the appropriate option button in
the Session Population Options section of the form.
Note that if you select Only move Preferences to Confirmed until maximum number is reached
and no maximum number has been stipulated, all preferences will be moved to confirmed.
2.
Once you’ve selected the method you want, click on the Populate button at the bottom of the
form.
3.
To obtain a list of preferred and confirmed attendances, return to the Sessions form, and click
on the People button at the bottom of the form.
4.
If you don’t want to use the automatic population mechanism, the only way to move someone
from indicating a preference to confirmed as attending is on each person’s Registration Details
form.
Toolbar Buttons
Click to populate the session, i.e., change Preference to Confirmed according to the
rule selected in Session Population Options.
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Name Badge and Ticket Design
This option is for designing name badges and admission tickets to suit your stationery and content
requirements.
You can create badges and tickets in any size from 6 centimetres wide by 2 centimetres high to
10.8 centimetres wide by 11 centimetres high (approximately 2½ inches by ¾ inch to 4¼ inches by
4¼ inches).
Each badge or ticket design can contain a picture and up to five lines of detail. You can define the
size of the picture and lines to any size that will fit on the stationery you’re using.
You can create any number of new badge and ticket styles or you can modify the default styles
provided with the system.
There are three main steps to take when designing a badge or ticket.
1. Determine the stationery you wish to use for the badges or tickets.
2. Insert and format the badge picture, if required.
3. Determine and format the content of the lines on the badge or ticket.
The three steps are explained further in the following pages.
If you have custom stationery, see the last topic, Custom Badges.
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1. Determine the stationery you wish to use
Stationery can be Custom or Standard. Click on the Standard toggle button and go through the
list of standard stationery types to see if any of them match your stationery. If you find your
stationery type, select it. The dimensions of the stationery, together with its default print setup
settings will be displayed. If your stationery is not standard, the next two topics illustrate how to
create your badges and the topic Custom Badges will show how to size the badges.
2. Insert and format the badge picture
If you don’t wish to have a picture on your badge or ticket, mark the Hide check box.
To insert a picture on a name badge, copy and paste it using the Windows clipboard. To do this
take the following steps.
1.
Open the Name Badge and Ticket Design form and use the Width, Height, Left Margin and
Top Margin plus (+) and minus (-) buttons to set the size of the picture frame and its position
on the badge.
2.
Open the file containing the picture you wish to use in the picture’s application. Examples of
typical applications are Microsoft’s Paint (for .bmp pictures) and Corel Draw (for .cdr pictures).
To make the picture as small as possible in order to prevent an “Out of Memory” error, save
the picture as either a monochrome or 16 colour bitmap – select File then Save As then select
the type.
3.
Select the section of the picture you want to display on the name badge. You can select all or
part of the picture. The example here is a picture in Paint.
4.
From the application’s Edit menu choose Copy. This will copy the selected part of the picture
onto the clipboard.
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5.
Switch back to Summit and click on the picture frame. After you’ve clicked on it, it will appear
as shown below.
6.
Press Ctrl+V to paste the picture from the clipboard into the picture frame. The picture should
now be displayed in the picture frame.
7.
Decide how you want the picture displayed. You have three options.
If you choose Clip, the picture will be displayed at actual size. If the picture is smaller than the
picture frame the rest of the frame will remain empty. If the picture is larger than the picture
frame, only the part of the picture that can fit in the frame will be displayed.
If you choose Stretch, the picture will be stretched or shrunk to fill the picture frame. If the
picture frame is a different shape to the picture the image may be distorted.
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If you choose Zoom, the picture will be stretched or shrunk to fill as much of the picture frame
as possible without distorting the image.
If necessary, use the + and - buttons to match the size of the picture frame to the size of the
picture.
3. Formatting and determining the content of the lines on the badge or ticket
The final step in badge or ticket design is to determine how many lines of information you want,
where you want them, what you want to appear on each line and the appearance of each line. To
do this take the following steps.
1.
Click on the button corresponding to the line you wish to work on. You can have up to five
details lines per badge.
2.
The line you’re currently working on will be highlighted with a thick black border. If you’re
creating a new line it will not be visible until you increase its width and height.
If you don’t wish to have this line on your badge or ticket, mark the Hide check box.
3.
Use the Width, Height, Left Margin and Top Margin + or - buttons to set the size of the line and
its position on the badge. If you’re creating a new badge, the line will initially start without any
size and will not be visible. As you increase the width and height of the line you will be able to
view it.
4.
Select the information you wish to display on this line from the Content pull-down list. In this
case, Event Long Name is selected.
If you select User Defined Text, you can enter the text you wish to appear in the Text field. The
content can be either a field on file, for example organisation, add-on name or registration
type, the person’s Primary Participation Category or Participation Summary (for more
information, see Participation Settings) or a user defined text field, for example, ‘Number:’.
This text will appear on all badges.
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5.
Select the characteristics you want for the text. Either choose a font from the pull-down Font
list, or if you know the name of the font you can type it in, then enter a font size in the Size
field. If you wish the text to be bold, italics or underlined, click on the appropriate buttons. For
the above line, Arial, Font Size 12 and Bold is selected as shown below. If you want to display
the all data in a line into UPPERCASE, for example, Given Name in capitals, select the “C”
button.
6.
Determine how you want the software aligned in the space you’ve created for it by clicking on
the appropriate toggle button.
In this case, centre alignment is selected.
7.
Determine the text colour for this line, the default is black.
In this case, the text colour is left black.
8.
Determine the background colour for this line. The default is white (clear).
In this case, the background colour of white is selected. You can also select the background
colour to be transparent so that you can place data over the picture. The badge would now
look like this on the design form.
The badge would now look like this on the Preview form with sample data.
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Finally, give the design a name and enter this in the space provided.
The more meaningful the name you give the design the better, as all the names will be displayed
for you to choose from when you print name badges or tickets. After you have named your design,
save the design by clicking on the OK button.
4. Creating Custom Badges
If you don’t find an exact match for your stationery type, you’ll need a Custom badge. To create a
custom badge, take the following steps.
1.
Determine exactly what size your badges are by measuring your badge size as well as
margins and spacing between the badges. Open the Global Options form and enter the
Number of Badges per Sheet. For standard stationery, this step is not necessary.
2.
Click on the Custom button and enter the Width and Height of the badge and select the
measurement type; centimetres, millimetres or inches.
3.
Determine the number of lines and type of data you want on your badge. In the example
below, we have only three lines: Event Short Name, Badge Name or Given Name and
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Organisation (All Badges) so that the accompanying people will have their partner’s
organisation on their badge.
4.
Click on the Preview button. The following page will be displayed.
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5.
Select File from the left corner of the screen, then Print Setup. The following form will be
displayed. Modify the Margins to match your stationery requirements.
6.
On the Page tab, select the Paper Size and the Source.
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7.
On the Columns tab, enter the space between the badges.
8.
Click on the OK button to see the effect of your entries. The following screen will be displayed.
Repeat the above procedure until it matches your custom stationery. You can test this by
printing one page and matching it against the badges.
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Note: If you use a custom badge or ticket size you will need to re-enter your print setup
settings each time you print using that custom style as your print setup settings can’t be
saved unless changed in design view.
Toolbar Buttons
Click to define your own participation codes and text. The Badge and Ticket
Participation Settings form is displayed. This option is described in more detail over
the page.
Click to see what your badge or ticket design will look like in production. Summit uses
sample data to display your layout.
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Participation Settings
This option is for specifying how the Participation Summary and Primary Participation Category
fields will be displayed on the name badges and tickets you produce.
The participation summary is a code that enables you to see, at a glance, all the details of
someone’s participation at the event. To enter your own participation settings, take the following
steps.
1.
Enter the Summary Code. You can specify up to three letters corresponding to as many of the
ten participation categories as apply to your event. You can also specify a three letter code for
anyone who still owes money in relation to the event.
For example, assume your event has only delegates, exhibitors, sponsors and advertisers and
you assign participation summary codes of D, E, S and A respectively to these participation
categories and * to people who still owe money. If someone is a delegate and an exhibitor, the
participation summary will be DE. If someone is in all four categories, the participation
summary will be DESA. If someone is only a delegate, but still owes money, the participation
summary will be D*.
2.
The primary participation category Display Priority is used when you wish to display only one
participation category, and you wish to display the most relevant category for people who have
multiple categories.
For example, assume your event has only delegates, exhibitors and sponsors and you
consider the relevant importance of these to be 1, 2 and 3 respectively (the higher the number,
the greater the priority). If someone is a delegate and an exhibitor, the primary participation
category will be Exhibitor. If someone is in all three categories, the primary participation
category will be Sponsor. If someone is only a delegate, the primary participation category will
be Delegate.
3.
Enter the Display Text. The display text fields enable you to decide what is actually printed on
the badge when you’re printing the primary participation category.
For example, if you wanted to print Speaker rather than Presenter on presenter name badges,
you would enter Speaker as the display text corresponding to Presenter.
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THE RULES
Presenter Rules
This option is for maintaining information related to the rules (if any) for confirmed presenters at the
event.
This information need only be filled in if your event has one or more of these rules for presenters.
Mark each field that’s appropriate for your event. In the above case, the presenters do not have to
send in a photo.
The information from this form is used by Summit in preparing the Presenter Follow-Up report. This
is an exception report that lists any presenter who doesn’t conform and the associated rule. If
presenters conform to all marked rules, they are not shown on the report - the aim is to have a
blank report.
This report can be run from within the Programmer or Event Reports.
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Trade Rules
This option is for defining the rules, if any, to which the exhibitors must adhere during the event.
If a rule is to be followed, it is marked.
The information from this form is used by Summit in preparing the Exhibitor Follow-Up report, the
Sponsor Follow-Up report and the Advertiser Follow-Up report.
These are exception reports that list any person that doesn’t conform and the associated rule. If
the exhibitors, sponsors and/or advertisers conform to all marked rules, they are not shown on the
report, i.e., the aim is to have a blank report.
The Exhibitor, Sponsor and Advertiser Follow-Up reports can be found in Trade Reports.
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THE USUAL
The Usual Registration
This option enables you to enter what is the most likely registration, and is used in cases where
most people have the same registration details. When entering details into the Personal Details
form, instead of entering a person’s registration details by going into the Registration Details form,
you can click on The Usual button on the Personal Details form and Summit will automatically
register the person with the details entered here.
You can enter a Registration Type, one or more Add-Ons and one or more Sessions. For all the
rules relating to registering a person, refer to the Registration section in Chapter 5, Before.
The Usual Accommodation
Any details you enter here can be used to automatically create one or more hotel bookings for the
displayed person by clicking on The Usual button on the Personal Details form. This can save time
if you’re dealing with group bookings.
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Refer to the Hotel Bookings section in Chapter 5, Before for further information on entering a hotel
booking.
The Usual Travel
As before, any details you enter here can be used to automatically create one or more travel
bookings for the displayed person by clicking on The Usual button on the Personal Details form.
This can save time if you’re dealing with group bookings.
Refer to the Travel Details section in Chapter 5, Before for all the rules relating to entering a travel
booking.
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CHAPTER 5
BEFORE
This chapter describes the options on the Before
Menu. These options enable you to:
• register and record the requirements of delegates, presenters, exhibitors, advertisers and
sponsors
• retrieve expressions of interest, registrations, demographic updates and speaker information
from the internet
• correspond with your event participants
• record all contacts made with your event participants
• enter, allocate and bank payments
• produce receipts and invoices individually and in batches
• enter travel and accommodation details
• track event organisation tasks
• develop the event programme
• produce a schedule and a running sheet
• produce a draft expression of interest brochure, draft registration form and draft programme
• produce or export name badges and tickets
• finalise tabling and seating arrangements
• determine catering and equipment requirements.
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DATA ENTRY
Personal Details
This is the main form for locating and maintaining name and address details of every person and/or
organisation within Summit.
On entering this form, if there are no records in the database, the form will be blank and the cursor
will be in the Find by Family Name field. Use the mouse or press F6 to move to the first data entry
field. If there are records present, the first record in the database will be displayed. Just as an
aside… every time you open this screen, you will see the same person’s details, so it had better be
someone you like – we suggest you put yourself on as the first record.
Enter a New Person’s Record
To enter a new person’s details into Summit, take the following steps.
Click on the Personal Details button on the Before Menu. This will open the Personal Details form.
Check that the person is not already on the database by entering his or her family name (surname
or last name) or the start of it into the Find by Family Name field and then pressing Tab or Enter. If
there are many people with the same surname on your database, you can enter the surname and
the first letter of the given name, eg Smith W. The search is not case sensitive, so there is no need
to enter the letters in leading upper case or all upper case. The system will move to the first record
with a family name starting with the letters you’ve entered. If there are more records with that
criterion, the system will display the message ‘x records located with family name starting with ...’.
Use the Previous and Next buttons to cycle through all records found to ensure that the person’s
record is not already there. If the system doesn’t find any matches for the letters you’ve entered,
you will remain at the record you were on when you started the search.
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If you’re uncertain of the spelling of the person’s name, try finding it using a partial name or
misspelt name. Alternatively, you could click on the down arrow, to the right of the Find by Family
Name field, for a list of all people on the database. The system will display, in alphabetical order,
all the people on the database in the following manner: Surname, Given Name Middle Initial.
Click on the down
arrow to list all the
people on the
database
Another way to find a person is to cycle through the records using the navigation buttons at the
bottom of the form until you locate the person you’re looking for.
Another search method is to search is by organisation. Click in the Find by Organisation field and
enter all or part of the organisation name you wish to locate, then press Tab or Enter. The system
will move to the first record with an organisation with the letters you have entered anywhere in the
organisation name. For example, if you entered ‘valley’ the system would locate Valley Repairs
and would also locate The Valley Hospital. If you are uncertain of the spelling of an organisation
name, clicking on the down arrow at the right of the organisation combo box will list all
organisations in ascending alphabetical order for you to choose from.
Note: Only one occurrence of each organisation will be displayed, even though there may be more
on file. Watch for the message that tells you how many of that organisation is on file.
If you’re satisfied that the person is not already on file, you can search your Master Database by
clicking on the M button next to the right of the New button. Your master database will be either
(the superceded) Summit Contact Manager or Summit Central. Summit will find the location of your
master database using the path you entered in Event Options, General Settings tab, Location of
Master Database. When you click on the M button, the Master Database Record Display form will
enable you to interrogate your master database. See that topic further on for details.
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Once you’re satisfied that this is a genuine new record, click on the New button. (Alternatively, you
can also hold down the control button with the ‘N’ key to create a new record).
Enter the person’s Title, Given Name (or first name), Middle Initials, Family Name (or last name)
and any Post Nominals (or letters after the person’s name, for example, PhD). As you exit the
Family Name field, the system will check for potential duplicates of the displayed record based on
the current setting of the Display Duplicate Person Warning field in the System Checking tab in
Event Options on the Setup Menu. You can check for potential duplicates at any time by pressing
Ctrl+D in any field on the Personal Details form. Even if the current warning setting on the Event
Options form is Never, Ctrl+D will check for duplicates on matching first initial and family name.
When you exit the Family Name field, if Salutation is null (empty), Summit will automatically insert
the Salutation. It will be set to either Given Name or Title and Family Name, depending on the
setting defined in the Salutation Text field in the Name Formats tab in Event Options. If the
Salutation field isn’t null, and you double-click in the field, the system will overwrite whatever is
there with either Given Name or Title and Family Name, depending on the setting defined in Event
Options. You can type over this if you wish to change it.
Leave the Badge Name blank if this person’s Title, Given Name and Family Name are the same as
those required on the badge name. When designing badges, you decide on the format you want
for the badge name. For example, you could choose Given Name Family Name or Title Given
Name Family Name or FAMILY NAME, Given Name etc. If the badge name is different (badge
name Bob not Robert) then what ever you enter in this field will be printed EXACTLY as is on the
person’s badge. The Print button to the right of the Badge Name field will print a name badge for
this person only if you have a specific printer physically attached to your computer. See Special
Fields further on for more details.
Enter the person’s Position, Division and Organisation as appropriate. All fields have a pull-down
list to the right of the field that contains all data entered so far for each field. Click on the down
arrow to select a previously entered position, division and/or organisation. If you already have
somebody on the database from the same organisation at the same address, click on the Fill
button to the right of the Organisation field, or enter either Ctrl+F or Ctrl+K to achieve the same
end. A list of all organisations and their addresses on file will be displayed. Click on the one you
want and the organisation’s name, address and phone numbers will be inserted into the new
record. This means you only have to enter an organisation’s details once. See Special Fields for
more information.
You can double-click on Suburb/City field to choose from pull-down list (also updates state,
postcode and, if applicable, presort). You can also double-click in postcode. This will lookup
postcode if suburb and state are present, or lookup suburb and state if they are blank and
postcode is present – a reverse look-up. For more information, tips and hints about the quickest
way to find a person’s postcode, refer to the ‘Find a Postcode and Suburb/City’ topic in Chapter 3,
How To. The country will be what ever you typed in Default Country in Event Options. It is not set
to upper case.
You can send an SMS text message directly to the displayed person’s mobile/cell phone by
double-clicking in the Mobile/Cell field. A contact can be recorded with the details of the message
automatically included. For more information, refer to the topic entitled ‘SMS Text Messaging’
under Individual Correspondence.
You can send the displayed person an e-mail by double-clicking in the E-Mail field. A contact can
be recorded with the details of the e-mail automatically included For more information, refer to the
topic entitled ‘E-Mails’ under Individual Correspondence.
Enter the advertising source in the Source field. This field is limited to the values in the pull-down
list of the combo box. The advertising sources are defined on the Advertising Sources form on the
Setup Menu. If you need to add a new advertising source, double-click in the field. This field is
used in the report Confirmed Delegates by Advertising Source in Participation Breakdown.
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Enter any Notes for this person. These notes are for your information only and are not printed
anywhere. However, they can be included if you create your own reports in Delegate Lists and the
Reporter. To see the whole field, click on Shift + F2.
Mark the Asian Name check box if you want this person’s name to be presented differently on
reports and listings. The default is a European name format. Depending on how you define the
Name Format For Reports in the Names tabs of Event Options, the system will display this name in
a specific manner, usually Family Name Given Name. For example, if the Given Name was ‘Su Li’
and the Family Name is ‘Wong’, if Asian Name is marked, the name will be displayed as Wong Su
Li on reports and if not marked, Su Li Wong.
Mark the Work Address check box to ensure that the person’s position, division and organisation
will appear on address labels and correspondence address details. If this check box is not marked,
it’s the home address and the position, division and organisation is for information only and won’t
be printed. Each new record will have Work Address marked as a default.
The Name Badge Produced check box is marked by the system when a person has had a name
badge printed or exported. Clear this check box for the system to produce another name badge for
this person the next time you produce new name badges.
The Attended Event check box is marked by you on the Registration Desk Worklist form on the
During Menu as each person arrives at the event. If this check box is not marked and the person is
a confirmed delegate, he or she will appear on the Incomplete Participation Report found on the
After Menu.
The Satchel Given check box is marked by you on the Registration Desk Worklist form on the
During Menu once the person has been given all the materials associated with attending the event,
for example, proceedings, programme etc. If this check box is not marked and the person is a
confirmed delegate, he or she will appear on the Incomplete Participation Report found on the After
Menu.
Save the person’s record by clicking on the OK button to close the form, the New button to enter a
new person, or by moving to another record using the navigation buttons or the ‘find by’ fields.
Note: As you leave this record, the system will check to see if you have imported this record from
your master database – either from the old Summit Contact Manager or Summit Central. If you
have, and you have set the check box Warn Before Updating Name and Address Details in Master
Database in Global Options to Yes, the system will ask you if you want these name and address
details to overwrite the details held in your master database. You can say either Yes or No. If the
check box is not marked, the system will update the master database automatically.
Special Functions
Search by Accompanying Person’s Name
If you enter Control+F4 (hold down the Control key and press the F4 function key), you can search
for an accompanying person’s name.
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SMS Text Messaging
This is a web server function where the SMS text leaves your computer via your outbox as an email and when locating the correct web server, that e-mail is translated into SMS text and is
transmitted to the person’s mobile or cell phone. The number that the recipient sees is random and
if stored and used will not work. However, if the recipient of the text hits Reply, any text that is sent
to the web server is then translated into an e-mail and is received by your in-tray.
This is why you must record your e-mail address to MIE Software, who then passes that onto the
SMS web server.
To send an SMS text message directly to a mobile/cell phone, double-click in the person’s
Mobile/Cell number field. The displayed form is where you enter the details of an SMS text
message before sending it. There is a maximum of 165 characters that can be sent and you can
use the Count function to determine how many characters you’ve used so far.
NOTE: You must first be registered on the MIE SMSLink Web Server before you can use this
feature. To find out more, visit our website.
When you open this form, the message you entered on your last SMS message will be displayed.
You can change this message before clicking the Send button to send the text.
Before sending any SMS text message, you should ensure that the mobile/cell number is correctly
formatted. For an SMS text message to be sent successfully there are two essential rules in
relation to how the number is entered:
1.
The SMS Country where you are based must be entered in Global Options. This will use the
SMS Web Server of that country.
2.
You must only enter only the mobile/cell phone number and not the country code (ie +61 for
Australia).
Any incorrectly formatted numbers will be processed by your e-mail system, but the message will
not be delivered to the mobile/cell phone.
Toolbar Buttons
Click to clear the current message details.
Click to count how many characters you have used, and how many characters you still
have available to use out of the 160 character maximum for an SMS message.
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Click to send the SMS message to a mobile/cell phone via your e-mail system. If the
person replies, their return message is sent to your e-mail address.
At a Glance
The At a Glance section of the form gives a summary of participation for the displayed person. If a
check box is marked in the Potential column against one of the participation categories, this
indicates that this person has been so marked on the Expression of Interest (EOI) and Profile form.
If a check box is marked in the Confirmed column against one of the participation categories, this
indicates that, in the case of delegates, this person has been registered on the Registration Details
form. For presenters, exhibitors, sponsors, advertisers and other involvement participants, this
means that the records have been marked as confirmed on the Presenter Details, Trade Details or
Other Involvement Details forms respectively.
If there is a date in the Kit Sent column against one of the participation categories, the kit sent date
has been entered on the Registration, Presenter, Trade or Other Involvement Details form, or the
kit sent date has been automatically updated by Summit when producing Form Letters. If Session
Chair is marked, this person was nominated as chair in the Sessions form on the Setup Menu. You
can mark whether or not a person is a VIP or an organiser. These and the other participation
categories can be recorded on name badges and tickets. The fields Has Hotel Booking and Has
Travel Booking are self-explanatory.
The Last Invoiced field will hold the date the person’s invoice was last printed.
The amount of money shown in the Amount Due, Amount Paid and Amount Outstanding fields is
the sum of all delegate, exhibitor, sponsor, advertiser, accommodation and travel financial
activities, whether due, paid or outstanding.
The Entered field in the bottom right corner of the form is the date this person’s record was added
to the database. The Last Update field lets you know the date data on this form was last updated
and the By field captures who changed the data.
Note: When you open this form or move to a new record, if you have a slow computer, don’t start
entering any information until the Outstanding field in the At a Glance section has been updated. If
you don’t wait, the Outstanding field may have ‘#Error’ displayed as you have interrupted the
system before processing is complete. If this happens, move to another record, then come back
again.
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Summit’s Specialised Filter by Form
If you press the Control button on your keyboard (Ctrl) and F1, the Filter by Form selection form
will be displayed. This enables you to work on a subset of your records, for example, only
delegates or only exhibitors.
Note, you may need to also press the F Lock key as well.
Right Mouse Click – Filter by Form
Within all forms, you can right mouse click to display the sub menu. By using this short-cut or
context menu, you can filter the form, cut and paste and well as sort on any field.
Master Record Display
By clicking on the MÈ (for Master Database) button to the right of the Find by Family Name
or the Find by Organisation field, you can initiate a search of your master database for a
specific person’s record.
Master DB Record Search
This form below is displayed when you are in the Personal Details form and want to import
records from a master database. Enter the name of the person you are looking for. Click on
the M button under Find by Family Name to search your master database for all records
beginning with that family name; or click on the M button under Find by Organisation to
search your master database for all records where Organisation contains that organisation.
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Once you are on this form, you can search further within the selected records by using the
pull-down list at the top of the screen to locate the family name, given name combination you
want. You can also use the navigation buttons at the bottom of the screen to move between
the records.
If you notice any spelling or other errors in a master database record while this screen is
displayed, you can correct them here and they will be automatically corrected in the master
database. The default address to import is the Work Address. To import another address
instead of the work address, mark the appropriate option button in the Import Which
Address? section of the screen.
Once you have located the record you wish to import, click on the Import button. The
person’s record, with the address you have selected, will be imported into your event file.
They will be marked as a potential delegate and the Personal Details screen will move to
their record. To close the screen without importing a record, click the Exit button.
By clicking on the MÇ (for Master Database) button to the right of the Find by Family Name
or the Find by Organisation field, you export a specific person’s details to your master
database.
Export Record to Master DB
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Print Individual Badges
This Print button enables you to print a name badge directly from your own label printer
attached to your computer. In order to connect the two machines, you need to insert your
own code into the InstantBadge function in InstantBadgeGF module. Note: you will need
Microsoft Access on your machine to achieve this.
Fill Organisation Details
If you click on the Fill button (or enter Ctrl+F or Ctrl+K), the following screen will be
displayed. There is one entry for each unique organisation on file. For an organisation to be
unique it must have one of the following fields different from the others: Organisation,
Address line 1, Address line 2, Suburb/City and State. Select the organisation you want by
clicking anywhere along the line. When you see the black triangle to the left of the required
organisation, click on the OK button the pull through the details.
Toolbar Buttons
All these forms are described further under their own headings.
Click to open the Expression of Interest (EOI) and Profile form to enter potential
participation and profile details and to see the type of involvement this person had
in past events.
Click to open the Extra Details form. It’s here you enter the accompanying person
details, passport and credit card details, diet etc. for this person.
Click to enter a hotel booking for this person.
Click to enter a travel or transfer booking for this person.
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Click to open the Registration Details to register this person, as well as enter addon and session details. Note: This form can’t be opened until event fees have
been locked. See Lock Event Fees on the Setup Menu for more information.
Click to open the Money Menu. This menu has the following buttons:
Click to open the Payment Entry form to enter a payment.
Click to open the Allocate Payment form to allocate one or more
existing payments against this person.
Click to produce a refund for this person.
Click to produce an invoice for this person.
Click to see/print/delete any receipts for this person.
Click to see/print/delete any tax invoices and adjustment notes for this
person.
Click to see/print/delete any Invoices and Adjustment notes for this
person’s financial group.
Click to see/print/delete any Receipts for this person’s financial group.
Click to see/print/delete any Tax Invoices for this person’s financial
group.
Click to produce an Audit Trail that details all financial activity relating
to payments and receipts that involve this person.
Click to enter an alternate billing address for this person.
Click to either make the displayed person a Financial Group leader, or
join the displayed person to an existing Financial Group.
Click to open the Trade Details form to enter sponsor, advertiser and exhibitor
details.
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Click to open the Presenter Details form to enter speaker details.
Click to open the Other Involvement Details form for this person.
Click if you want to edit this person’s details on the tickets prior to production.
Click to open the Individual Correspondence form.
Click to open the Contact Details form to record each contact made with this
person as well as any tasks you must do and the associated do-by-date.
Click to apply registration, add-on, session, hotel booking and/or travel requirements to
this person either from The Usual or from another person. For more information on how to
set up The Usual, refer to the Usual Registration, Travel and Accommodation forms on
the Setup Menu.
Click to delete this person’s record. If a person is in any way involved in the event, you
won’t be able to delete the record. Cancel their registration, remove any payments and
delete any add-ons this person may have. Check also for involvement such as Session
Chair, trade, presenter, etc.
Click to print a single badge or ticket for this person and/or the accompanying person. The
Single Name Badge & Ticket Choices form will be displayed.
Select the appropriate option button for whom you wish to print the name badge or ticket
and select the format you want. Whatever you selected last time will be displayed the next
time you enter this form. Click on the Design button to bring up the Name Badge and
Ticket Design form. Click on the Preview button to produce the name badge or ticket.
Click to print either, an address label, an addressed envelope or a merge letter for this
person. The Single Label, Envelope and Letter Choices form will be displayed. Click on
the option button you wish, then click on the Preview button to produce the output.
Click to print a report containing the name and address details of this person.
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Expression of Interest (EOI) and Profile
This option is for maintaining details of participation in previous events, level of interest in the
current event and a profile of the person currently selected on the Personal Details form.
Previous Event(s)
The check boxes in the Previous Event(s) section of the form will be updated automatically by
Summit when you import demographics from a previous event that used this software. For
imported records, this section of the form shows cumulative historical participation information.
For example, if William Smith participated in one event as a delegate, had his record imported to
another event where he took part as a sponsor, then had his record imported to this event, he
would be shown as a past delegate and a past sponsor.
The Last Imported Event area of the form shows the event from that this person’s information was
most recently imported. If this area of the form is blank, the Participated as a... information has
been entered manually, not imported.
You may mark or clear the Participated as a... check boxes for manually entered records, or when
imported historical information becomes outdated. For example, if Jim Smith was a sponsor five
events ago and has not been one since, you might want to clear the Participated as a... Sponsor
check box so that he was no longer selected with other past sponsors.
Once you’ve cleared a Previous Event(s) check box, the person will no longer be shown as a past
participant in that participation category when the demographics are imported for a new event.
People will be shown in a Participated as a... category once they have participated in that category
again, and had their records imported for a new event.
This Event
The Has Expressed Interest check box in the This Event section of the form will be marked
automatically by the system when a person is marked as potential or confirmed in any participation
category. This check box can’t be cleared while the person is still shown as potential or confirmed
in any participation category.
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Marking a person as Potential in any participation category in the This Event section of the form
enables you to track and contact them using the participation category filters in the Reporter and
Form Letter functions. These check boxes can be marked or cleared until a person becomes
confirmed in that category.
A person can’t be both potential and confirmed in any participation category. Once a person is
confirmed in any participation category, Confirmed (in red) is displayed alongside that participation
category and the relevant Potential check box is disabled.
Delegates become confirmed when they have a Registration Type allocated on the Registration
Details form. A delegate moves from Confirmed back to Potential when the Registration Type field
is cleared by clicking the Cancel Registration button on the Registration Details form.
Presenters become confirmed when the Confirmed as Presenter check box is marked on either the
Presenter Details or Programmer forms. A presenter moves from Confirmed back to Potential
when the Confirmed as Presenter check box is cleared on either the Presenter Details or
Programmer forms.
Exhibitors become confirmed when the Confirmed as Exhibitor check box is marked on the Trade
Details form. An exhibitor moves from Confirmed back to Potential when the Confirmed as
Exhibitor check box is cleared on the Trade Details form.
Sponsors become confirmed when the Confirmed as Sponsor check box is marked on the Trade
Details form. A sponsor moves from Confirmed back to Potential when the Confirmed as Sponsor
check box is cleared on the Trade Details form.
Advertisers become confirmed when the Confirmed as Advertiser check box is marked on the
Trade Details form. An advertiser moves from Confirmed back to Potential when the Confirmed as
Advertiser check box is cleared on the Trade Details form.
An Other Involvement becomes confirmed when the Confirmed as Other Involvement check box is
marked on the Other Involvement Details form. An Other Involvement moves from Confirmed back
to Potential when the Confirmed as Other Involvement check box is cleared on the Other
Involvement Details form.
Profiles
A profile is a method of describing a person or putting them in a defined category. Profiles are
defined in the Profiles form in the Setup Menu.
You can target specific profiles by using the Reporter. Examples are Board Member, Technician,
CEO, Administrator, etc.
Each person can have zero to many profiles.
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Extra Details
This option is used for the collection of extraneous details regarding the primary person and the
accompanying person.
All fields on this form are optional. To enter extra details for the displayed person, take the
following steps.
Enter the primary person’s credit card details. Click on the down arrow, to the right of Credit Card
Type, for a list of all credit card types entered into the system so far. If you have permission to give
the credit card details to the hotel, mark the Give C. Card to Hotel check box. If so marked, this
information will be printed in the Notes column of the Accommodation Requirements reports. If you
have permission to give those details to the airline, mark the Give Credit Card to Airline check box.
If so marked, those details will be printed in the Notes column of the Travel Requirements reports.
You can create a list of people and their credit card details using the Attendee Lists or the
Reporter. Note that if you choose to store people’s credit card detail on file, you must either
password protect or encrypt that database.
Enter any Special Diet requirements. There is a pull-down list of standard diets, however this is not
a limit-to-list field so you can enter any text you like. This information is printed in the Notes column
of all the Accommodation and Travel Requirements reports, the Tabling & Seating reports and the
Catering reports.
If appropriate, enter Date of Birth. Optionally select a date by clicking the calendar button.
If you select a Summit Central Matching method other than "None" it has two effects. Firstly, when
you are receiving registrations via the Internet Assistant, Summit Event Manager will try to match
up the incoming registrations with their Summit Central records. Secondly, you can retrieve a
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person’s Summit Central PIN by clicking on the C button to the right of the Summit Central PIN.
Once matched, any address changes made in the event file can be automatically mirrored in the
Summit Central data file. You can amend the method used for Summit Central matching on the
Global Options screen.
Click on the Smoker check box if this person is a smoker. This information is printed in the Notes
column of all the Accommodation and Travel Requirements reports and on the accommodation’s
Unallocated Share Request report.
If appropriate, enter the person’s gender. This field is limited to one character and the system does
no checking as to the validity of your entry. This field is printed on the Unallocated Share Request
report.
Enter the Nationality, Passport Number, Expires and Country of Issue if you need to record the
passport details. These fields are reported on the Passport Expiry Dates report.
Enter the Spoken Language, Membership Number and Group details, as appropriate. These fields
are not reported anywhere, however, you can create your own reports either in Delegate Lists or
by clicking on the Listings button in the Reporter. See those topics for further information.
If there is an accompanying person, enter the Title, Given Name and Family Name. Double-click in
the Family Name field if it’s the same as the primary person. Summit will enter the salutation based
on what was selected in the Name Formats tab in Event Options. The accompanying person
salutation is not used anywhere within the system. To search the database for the accompanying
person’s name, enter Control+F4 on the Person Details screen.
Enter a badge name if it’s different from the given name and family name. Whatever you enter here
will be printed on this person’s badge. Leave this field blank if there is no change to the given or
family names.
Enter any Special Diet requirements. There is a pull-down list of standard diets, however this is not
a limit-to-list field so you can enter any text you like. This information is printed in the
Accompanying Person and Notes column of all the Accommodation and Travel Requirements
reports, the Tabling & Seating reports and the Catering reports.
Click on the Smoker check box if this person is a smoker. This information is printed in the
Accompanying Person and Notes column of all the Accommodation and Travel Requirements
reports.
If appropriate, enter the person’s gender. This field is limited to one character and the system does
no checking as to the validity of your entry. This field is not printed anywhere.
Enter the Nationality, Passport Number, Expires and Country of Issue if you need to record the
passport details. These fields are reported on the Passport Expiry Dates report.
Enter any Notes relating to this person. This field is not on any report.
The five fields under the Group field are user-defined fields. You can alter the prompt from User
Defined Field 1 to 5 to whatever you wish in the User Defined tab in Event Options. See Event
Options for further details. These fields are not reported anywhere, however you can create your
own reports and include and/or sort by these fields. In the illustrated example, we have decided to
collect such data elements as Colour of Eyes and Tee-Shirt Size. Each field can hold up to 250
characters. Click on the down arrow for a selection of previously entered data.
Enter as many Frequent Flyer Details as are appropriate to either the primary or the accompanying
person. These details can be ‘pulled through’ onto the relevant hotel or travel booking. There is
only one Frequent Flyer details field on the Hotel Bookings form but one for the primary and the
accompanying person on the Travel Bookings form.
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Hotel Booking Details
This option is for maintaining details of hotel bookings for the participants.
Each person can have one or many hotel bookings. To move from one to the next, use the
navigation buttons on the bottom left of the form.
To enter a hotel booking, take the following steps:
1.
Locate the person’s record on the Personal Details form.
2.
Open the Hotel Booking form by clicking on the Hotel Booking button on the toolbar.
3.
Select the hotel the person has elected to stay at by clicking on the down arrow to the right of
the Hotel field. The hotel is limited to the values in the pull-down list of the combo box. The
hotel names on the list, the room types and room charges are defined in the Hotels form on
the Setup Menu. You may only change the person’s hotel using the combo box if the hotel has
not yet been notified of the booking. The hotel is set as having been last notified each time any
of the Accommodation Requirements reports are printed. Once the hotel has been notified,
this field is grey and disabled. The number in the Hotel field is the Hotel Counter - the key to
the Hotel reference file.
4.
Select the Room Type of those rooms available at the displayed hotel.
5.
Use the Extra Details form from the Personal Details form to add, delete or alter the values in
the Frequent Flyer Details combo box. Select the appropriate frequent flyer details from the
pull-down list of all those entered for this person. The number in the Frequent Flyer Details
field is the Clubs Counter - the key to the Clubs reference file. The description will be
displayed to the right of the field. Double-clicking in the combo box doesn’t work on this field,
you have to enter any new details in the Extra Details form.
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6.
If the Arrival Date field is null when you enter it, it will automatically display (i.e., default to) the
arrival date for the selected hotel as defined in The Usual Accommodation form in Setup
Menu. You may alter this date if it’s not appropriate for this person. If no date has been
entered in The Usual Accommodation, there is no default date here. Even if you are not using
The Usual, it may save time to enter dates in the arrival and departure dates in the Usual
Accommodation form. The day is displayed beside the date as confirmation. If known, enter
the Arrival Time.
Click on the calendar to the right of the field to select a date. The calendar will default to the
starting date of the event.
7.
Enter the Departure Date. The rules are the same as for Arrival Date. You can’t have a
departure date earlier than an arrival date. If known, enter the Departure Time.
8.
If appropriate, enter the Room Number. Room numbers are reported on the Rooms and Their
Occupants, People and Their Room Numbers and People Without Room Numbers reports.
Room numbers are also reported in the Notes column on all Accommodation Requirements
reports.
9.
Enter the booking reference. This will be printed on the confirmation letters and the itineraries.
10. The Sort Order Override field is used to put the travel and accommodation bookings into a
specific order. Summit will sort these booking by date then time. If a person is crossing the
international date line, this order will not make sense. Enter a number against each booking in
the order you want them, for example, 1 for the first booking, 2 for the second etc, across both
travel and accommodation bookings.
11. Mark the Primary Person check box if you want to print the Accommodation Requirements by
Primary Person report. This report will print only those people with Primary Person marked in
the left (first) column.
12. Enter the Deposit Amount Due this person will be paying to secure the hotel booking. Summit
assumes the deposit is the only money you will handle in relation to the hotel booking, and you
will pass that money onto the hotel. As people leave the hotel, they will pay their own
accounts, unless you instruct the hotel otherwise in the Billing Method. The Deposit Amount
Paid field is display only and will only display an amount once a payment has been allocated
to accommodation in the Payments Out form.
13. If you have marked the field Automatically calculate the GST component of accommodation
deposits in the Tax tab of Event Options, the system will display in GST Amount in Deposit,
how much of the Deposit Amount Due is GST, based on the amount of tax entered against the
Hotel and Room Type. These values are entered in Hotels in the Setup Menu. If no GST in
incurred in accommodation deposits (which is the case in Australia), do not mark the
Automatically calculate the GST component of accommodation deposits box.
14. The Billing Method you enter is limited to the values in the pull-down list of the combo box.
Billing methods are defined on the Billing Methods form on the Setup Menu and are used to let
the hotel know how this person will be paying the hotel bill, for example, ‘paying own account’
or ‘conference account - all charges except minibar’. The Billing Methods form can be opened
for entry of a new billing method by double-clicking in the combo box.
15. Enter any special requests or requirements in the Primary Person Accommodation
Requirements field – these are instructions to the hotel when they’re allocating the room to the
person. This is a memo field and can hold up to 64,000 characters. You can’t press Enter to
move to the next field as enter in a memo field is used to create a new line. You can however
Tab to the next field. Anything you enter here is printed in the Notes column of the
Accommodation Requirements reports. Also reported under the Notes column are the
following fields that can be entered in this form or the Extra Details form: Smoker, Room
Number, Frequent Flyer Details, Special Diet and Credit Card Details if the check box Give C.
Card Details to Hotel is marked. This means for fields like Special Diet, you only have to enter
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them once against the person and they can be reported on all travel and accommodation
reports.
16. If the accompanying person entered in the Extra Details form is staying with the primary
person, mark the Will be sharing with the nominated Accompanying Person check box and
enter any special requests or requirements in the Accompanying Person Accommodation
Requirements field. These details are reported in the Accompanying Person column in the
Accommodation Requirements reports as well as Special Diet, Smoker and Details of Others
Accompanying.
17. In Accommodation Instructions enter any instructions you want to give to this person regarding
this hotel booking. This information is printed on the confirmation letters and itineraries.
18. If you mark the Is looking to share a room and cost with somebody check box, this person will
appear on the Unallocated Share Requests report until you clear this box. This field is used
only for those people who are looking to find someone with whom to share a room and costs.
19. If a person is sharing with another person who is not the nominated accompanying person, in
the Sharing With Other Delegates field, select the other person from a pull-down list of all
people on the database.
All people on the database are displayed in alphabetical order; scroll down to the person
required and select them. The number in the Number field is the Person Number or PIN - the
key to the Personal Details file. The person’s name and suburb are displayed to the right of
this field. Theoretically, there is no limit to the number of people who can share a hotel room
(actually it’s a file limitation of 32,676).
Enter a second person sharing at the record with the asterisk (*). To delete someone sharing,
click on the grey bar to the left of the record (in the above example, it has a pencil in it) and
press the Delete key on your keyboard.
Another method of finding a person on the database is to double-click in the Sharing with
Other Delegates Number field and the following screen is displayed. You can find the required
person by name or organisation rather than scrolling through the list. Once found, click on the
OK button to pull the details through.
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When you select somebody (person 2) to share a room with this person (person 1), Summit
checks whether this new person (person 2) has a hotel booking. If not, one is created for them
at the same hotel, with the same room type, the same arrival and departure dates and the
same billing method as person 1’s booking and person 1’s number is entered into person 2’s
Sharing with Other Delegates field.
This information is reported in all the Accommodation Requirements reports in the Sharing
With Other Delegates column.
When Summit calculates room nights, delegates sharing will be taken into account, i.e., if
three delegates are sharing the one room for one night, this constitutes one room night.
The Details of Others Accompanying field is used for entering details of any children and their
special requirements, for example, ‘Child 2 years – large cot required’.
Summit will ask if you want the Changed Since Last Notified check box marked if the hotel has
been notified of this booking and details have been altered since the notification. See Altering
a Hotel Booking further on for more details.
Date Hotel Last Notified is a display only field that is updated when the Accommodation
Requirements Reports are run.
Note: The system will display the Total Room Nights and the Total Amount Due (the room rate by
the total number of room nights. These fields are to be used as a guide only, to check that the
number of room nights is correct. These fields do not indicate the person’s liability.
Altering a Hotel Booking
If you alter a hotel booking that has a date in the Hotel Last Notified field, on clicking the OK
button, Summit will ask ‘Do you want these details to be reported on the next Altered
Accommodation Requirements Report’. If you click Yes, Summit will mark the Changed Since Last
Notified check box. You can mark this check box yourself if you have altered something that will
require the hotel being notified. In this case, Summit won’t prompt you.
To ensure that the hotel notices the details of the change, it is advisable to put the details of the
change into the Primary Person Accommodation Requirements field. For example, if an arrival
date had altered, as well as actually changing the arrival date on the form, also enter something
like ‘Note: Arrival date altered from 14/6/10 to 15/6/10’.
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Cancelling or Deleting a Hotel Booking
To cancel or delete a hotel booking, click on the Delete button on the toolbar. The system will
delete the record and display the following message.
If you say Yes, the system will produce a Hotel Booking Cancellation Report. If the relevant hotel
has been notified of this booking, this report should be forwarded immediately to ensure you’re not
billed for the room. To add personalised text to a Cancellation Report, enter the text in the User
Defined tab of the Event Options forms prior to printing.
Toolbar Buttons
Click on this button to display the details of the hotel you have selected for the
person. The Hotels form from the Setup Menu is displayed.
If you click on this button, Summit will check the number of available rooms of those
block booked and display the status and display the following screen. Depending on
the level of checking you’ve set in the System Checking tab in the Event Options, if
by saving if there will be an overbooking, Summit will either a) ignore it, b) warn you
but let you proceed or c) disallow the booking.
Click on this button to display the Block Bookings Report in print preview.
Clears the form ready for the entry of a new hotel booking.
Deletes the displayed record.
Prints a report of all this person’s hotel bookings.
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Travel Booking Details
This option is for maintaining details of travel bookings for the participants.
Each person can have one or many travel bookings. To move from one to the next, use the
navigation buttons on the bottom left of the form. Once you’ve entered a booking and click on the
OK button, depending on the level of checking you set in Options, Summit will check for available
seats in the displayed flight.
To enter a travel booking for a person, take the following steps.
1.
Locate the person’s record on the Personal Details form.
2.
Open the Travel Details form by clicking on the Travel button on the toolbar.
3.
If a flight or transfer is one that is used by many people, it would save time to set it up in the
Flights and Transfers form in the Setup Menu. You can enter all the details on the Travel
Details form ‘from scratch’ or select a flight or transfer from the pull-down list in the Travel field.
The number in this field is the Flights Counter - the key to the Flights reference file. If you need
to add a new flight or transfer, double-click in the Travel field. If you select an existing travel
record, all details previously entered in the Flights and Transfers form will be displayed on this
form. These fields can be altered to reflect the individual requirements of the person or left as
is. If the latter is the case, click on the OK button to save the booking.
This field will be grey and disabled if the carrier has been notified by the printing of the Travel
Requirements reports.
4.
Select the type of travel on the Travel Type option box - either Flight or Transfer. Each type of
travel is reported on different reports.
5.
Enter the intended travel date in the Departure Date field. Click on the calendar to the right of
the field to select a date.
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6.
Enter the time of the flight or transfer in the Departure Time field.
7.
Enter the departure port in the Departing From field or select one from those already entered
by clicking on the down arrow to the right of the field. This information is used in the
Departures report found in Travel Reports menu.
8.
Enter the date and time this travel leg ends in Arrival Date and Arrival Time fields. The Arrival
Date field will default to the departure date but can be changed if required.
9.
Enter the arrival point of this travel leg in the Arriving At field or select one from those already
entered. This is used in the Arrivals report.
10. Select a carrier from the pull-down list of carriers. The number in the Carrier field is the Carrier
Counter - the key to the Carriers reference file. The description of the carrier will be displayed
to the right of the field. The Carriers form may be opened by double-clicking in the Carriers
field.
This field will be grey and disabled if the carrier has been notified.
11. Enter the Fare Basis for this ticket if appropriate.
12. Enter a Flight/Trip Number, for example, DJ 30, QF 103, BUS 1, etc.
13. Enter the Class of the flight. This field is free text so you could enter a generic term like
‘Economy’ or the type of economy class like ‘Y’.
14. Enter the number of tickets this person is booking. The system will display in the top right
corner of the form the Total Amount Due (Cost per Ticket x Number of Tickets).
15. Enter a Booking Status. This information is reported the Travel Booking Status report in the
Travel Reports menu. This field can hold up to 10 characters.
16. Enter the Cost per Ticket.
17. Enter either a GST Rate or a GST Amount then indicate whether the Price Does Not Include
GST or Price Includes GST in the Cost per Ticket. The system will calculate the full cost of the
ticket to the passenger and display it in Price with GST.
18. Enter any Surcharge that applied to this flight or transfer, for example, a Departure Tax.
19. Use the Extra Details form from the Personal Details form to add, delete or alter the values in
the Frequent Flyer Details combo box. Select the appropriate frequent flyer details from the
pull-down list of all those entered for this person. The number in the Frequent Flyer Details
field is the Clubs Counter - the key to the Clubs reference file. The description will be
displayed to the right of the field. Double-clicking doesn’t work on this field, you have to enter
new details in the Extra Details form. Frequent flyer numbers are included in the Travel
Requirements reports in the Notes column, confirmation letters and itineraries.
20. Enter any notes or comments into the Primary Personal Travel Requirements field. This is a
memo field and can hold up to 64,000 characters. A memo field is indicated if there is a scroll
bar to the right of the field. You can’t press Enter to move to the next field as enter in a memo
field is used to create a new line. You can however Tab to the next field. These notes are
reported on all travel reports under the Notes column. Also reported under the Notes column
are the following fields that may be entered in this form and the Extra Details form: Smoker,
Seat Number, Frequent Flyer Details, Special Diet, Credit Card Details (only if the check box
Give Credit Card Details to Airline is marked) and PNR/Locator Number. This means for fields
like Special Diet, you only have to enter them once against the person and they can be
reported on all travel and accommodation reports.
21. Enter any instructions to this person regarding this travel booking. The information you enter
here will be printed on confirmation letters and itineraries.
22. If these travel bookings cross the international date line, the order in which they’re displayed
on the itineraries can be misleading. In the Sort Order Override field, sort all bookings into their
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proper chronological sequence using this field. Enter 1 for the first leg of the flight, 2 for the
second, etc. Note: be sure to include the hotel bookings in your numbering.
23. If this person has been allocated a special seat number, enter it into the Seat Number field.
This field is reported under the Notes column in the Travel Requirements reports.
24. Enter the PNR (Passenger Name Record)/Locator Number if known – a method used by the
airlines for groups. This can only be entered once the ticket has been issued. The PNR is
printed in the Notes column of the Travel Requirements reports, or you can print a report by
PNR.
25. If the ticket number is known, enter it the Ticket Number field. The ticket number is printed in
the Notes column of the Travel Requirements reports.
26. If a visa is required for this travel leg, mark the check box Visa Required As soon as you know
that this person has received the visa, mark the Visa Received check box. This information is
reported on the Visa Status report.
27. If a passport is required for the travel leg, mark the Passport Required check box. When you
have their passport details, enter them in the Extra Details form. The Passport Expiry Dates
report will give you a list of all passports that are due to expire around the time of the flight.
28. Mark the Travelling with the Nominated Accompanying Person field if this person is travelling
with his or her nominated accompanying person. You can enter the accompanying person
details in the Extra Details form from the Personal Details form.
29. Use the Extra Details form from the Personal Details form to add, delete or alter the values in
the Accompanying Person’s Frequent Flyer Details combo box. Select the appropriate
frequent flyer details from the pull-down list of all those entered for this person. The number in
the Frequent Flyer Details field is the Clubs Counter - the key to the Clubs reference file. The
description will be displayed to the right of the field. Double-clicking doesn’t work on this field,
you have to enter new details in the Extra Details form. Accompanying person frequent flyer
numbers are included in the Travel Requirements reports in the Accompanying Person &
Notes column, confirmation letters and itineraries.
30. Enter any notes or comments into the Accompanying Person Travel Requirements field.
These notes are reported on all travel reports under the Accompanying Person & Notes
column. Also reported under this column are the following fields that can be entered in this
form and the Extra Details form: Accompanying Person Name, Special Diet, Smoker, A/P
Frequent Flyer Details and Others Travelling With details.
31. Enter details of any people travelling with the primary and the accompanying person, for
example, children, with their ages and requirements. This information is included in the
Accompanying Person & Notes column on travel reports.
32. As soon as the carrier has been notified via the New or Total Travel Requirements report, the
date the report was run is displayed in the Carrier Last Notified field.
Note: If you change the underlying record in the Flight and Transfers form, those changes will not
be carried through to all people with that travel leg. Click on the Bulk Update button on the Flight
and Transfer form in the Setup menu to achieve that.
Once you’ve entered a booking and click on the OK button, depending on the level of checking you
set in Event Options (either Don’t Check, Warn or Prevent Overbooking), Summit will check for
available seats in the displayed flight. See the System Checking tab in Event Options on the Setup
Menu for further information.
Altering a Travel Booking
If you alter an existing travel booking, on clicking the OK button, Summit will ask ‘Do you want
these details to be reported on the next Altered Travel Requirements Report’. If you click Yes,
Summit will mark the Changed Since Last Notified check box. You can mark this check box
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yourself if you have altered something that will require the carrier being notified. In this case,
Summit will not prompt you.
To ensure that the carrier notices the details of the change, it is advisable to also put the details of
the change into the Primary Person Travel Requirements field. For example, if the travel date had
altered, as well as actually changing the travel date on the form, also enter something like ‘Travel
date altered from 14/10/10 to 15/10/10’.
Cancelling or Deleting a Travel Booking
To cancel or delete a travel booking, click on the Delete button on the toolbar. The system will
delete the record and ask you ‘Do you want to produce a travel cancellation report for this deleted
travel record?’. If you say Yes, the system will produce a Travel Cancellation Report. If the relevant
carrier has already been notified of this booking, this report should be forwarded immediately to
them to ensure that you’re not billed for the ticket. The text for the cancellation letter can be altered
within the User Defined tab of Event Options in the Setup menu.
Toolbar Buttons
If you click on this button, Summit will check the number of available seats of
those block booked and display the status. Depending on the level of checking
you’ve set in the System Checking tab in Events Options, if by saving if there will
be an overbooking, Summit will either a) ignore it, b) warn you but let you
proceed or c) disallow the booking.
Clears the form ready for the entry of a new travel booking.
Deletes the displayed record.
Prints a report of all this person’s travel bookings.
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Registration Details
This option is for maintaining information on registration details, add-ons and sessions for the
person currently selected on the Personal Details form.
Summit doesn’t require people to be delegates to be registered for add-ons or sessions. These
areas may all be used independently. A person could be entered for just a conference dinner, just
a session, just a registration type or any combination of the three.
Registering a Person
To register a person, take the following steps.
1.
If they haven’t been entered yet, enter the person’s details on the Personal Details form. It’s
assumed at this point that you’ve entered all your registration types and the associated fees
and have locked the event fees in place. If you haven’t, refer to the sections on Registration
Types and Lock Event Fees in Chapter 4, Setup.
2.
From the Personal Details form, open the Registration Details form by clicking on the Register
button. If the person hasn’t had a Registration Type entered yet, a zero will be displayed.
3.
Click on the down arrow (or press Alt+↓) to display the list of possible registration types. The
cost to the delegate (the cost of registration plus any tax) will be displayed. It will look
something like this:
4.
Select the appropriate registration type by clicking on it or press the down arrow key on your
keyboard (↓) then press Tab or Enter to select it. In this example, we’ll select Early Member.
Down arrow for listing Registration Types
After selecting the registration type, the Registration Type field will look like this:
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The number in the Registration Type field is the Registration Counter - the key to the
Registration Types reference file. The Registration Type you enter is limited to the values in
the pull-down list of the combo box. When you select a Registration Type, the system will
calculate and display the registration amount. Once you’ve entered a Registration Type, you
can’t remove it (if you get stuck in an error message loop, press the ESC key). Press the
Cancel Registration button on the toolbar to remove a Registration Type (see below for more
information).
To change a person’s registration, just select a different registration type.
5.
Enter any discounts you’re giving this person in the LESS Discount field, together with a
reason in the Discount Reason field. Any tax on this amount will be calculated by the inclusive
percentage you entered in Event Options Tax tab in the Setup menu.
6.
Enter any extra charges for this person in the PLUS <Additional Charges> field, together with
a reason in the <Additional Charges> Reason field. The text used on both the Registration
Details form and the Income Reconciliation Report to describe additional charges, for example
“Cancellation Fee”, can be changed on the User Defined tab in Event Options. Any tax on this
amount will be calculated by the inclusive percentage you entered in Event Options Tax tab.
Cancelling a Registration
To cancel a person’s registration, click on the Cancel Registration button on the toolbar. The
system will automatically recalculate the Registration and the Total Amount Due amounts when
you enter or alter the registration type. If a person has already paid and requires a refund, refer to
the Refund section under the Money Menu section further on.
Selecting an Add-On
To register a person for add-ons, take the following steps.
1.
If you haven’t entered any add-ons for the person previously, the Add-Ons section of the form
will have a quantity of 1 and a blank Add-On field.
2.
Click on the down arrow to display the list of possible add-ons. This will look something like
this:
Down arrow for
listing add-ons
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3.
Select the appropriate add-on by selecting it. In this example, we’ll select add-on number 1,
Conference Dinner. The number in the Add-On field is the Add-On Counter - the key to the
Add-Ons reference file. Add-ons are sub-records. After selecting the add-on, the Add-On
section will look like this:
A pencil means
the record has not
been saved yet
4.
As you select each add-on, the quantity will default to 1. If more than one is required, enter the
number required in the Qty field. For example, if two people are going on the Post Conference
Tour, this would be entered as shown below:
Record
selector
bar
5.
Each add-on may be selected only once. As each add-on is selected and saved (the pencil
turns into a triangle on the record selector bar), Summit will recalculate the Amount Due for
add-ons (Qty x Add-On Cost), Total Add-Ons and the Total Amount Due. To save an add-on,
click on any other field within the form.
6.
In the Add-Ons form on the Setup Menu, if you enter a Maximum Number, the system will
warn you if you’re about to exceed your maximum. At this point you can continue or not as the
system will not stop you as Summit deems you know what you’re doing.
Repeat the above steps until all the add-ons have been entered for the person, then click on the
OK button.
Deleting an Add-On
To delete an add-on, click on the record selector bar on the left hand side of the add-on you wish
to delete, then press the Delete key on your keyboard. The system will automatically recalculate
the Total Add-Ons and the Total Amount Due amounts as you add or delete each add-on.
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Entering Session Preferences and Attendance
People can be registered for each individual session and can have the status of either Preferred or
Confirmed. The system will check to see if there are potential double bookings with other sessions
and warns the user, giving them the option of booking the person into that session or not.
To register a person for a session, take the following steps.
1.
If you have not entered any sessions for the person previously, the Session Preferences and
Attendance section of the form will be blank.
2.
Click on the down arrow to display the list of possible sessions.
3.
Select the appropriate session by clicking on it. In this example, we will select Concurrent
Sessions 1, 4, 6 and 7. The number in the Session field is the Session Counter - the key to the
Sessions reference file. Sessions are sub-records. After selecting the session, the Session
section will look like this:
4.
As you select each session, you must enter a status for this person, that is, has only a
preference been given to attend this session or is it confirmed. Press the space bar or click in
the field to mark or unmark a check box.
5.
Each session may be selected only once.
6.
In the Sessions form, if you enter a Maximum Number That May Attend, the system will warn
you if you’re about to exceed your maximum. At this point you can continue or not as the
system won’t stop you.
Repeat the above steps until all the sessions have been entered for the person, then click on the
OK button.
Special Fields
Full Database Form Letter Sent, Delegate Kit Sent or Last Form Letter Sent
While you may enter or modify the dates in the Full Database Form Letter Sent, Delegate Kit Sent
or Last Form Letter Sent fields, Summit will automatically update these dates when producing
Form Letters.
Confirmation Letter Sent, Itinerary Sent or Participation Record Sent
The system puts in the current date in these fields if you print them from the Correspondence form.
You may clear these dates manually in order for another letter to be printed.
Date Registered or Date Cancelled
The system puts in the current date in these fields as soon as you register this person or cancel
this person’s registration. These fields are used as date filters on Delegate Lists, for example, ‘give
me a list of all delegates who have registered since 1st April’.
Date Declined
Use Date Declined to record the date that a person had declined an invitation to attend the event,
as opposed to a person who has been invited but has not yet replied. Once you’ve entered a date
in the Date Declined field, you won’t be able to register the person or allocate them add-ons or
sessions. To do any of these things, first clear the Date Declined field. You won’t be able to enter a
date in the Date Declined field if the person is registered or has any add-ons. Date declined is a
field on the Reporter, so you can report on these people.
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Toolbar Buttons
Click to open the Payment Entry form to enter a payment for this person.
Click to open the Allocate Payment form to allocate one or more existing payments
against this person.
Click if you want to edit this person’s Tabling and Seating details. The Tabling and
Seating form will be displayed. For more details, go to the Tabling and Seating
section further on.
Click if you want to edit this person’s details on the tickets prior to production. The
Edit Tickets form will be displayed. For more details, go to the Edit Tickets section
further on.
Click to register this person as not attending an inclusive function. The Inclusive
Catering Event Non Attendance form will be displayed. Select the Catering Event
from a pull-down list of only those events marked as Inclusive Function for Full
Registrations on the Catering Events form. When calculating exact numbers for
each event, Summit will subtract all those people designated as not attending.
Click to cancel the registration. This will clear the Registration Type and set the
registration amount to zero. If the person has paid and by cancelling the registration
is now deemed to have overpaid they may require a refund. For more information on
the refunding options, refer to the section entitled Refund under Money Menu further
on.
Money Menu
Choose this menu from the Personal Details form to perform the following tasks for the displayed
person:
• Enter a payment
• Allocate some or all of a payment that has already been entered
• Display, re/print or delete receipts and refunds
• Display, re/print or delete tax invoices
• Produce an audit trail report of payments and receipts
• Print an invoice
• Create a refund
• Enter an alternate billing address
• Create a new Financial Group or join a person to an existing group.
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Enter a Payment
The Payment Entry option enables payments to be entered into the system. This form doesn’t
connect the payment with a person or activity - this connection is made on the Allocate Payment
form.
To enter a payment, take the following steps.
Open the Payment Entry form from the Personal Details form by clicking on the Money Menu
button then the Enter a Payment button.
1.
Enter the amount of the payment into the Payment Amount field. It’s not necessary to enter the
$, £, €, ¥ etc as the system will insert your currency (based on your Windows setting) for you.
You can enter a negative amount to indicate a refund or a reversal. If you’ve entered a
negative amount, you will be required to enter an explanation in the Comments field, for
example, to whom does this payment belong and why it is being entered. This can be helpful
later when reading the associated reports.
2.
If the date you want recorded as the date the payment was received is not the current date,
change the Date Received field.
3.
The Payment Type will default to Cheque. If the payment is not a cheque, select the required
payment type from the pull-down list. The payment type you enter is limited to the values in the
pull-down list of the combo box. Payment Types are defined on the Payment Types form on
the Setup Menu. If you need to add another Payment Type, the Payment Types form can be
opened by double-clicking in the Payment Types field.
4.
Enter the details in the Drawer or Cardholder field. Whatever you type in one field will be
displayed in the other - they are the same field. Double-click in the field for the system to insert
the Organisation from the Personal Details screen. If the person is the Drawer or Cardholder
rather than the organisation, you will have to enter those details yourself.
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5.
If your payment is a cheque, enter as much of the Bank, Branch and Cheque Number details
as you require for your records and your bank requires for the bank deposit slips. For example,
some banks will accept the BSB (or branch) number on deposit slips rather than requiring the
full branch name.
For a credit card payment, enter the Card Number, Authorisation Number and Expiry Date
details. Then select the type of credit card transaction it was. The choices are Telephone
Order, Mail Order or Sales Voucher - and the default is Mail Order. Sales vouchers have a
different credit card summary layout than telephone and mail orders. These reports are
produced when you do a Banking Run. If the credit card details are stored in the Extra Details
screen, double click on any of the credit card fields will bring in those details.
6.
Enter any Comments or notes in the space provided. To exit the Comments field, you will need
to click into another field with the mouse or press the Tab key as Enter enables you to enter a
blank line in Comments. If the Payment Type is American Express, anything you enter here
will be printed in the Description of Order column on the American Express Summary Report.
7.
If you want to allocate the payment immediately, click on the Allocate Payment button. This will
open the Allocate Payment form. If you want to record the payment without allocating it
immediately, click on the OK button. The payment will be on the list of payments available to
be allocated when you click on the Allocate Payments button. It is deemed to be an
Unallocated Payment.
Whichever option you choose, you will be asked to confirm the amount to ensure that it is
correct.
8.
Once the amount is confirmed, depending on the button you clicked, either the Allocate
Payments form will be displayed or you will be returned to the Personal Details form.
Deleting or Changing a Payment
Payments may be edited through the Payments In Reporter. A payment entered in error may be
deleted from within the Unallocated Payment Display form if it hasn’t been allocated or partially
allocated. For further information on deleting payments, see Unallocated Payments on the next
page.
Toolbar Buttons
Click to open the Allocate Payment form.
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Unallocated Payments
This form is displayed if the Allocate Payments form is entered directly, i.e., not through the Enter
Payments form. Choose a payment to allocate that has already been entered into the system.
To find an unallocated payment, take the following steps.
1.
Use the navigation buttons at the bottom of the form to cycle through the payments that are
still fully or partly unallocated. In this example, we’re on payment 1 of 1 unallocated payments.
2.
Once you’ve found the payment you want to allocate, click on the Allocate Payment button.
This will open the Allocate Payment form.
3.
If you wish to delete a payment entered in error, cycle through the payments as above until
you find the required payment. If the Delete button is enabled, clicking on it will delete the
displayed payment. You will be asked to confirm the deletion, so if you accidentally clicked it,
you can cancel the delete process. If the Delete button is blank, you can’t delete the payment.
It’s been fully or partially allocated (check the Remaining Unallocated field). You can reverse
the allocation, then delete the payment. Refer to the ‘Reverse an Allocation Error’ topic in
Chapter 3, How To.
Toolbar Buttons
Click to open the Allocate Payment form.
Click to delete the displayed payment.
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Allocate Payment
The Allocate Payment form enables payments that have already been entered into the system to
be allocated against people and their activities.
Summit separates the process of money coming in and being receipted into two separate and
discrete steps.
The first step is to enter a payment into the system. This payment could be a cheque, credit card
transaction or cash. The second step is to allocate all or part of that payment to a person. By
separating the recording of a payment from the allocation of that payment, Summit is able to make
one payment pay for many people or many payments pay for one person. For example, an
organisation sends you a cheque to cover the registration of five of their employees but the cheque
doesn’t cover the event dinner. So each employee who wants to attend the dinner pays for it by
personal cheque; one payment for many people and many payments for one person.
The steps taken in entering and allocating a payment vary depending on from where you start the
process. There are three ways you may allocate a payment.
1.
You can enter the payment and allocate the money all from within the Personal Details form.
This is the recommended method for entering and allocating a payment where the person is
known. This method is described here in more detail.
2.
You can enter the payment separately through the Payments In form on the menu and then
allocate it through the Personal Details form. This method is useful if you want to enter all the
payments in a batch. For example, open the mail, enter all the cheque details, do a Banking
Run to get the bank deposit slip then race down to the bank. Then, at your leisure, allocate all
the payments through the Personal Details form. This could be dangerous if there is no
obvious link from the payment to a person, i.e., the drawer on the cheque and the participant
are not the same.
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3.
You can enter all the payments through the Payments In form on the menu then allocate all
the payments through the Allocate Payments option on the menu.
Choose the method that best suits you.
To allocate a payment, take the following steps.
1. Before you allocate a payment or payments to a person, you should enter the participation
details on the Registration Details form, Trade Details form and/or the Hotel and Travel Booking
forms. This will ensure that there are amounts owing to be allocated against, i.e., it sets up a
liability. If you allocate payments before you enter a person’s participation details, every
payment allocation will appear to be an overpayment.
2. As you started from the Personal Details form, Summit assumes that you want to allocate the
payment to the same person and opens the Allocate Payment form for that particular person so the search filters at the top of the screen have been disabled.
3. If you’ve marked the Auto Allocate Payments check box on the General Settings tab in Event
Options, Summit will distribute the payment amongst the categories automatically, based on the
amount owing in each category. The categories are Registration Charges (includes the
registration fee and any add-ons), Accommodation, Travel, Exhibitor, Sponsor and Advertiser.
You can change the allocation made by the system before the allocation is confirmed.
4. If you haven’t marked the Auto Allocate Payments, enter the amount of this payment for
Registration Charges, Exhibitor, Sponsor, Advertiser, Travel and Accommodation, as
appropriate, in the This Payment column. The payment amount doesn’t need to match the Still
Owing amount. If the payment amount exceeds the amount owing, a red Overpaid will be
displayed. While Summit will accept an overpayment, it is a pointer towards a possible error in
the person’s registration, trade, accommodation or travel record, and this should be checked.
Summit won’t let you allocate more than is available to allocate from a payment, but you don’t
need to allocate all the payment at once. Any amount you leave unallocated will be available for
allocation to another person by clicking the Allocate Payment button on the Personal Details
form or the Allocate Payments button on the menu.
Note: You can change the field ‘Registration Charges’ in the User Defined tab in Event Options
to reflect the accurate nature of the charge. Examples are Event Charges, Training Fees,
Conference Charges, Delegate Amount, etc.
5. Click on the OK button to confirm the allocation. A receipt line will be created for each separate
allocation when you do an Individual Receipt Run or an Organisation Receipt Run (see
Correspondence). All new allocations are summarised on the Receipts report that is printed
after you confirmed the Receipts Run.
6. If you want to cancel the allocation, click on the Cancel button. The following form is displayed.
By cancelling the allocation, you haven’t cancelled the payment entry and the payment is still
in the system. If you want to allocate the payment at a later stage, click on the Allocate
Payment button, don’t re-enter the payment.
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Print Invoice
The system will print an invoice for any outstanding activity. If an amount is still owing in relation to
any event activity, the invoice will be printed in print preview. If you want a salutation on the
invoice, mark the Print Salutation on Invoices and Receipts check box in Global Options in the
Setup Menu. You can customise your invoice with user defined text after the salutation and at the
bottom by clicking on the Edit button. See Correspondence further on.
Receipts
This option is for displaying receipts that have been previously issued to enable you to print, reprint
or delete a receipt.
If more than one receipt has been issued for this person, you can select the receipt you require by
clicking on the navigation buttons at the bottom of the form.
Once you’ve located the receipt you wish to print, you can choose whether or not you wish to have
the word ‘Copy’ printed on the receipt.
If you delete a receipt, you are in effect reversing the original allocation or unallocating the
payment. For more details, refer to the ‘Reverse an Allocation Error’ topic in Chapter 3, How To.
Toolbar Buttons
Click to delete the displayed receipt.
Click to print the displayed receipt.
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Tax Invoices and Adjustment Notes
This screen is for displaying existing tax invoices and adjustment notes. From this screen you can
print or delete them, or you can alter the adjustment note text.
The system will alter the display depending if it’s a tax invoice or adjustment note. If it’s an
adjustment note there will be an area to alter the default adjustment note text under the line item
display. In the case above, you could scroll through the rest of items as only the first five are
displayed. It is strongly recommended that you do not delete tax invoices as:
1. If the tax invoice has been printed the information in your event file may no longer reflect the tax
invoices you have issued.
2. If you have produced reports for taxation purposes showing GST receipts and payments the
information in your event file may no longer reflect the figures on that report.
You can move between tax invoice records by using the navigation buttons at the bottom of the
screen until you locate the tax invoice you wish to print. Once you have located the tax invoice you
want, you can reprint it by clicking on the Preview button. If it is an adjustment note you can modify
the reason for the adjustment note.
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Mark the Mark Tax Invoice As Copy check box if you wish the system to stamp the word Copy on
the tax invoice. Clear this check box if you do not want the word copy stamped on the tax invoice.
Note that you can only mark previously printed tax invoices as copies.
Toolbar Buttons
Click to delete the displayed tax invoice or adjustment note.
Click to print the displayed tax invoice or adjustment note.
Group Invoice
The system will print an invoice for any outstanding activity with a Group. If an amount is still owing
in relation to any event activity, the invoice will be printed in print preview. If you want a salutation
on the invoice, mark the Print Salutation on Invoices and Receipts check box in Global Options in
the Setup Menu.
Group Receipt
This option is for creating a receipt comprising payments received for the Group but not yet had a
receipt printed.
Group Tax Invoices and Adjustment Notes
This screen is for creating a Tax Invoice amalgamating all Tax Invoices and Adjustment Notes from
members of the Group.
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Audit Trail
This report shows all payments and receipts connected in any way with the person who is currently
selected on the Personal Details form.
The report is sorted in payment order. Any payment that had one or more receipts allocated from it
for the current person is included on the report. Under each payment, all the receipts allocated
from that payment are shown. The receipts for the currently selected person are shown first,
followed by any receipts allocated to other people. Receipts that are not for the currently selected
person are marked with an asterisk (*).
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Create Refund
It may be necessary to refund payments when people have paid, then cancelled from the event or
reduced the number of event activities.
In some cases, a full refund is not given as a cancellation fee is charged.
To refund a payment, take the following steps.
1. Locate the person’s record on the Personal Details form.
2. If the person is reducing or eliminating delegate activities, click on the Register button to open
the Registration Details form. Reduce the add-ons and/or cancel the registration by clicking on
the Cancel Registration button on the toolbar until the registration details match the revised
involvement. If you’re going to impose a cancellation fee, enter it in the Additional Charges field,
with details of the cancellation charges in the Reason for Additional Charges field.
You can change the name of the Additional Charges field to something more appropriate like
‘Cancellation Fee’ or ‘Administration Charges’ in the User Defined tab in Event Options.
Whatever you change it to will be printed on the Income Reconciliation report and all
confirmation letters.
3. If the person is reducing or eliminating exhibitor, sponsor or advertiser activities, click on the
Trade button to open the Trade Details form. Reduce or eliminate the trade activities until the
trade details match the revised involvement.
4. If the person is cancelling a Hotel and/or a Travel booking, go to the appropriate form and
delete the booking by clicking on the Delete button. If the person has paid for the travel and/or
accommodation, the Overpayment Options form will be displayed. For further information on this
form, refer to the ‘Refund a Payment’ topic in Chapter 3, How To.
5. Note the amount showing as Total Outstanding in the At a Glance section of the Personal
Details form. This should be red and in brackets (to indicate a negative amount) and should
equal the amount of money you’re planning to refund to this person. If the amount doesn’t
match exactly, reduce the activities until it does.
6. When the Total Outstanding amount is correct, click on the Money Menu button. Click on the
Create Refund button. A refund will be created for the amount in Total Outstanding. The refund
notice will be printed when you do your next Receipts Run from the Correspondence form. A
refund is deemed by Summit to be a negative receipt. If you want to print the refund notice
immediately, remain in the Money Menu and click on the Receipts button. The refund notice will
be the last record displayed. Once you’ve located it, click on the Preview button to print it.
Note: To customise the refund notice, you can enter your own text for the top and bottom of the
notice. This facility is found on the Correspondence form by selecting Receipts then clicking on the
Edit button. If you don’t require customised text, leave these fields blank.
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Billing Address
If you want all financial documentation to go to a different name and address than that of the
attendee, enter the full name and address details here, including ABC, ABN or other tax related
information.
Billing address is a memo field, capable of storing up to 64,000 characters. To enter a new line,
press the Enter key. To exit, press the Tab key.
If you use a billing address, it will be used on:
•
Invoice/Statements
•
Receipts
•
Tax/GST/VAT Invoices
•
and the associated address labels.
If the billing address is left blank, all financial documentation will be addressed to the attendee.
Billing address will not affect confirmation letters or other correspondence. Other correspondence
will continue to have the attendee’s name and address details on it.
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Financial Groups
This screen allows you to either set this person up as a financial group leader or join an existing
financial group.
With Financial Groups, all financial correspondence such as receipts, invoices and tax invoices will
be addressed to the Group Leader and the financial details of all members of the group will be
included on the one document.
You can either check the Nominate as Group Leader check box or select an existing group from
the Join a Group led by pull-down list.
As an example, you could set up a Financial Group for each organisation. This would mean that
there would only be one invoice, receipt or tax invoice per organisation.
If you nominate a person as a Group Leader, the Join a Group field is disabled and their details are
inserted.
You can determine the format of the name of the Financial Group in Event Options, Name and
Address Formats tab. The format selected on the above example is PIN, Organisation and State.
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If you want a person to join an existing group, the combo box Join a Group lead by will only contain
records of existing Group Leaders. By selecting the appropriate Group, the Group Leader details
as well as the name of the Financial Group are displayed.
If you want to work on all the people in a particular financial group you can do this by using the
Apply Filter feature on the Personal Details form. To apply a filter, press Ctrl+F1 when you have
the Personal Details form open.
To get a list of all Financial Groups, select the Financial Groups report from the Financial Reports
menu.
Toolbar Buttons
Click to display a report with the names of all people who are in the displayed Financial
Group.
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Trade Details
This option is for maintaining information on the participation in the event by exhibitors, sponsors
and advertisers.
To enter a person as an exhibitor, sponsor and/or advertiser for your event, take the following
steps.
1. Locate the person or enter the person’s details on the Personal Details form.
2. Open the Trade Details form by clicking on the Trade button on the toolbar.
3. If you’ve received the company’s profile, you can enter it into Company Overview. This is a
memo field that can take up to 64,000 characters.
4. If you have received the logo from the company, mark the Logo Received check box. If this
check box is not marked, and you’ve marked the Exhibitors must send in Logos field on the
Exhibitor Rules form on the Setup Menu, this will be marked as a non-compliance on the
Exhibitor Follow-Up report. This report is found in the Trade Reports menu.
5. If you have received the logo in the form of, say, a .TIF (tagged image format) or a .BMP
(bitmap) file, you can copy it into the Logo field by opening an image editing program, bringing
in the logo and copying it, opening this form and clicking on the Logo field and pasting it in by
using Ctrl+V.
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Entering Exhibitors
To enter a person as an exhibitor for your event, take the following steps.
1. If the person has been confirmed as an exhibitor, mark the Confirmed as Exhibitor check box.
This has the effect of moving them from Potential to Confirmed for reports and statistics.
2. Select a booth from the pull-down list in Booth field. Only those booths not yet allocated will be
available in the list. The number in the Booth field is the Booth Counter - the key to the Booths
reference file. If you need to add a new booth, double-click in the Booth the field. Once a booth
is selected, the system will add the cost of the booth to the Amount Due field. The Amount Paid
and Amount Outstanding amounts can’t be entered or amended here as they are calculated
automatically by Summit as payments are allocated. More than one booth may be entered
against exhibitor. Enter another booth under the first one at the asterisk on the record selector
bar.
3. Enter the Fascia Name. If the name you enter has more characters than was defined in the
Maximum Characters in Booth Fascia Name in the General Settings tab in Event Options, the
system will let you know how many characters too many you’ve entered and will not let you
proceed.
4. Enter any Power & Lighting, Furniture, Plants and/or Accessories requirements that this
exhibitor may have. All Booth Requirements reports are found in the Trade Reports menu. All
these fields are memo fields that can hold up to 64,000 characters. Use the Tab to get out of
these fields, as the Enter key is used to insert a new line.
5. Select a Booth Type of either Shell Scheme or Space Only.
6. Enter the name of the person deemed to be in charge of this booth in the Stand Manager field.
If a name is entered here, it is used on the exhibitor reports as the contact.
7. If you wish to track whether or not you’ve sent the person an exhibitor kit, you can enter the
date you sent them one in the Exhibitor Kit Sent field. If you’re sending the person a systemgenerated form letter with the trade kit, you can have the system update this field automatically
when the form letter is produced. See Form Letters.
8. If you wish to track whether or not you’ve sent the person a letter confirming that they are an
exhibitor at your event, you can enter the date you sent them a confirmation letter in the
Confirmation Letter Sent field. If you’re sending the person a system generated confirmation
letter, you can have the system update this field automatically when the Confirmation Letter is
produced. See Correspondence.
9. If you wish to track whether or not you’ve sent the person a form letter, you can enter the date
you sent them a form letter in the Last Form Letter Sent field. If you’re sending the person a
system-generated form letter, you can have the system update this field automatically
whenever a Form Letter is produced. See Form Letters.
The cost for the booth (or booths) you’ve selected will be displayed in the Amount Due field. It
depends whether, when setting up the booths, any GST was inclusive or additional as to which
field any GST will be displayed. Any non-inclusive GST charged will be detailed in the Income
Reconciliation Report against the field called ‘Plus Additional <GST>’.
If all details are correct, click OK button.
A report of any rules that have not been adhered to will be reported on the Exhibitor Follow Up
report. To set the rules for your exhibitors, see Trade Rules in the Setup Menu.
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Entering Sponsors
To enter a person as a sponsor for your event, take the following steps.
1.
If the person has been confirmed as a sponsor, mark the Confirmed as Sponsor check box
and enter the total amount of this sponsorship in the Amount Due field. It depends on whether
you’ve enter a figure, on the Tax Tab on Event Options, in the Calculate Additional Sponsor
<GST> at a Percentage Rate or marked the …Or Enter <GST> Against Each Sponsor. In the
above example, the former was entered enabling you to enter any tax directly. Below, the
latter was marked. Any non-inclusive GST charged will be detailed in the Income
Reconciliation Report against the field called ‘Plus Additional <GST>’.
The Amount Paid and Amount Outstanding amounts can’t be entered or amended here as
they are calculated automatically by Summit as payments are allocated.
2.
Enter the full details of the sponsorship this person is providing in the Sponsorship Details
field. These details will appear on any report you choose that displays sponsorship details.
3.
Enter all the items that have been promised in the Items Promised field with this person’s
sponsorship deal. Enter each new item in the line with the asterisk in the record selector bar.
When you receive each item, you can mark the Received check box.
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4.
If you wish to track whether or not you’ve sent the person a sponsorship kit, you can enter the
date you sent them a kit in the Sponsor Kit Sent field. If you’re sending the person a systemgenerated form letter with the sponsorship kit, you can have the system update this field
automatically when the Form Letter is produced. See Form Letters.
5.
If you wish to track whether or not you’ve sent the person a letter confirming that they are
sponsor at your event, you can enter the date you sent them a confirmation letter in the
Confirmation Letter Sent field. If you’re sending the person a system generated confirmation
letter, you can have the system update this field automatically when the Sponsor Confirmation
Letter is produced. See Correspondence.
6.
If you wish to track whether or not you’ve sent the person a form letter, you can enter the date
you sent them a form letter in the Last Form Letter Sent field. If you’re sending the person a
system-generated form letter, you can have the system update this field automatically
whenever a Form Letter is produced. See Form Letters.
7.
Click OK button to save the changes.
A report of any rules that have not been adhered to will be reported on the Sponsor Follow Up
report. To set the rules for your sponsors, see Trade Rules in the Setup Menu.
You may enter a payment or allocate an existing payment directly from this form.
Entering Advertisers
To enter a person as an advertiser in your event, take the following steps:
1. If the person has been confirmed as an advertiser, mark the Confirmed as Advertiser check
box and enter the total advertising charge in the advertiser’s Amount Due field. It depends on
whether you’ve enter a figure, on the Tax Tab on Event Options, in the Calculate Additional
Advertiser <GST> at a Percentage Rate or marked the …Or Enter <GST> Against Each
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Advertiser. In the above example, the latter was marked, enabling you to enter any tax directly.
Any non-inclusive GST charged will be detailed in the Income Reconciliation Report against the
field called ‘Plus Additional <GST>’.
2. The Amount Paid and Amount Outstanding amounts can’t be entered or amended here as they
are calculated automatically by Summit as payments are allocated.
3. Enter the full details of the advertising in the Advertising Details field. These details will appear
on any report you choose that displays advertising details.
4. Enter all the items that are required with this person’s advertiser deal in the Items to be Sent
field. Enter each new item in the line with the asterisk in the record selector bar. When you
receive each item, you can mark the Received check box.
5. If you wish to track whether or not you’ve sent the person an advertiser kit, you can enter the
date you sent them a kit in the Advertiser Kit Sent field. If you’re sending the person a systemgenerated form letter with the trade kit, you can have the system update this field automatically
when the Form Letter is produced. See Form Letters.
6. If you wish to track whether or not you’ve sent the person a letter confirming that they are an
advertiser at your event, you can enter the date you sent them a confirmation letter in the
Confirmation Letter Sent field. If you’re sending the person a system generated confirmation
letter, you can have the system update this field automatically when the Advertiser
Confirmation Letter is produced. See Correspondence.
7. If you wish to track whether or not you’ve sent the person a form letter, you can enter the date
you sent them a form letter in the Last Form Letter Sent field. If you’re sending the person a
system-generated form letter, you can have the system update this field automatically
whenever a Form Letter is produced. See Form Letters.
8. Click OK button to save the changes.
You may enter a payment or allocate an existing payment directly from this form.
A report of any rules that have not been adhered to will be reported on the Advertiser Follow Up
report. To set the rules for your advertisers, see Trade Rules in the Setup Menu.
Toolbar Buttons
Click to open the Payment Entry form to enter a payment for this person.
Click to open the Allocate Payment form to allocate one or more existing payments
against this person.
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Presenter Details
This option is for maintaining information on people giving presentations, the presentations
themselves and equipment required for the presentations.
Details of presentations are reported in the Draft Programme. Details of the equipment required for
presentations are reported the Equipment Requirements by Session Location, Equipment
Requirements by Presentation and Equipment Requirements by Session reports.
This information is also included on the Running Sheet.
To enter a person as a presenter, take the following steps.
1.
Locate the person on the Personal Details form.
2.
Open the Presenter Details form by clicking on the Presenter button on the toolbar.
3.
If the person has been confirmed as a presenter, mark the Confirmed as Presenter check box.
Any presentations by this person will appear in the draft programme only if the person is
marked as a confirmed presenter. If you clear the Confirmed as Presenter check box, the
person will move from Confirmed presenter back to Potential presenter.
4.
If you’ve received the person’s photo, mark the Photo Received check box. If this check box is
not marked, and you’ve marked the Presenters must send in Photos field on the Presenter
Rules form on the Setup Menu, this will be marked as a non-compliance on the Presenter
Follow-Up report. This report is found in Presenter Reports.
5.
If you’ve received the person’s biography (used by the session chairperson when introducing
the presenter) mark the Biography Received check box and enter the biography text. This text
will appear on the Session Chair Report. This report can be printed from within the
Programmer form or from Event Reports. If this check box is not marked, and you’ve marked
the Presenters must send in Biographies field on the Presenter Rules form, this will be marked
as a non-compliance on the Presenter Follow-Up report.
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6.
The next step is to enter details of the person’s presentation(s) and equipment requirements
for each presentation. Enter a reference number for the presentation in the Abstract Number
field. This can be any combination of up to six letters and numbers. It is an optional field
provided to enable abstracts to be tracked and identified while being reviewed by the
Programme Committee. The abstract number can be useful if you wish to review presentations
prior to acceptance, without the reviewers knowing who is the author of the presentation (a
blind review). This number is printed on the Presentation Details Listing from within the
Reporter and the merge Abstract Review Forms in Templates.
7.
Enter the description, or title of the presentation in the Title field. The description you enter
here will be displayed in the Draft Programme. To fully view or modify a Title if it will not fit in
the space provided, click in the field and then press Shift+F2, i.e., hold down the shift key and
press F2. This applies to all fields.
8.
If you don’t enter anything in the author’s name field, the programme will display the current
person’s given name and family name. If you want a different name (or names) displayed in
the programme, enter exactly what you want displayed in the Author’s names for programme
field.
9.
Select a session from the pull-down list of sessions. The number in the Session field is the
Session Counter - the key to the Sessions reference file. The description of the session will be
displayed to the right of the field. To add or alter a session, the Sessions form may be opened
by double-clicking in the Session field.
10. Enter the person’s order in this session in the Order in Session field. On the Draft Programme,
presentations are sorted within each session in the order specified by Order In Session in
ascending order.
11. If you’re recording the start time of each paper, enter a time in the Paper’s Start Time field,
else leave it blank. This information is printed on the Presenter Confirmation Letter and the
Draft Programme.
12. The field Paper’s Duration is recorded on the Session Chair Report and also on the Presenter
Confirmation Letter. This is a text field with a maximum of 10 characters. The system does not
determine start times based on the duration of the last paper, or let you know that the total
length of all the papers is greater than the length of the session. It is up to you to determine
that the time and duration of each paper within the session is accurate.
13. Enter the type of paper or select it from the pull-down list of presentation types, for example,
paper, poster, workshop, demonstration, etc.. This information is used on the Presenter
Confirmation Letter. This is a self-growing list. Once entered, it is then available from the pulldown list.
14. In the Abstract Status field, click on the appropriate status of the abstract. Only abstracts with
the status of ‘Selected’ will appear on the Draft Programme. Each new presentation will have a
default status of Selected, so that unless stated otherwise, all presentations will appear in the
programme if the person is marked as a confirmed presenter.
You can update the status of abstracts in bulk on the Programmer form by clicking on the
Abstract Status button in the toolbar.
15. Mark the Paper Rec’d check box when you receive the person’s final paper. If this check box
is not marked, and you’ve marked the Presenters must submit final Papers field on the
Presenter Rules form, this will be marked as a non-compliance on the Presenter Follow-Up
report.
16. Enter the abstract text in the Abstract Text field if you want it to appear in the Draft
Programme.
17. Enter any further information or comments in the Notes field. This information is printed on the
Session Chair Report.
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18. You can record where you have stored the paper or abstract on file in the Location field. Use
the Browse button to the right of the field to open the File Location dialog box.
19. In the Equipment Required area of the form, enter the quantity and description of each piece
of equipment required for this presentation. Bear in mind that each session can have its own
standard pieces of equipment. The Equipment Required section of the form always refers to
the currently selected presentation as indicated by the record selector bar (the black triangle)
in the Presentation Details section of the form. Select the equipment from the pull-down list in
the Equipment field. The number in the Equipment field is the Equipment Counter - the key to
the Equipment reference file. If you need to add a new piece of equipment, double-click in the
Equipment field. If there is no equipment for this person, and you’ve marked the Presenters
must send in Technical Requirements field on the Presenter Rules form, this will be marked as
a non-compliance on the Presenter Follow-Up report.
20. If you wish to track whether or not you’ve sent the person a letter confirming that they will be
presenting at your event, you can enter the date you sent them a confirmation letter in the
Confirmation Letter Sent field. If you’re sending the person a system generated confirmation
letter, you can have the system update this field automatically when the Presenter
Confirmation Letter is produced. See Correspondence.
21. If you wish to track whether or not you’ve sent the person a presenter’s kit or form letter, you
can enter the date you sent them a form letter in the Last Form Letter Sent field or an author’s
kit in the Presenter Kit Sent field. If you’re sending the person a system-generated form letter,
you can have the system update either of these fields automatically whenever a Form Letter is
produced.
Note: Information contained in this form can be updated in bulk from within the Programmer form
on the Before Menu, however you must enter the details in this form first as you can’t enter a new
presentation within the Programmer.
Toolbar Buttons
Click on the button to display the Review Status form.
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Abstract Review Status
This form enables you to track where each abstract is in relation to its review.
To enter the status of each abstract within the review process, take the following steps.
1. Locate the person on the Personal Details form.
2. Open the Presenter form by clicking on the Presenter button on the toolbar.
3. Open the Abstract Review form by click on the Review Status button.
4. Enter the name of each reviewer. Click on the down arrow to the right of the Reviewer field for
a list of all reviewers entered so far.
5. Enter the date the abstract was sent to each reviewer and the date it was returned from the
reviewer.
To enter abstract review details in bulk, go to the Programmer form and click on the Review Status
button.
To see status of all the abstracts, print the Abstract Review Status report from Presenter Reports.
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Other Involvement Details
This option is for maintaining information on the participation in the event in an Other Involvement
(user specified) category. An Other Involvement category of participation is one that is not covered
by the delegate, presenter, exhibitor, sponsor, advertiser, VIP, organiser or session chair
categories.
Examples of possible Other Involvement categories could include timekeepers at sporting events,
ticket collectors at gala dinners or Open Space Technology Leaders.
To enter a person as an ‘other involvement’ category for your event, take the following steps.
1. Locate the person on the Personal Details form.
2. Open the Other Involvement Details form by clicking on the Other Involvement button on the
toolbar.
3. If the person has been confirmed as other involvement, mark the Confirmed as ‘Other
Involvement’ check box. This has the effect of moving them from Potential to Confirmed for
reports and statistics.
4. If you wish to track whether or not you’ve sent the person an Other Involvement kit, you can
enter the date you sent them a kit in the Other Involvement Kit Sent field. If you’re sending the
person a system- generated form letter with the other involvement kit, you can have the system
update this field automatically when the Form Letter is produced. See Form Letters.
5. If you wish to track whether or not you’ve sent the person an Other Involvement Form Letter,
you can enter the date you sent them a form letter in the Last Form Letter Sent field. If you’re
sending the person a system-generated form letter, you can have the system update this field
automatically whenever a Form Letter is produced. See Form Letters.
6. Enter the full details of the other involvement for this person in the Other Involvement Details
field. These details will appear on any report you choose that displays Other Involvement
details.
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Edit Tickets
This option enables you to modify the names that will appear on tickets when they’re produced and
to lock those changes into place.
You may need to modify the names on tickets when a person selects multiple instances of the
same add-on, for example, five tickets to a conference dinner.
When you save the Registration Details form, Summit will create as many tickets as are required.
Summit can only work out the names for the first two tickets (primary person and accompanying
person, if one is present on the Extra Details form), so it puts the primary person’s name on the
remaining tickets. You may want to enter the names of the other people who will need those
tickets.
To only show the tickets for whom Summit could not determine the names, click on the Only Show
Tickets With Unknown Name check box.
Once you have modified a name, clear the Unknown Name check box and mark the Lock In check
box. This will prevent Summit from overwriting the name you’ve just entered when the tickets are
produced.
If you’ve opened this form from Registration Details, only the tickets for the currently selected
person will be displayed and you can print the tickets directly from this form.
If you’ve opened this form from Name Badges and Tickets, all tickets will be displayed. To locate
the tickets for a particular person, enter the name in Find by Name and press Tab or Enter or use
the scroll bar on the right of the form. The tickets are sorted in primary person family name order.
Toolbar Buttons
Prints a report of all the tickets to which this person is entitled.
Click to view and print the tickets for the displayed person. The Ticket Preview Options
form is displayed (over page).
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Ticket Preview Options
Select if you want to see all tickets for this person, or only ones that haven’t been printed yet.
Select the ticket format you want to use from the Ticket Format pull-down list.
If you are not certain which ticket format you want, click on the Design button. This opens the
Name Badge and Ticket Design form to allow you to view each format and decide which one you
want to use.
When you have selected the format you want to use, click on the Preview button to produce the
Tickets.
Toolbar Buttons
Click to view and print the tickets for the displayed person. You will be asked if you want
to change any of the information on the tickets prior to printing them. If you say Yes, the
Edit Badge or Ticket detail form is displayed. Change any detail you require, then click on
the OK button to complete the printing process.
Click to open the Name Badge and Ticket Design form.
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Individual Correspondence
This option allows you to both edit and produce the standard correspondence for all categories of
participation at your event. Unlike the main Correspondence form, from this form you will produce
correspondence only for the person currently selected on the Personal Details form.
To use this form, mark the option button corresponding to the desired Correspondence Type and
click on the appropriate button in the footer. Each of the correspondence types is described in
detail in the Correspondence section further on.
If you select the Mail Merge Document option, the word processor nominated in Word Processor
Path and Program Name field in Global Options will be run. The displayed person’s name and
address details will be put in the interim merge file summitmm.txt.
Toolbar Buttons
Select Letterhead to design/modify the letterhead that’s displayed at the top of all
correspondence,. See the next topic for further information on designing your
letterhead.
Select Edit to modify the top and bottom text of the selected correspondence prior to
printing the letter.
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If you select E-Mail, the selected correspondence will be sent to them as an e-mail
attachment. Note that Summit only places the correspondence in your e-mail system’s out
tray. Depending on how your e-mail system is set up, you may need to start it to actually
send the e-mail. The E-Mail button will be disabled if there is no e-mail address.
If you select Fax, the selected correspondence will be sent to WinFax Pro for faxing. If you
have specified a Time To Send Faxes on the WinFax Pro tab of Event Options the fax will
not be sent until that time. If it is already past that time, the fax will be sent immediately.
The Fax button will be disabled if there is no fax number.
If you select Preview, Summit will display the selected correspondence for this person on
the screen. You can print that report by selecting File in the top left corner of the screen,
then Print. When you close the report, you will be asked to confirm that the letter printed
correctly. If you confirm that it printed correctly, the system will update
the<Correspondence Type> Date Sent field. This will prevent the person being sent
another letter from the Correspondence form on the Before Menu.
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Letterhead Designer
This form enables you to design the letterhead for the standard correspondence for this event.
There are three main steps to take when designing the letterhead for standard correspondence.
1.
Inserting and formatting a picture if required.
2.
Formatting and determining the content of each of the two text lines on the letterhead.
3.
Formatting the dividing lines at the bottom of the letterhead.
Inserting and formatting a picture
If you do not wish to have a picture on your letterhead click the Hide checkbox. For detailed
instructions on how to insert a picture, see the topic Name Badge and Ticket Design in Chapter 4.
Formatting and determining the content of the lines
The next step in letterhead design is to determine how many lines you want, where you want them,
what you want to appear on each line and the appearance of each line. To do this, take the
following steps.
1. Click on the button corresponding to the line you wish to work on. You can have up to two detail
lines.
2. The line you are currently working on will be highlighted with a thick border. If you are creating a
new line it will not be visible until you increase its width and height.
3. If you don’t wish to have this line on your letterhead click the Hide checkbox.
4. Use the scroll bars to set the size of the line and its position on the letterhead.
5. Select the characteristics you want for the text. Choose a font from the pull-down Font list or
enter the name of another font on your system, then enter a font size in the Size field. If you
wish the text to be bold, italics or underlined, click the appropriate buttons.
6. For this line, we will choose Times New Roman, Font Size 18 and bold as shown below.
7. Caution: If you are using a non-standard font (one that is not on the pull-down list) and you plan
to move your event file to another computer or use other computers to produce name badges or
tickets, you should only use fonts that you are certain are on all computers.
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8. Determine how you want the text aligned in the space you have created for it by clicking on the
appropriate toggle button.
Left
Centre
Right
In this case we have chosen centre alignment.
9. Determine the text colour for this line - the default is black.
In this case we have left the text colour black.
10.Determine the background colour for this line - the default is white (clear).
In this case we have chosen white.
To enter the text for each line, click on the line and type in the text you want. If you double-click on
Line 1 you will get the event short name. If you double-click on Line 2 you will get the event full
name.
Formatting the dividing lines at the bottom of the letterhead
You have the option of two lines separating the letterhead from the body of the document.
To show either line mark the appropriate Show Dividing Line check box and then select the line
thickness you want from the appropriate Dividing Line Thickness pull-down list.
To not display either dividing line, clear the appropriate Show Dividing Line check box.
If you do not wish to have a picture on your letterhead click the Hide checkbox.
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E-Mails
To
o send an e
e-mail, you double-clic
ck in the E
E-Mail field on Personal Details. The form below
b
is
op
pened and tthe details you
y entered
d on your la
ast e-mail will
w be displlayed. You can change any of
the
ese details before clickking the Sen
nd button to
o send the e-mail.
e
o send an e--mail, take the
t following steps.
To
1. If you entter anything
g in Saluta
ation Text, whatever you
y
entered
d plus the person’s sa
alutation
followed b
by a blank line will be placed at the top of the
t body off the e-mai l. If you do
on’t have
anything in Salutation
n Text then
n only the acctual messa
age contentt will be dissplayed. The
e default
is Dear, but you can change it to
o say Hi or H
Hello.
i Message
e Subject wi ll be display
yed as the subject
s
of thhe message
e in your
2. Whateverr you enter in
mail syste
em’s out trayy and the re
ecipient’s m
mail system’s in tray.
actual detaills of the me
essage you want to sen
nd.
3. The Messsage field is where you enter the a
Browse to attach
a
any document to
o the e-mail.
4. You can B
u have set up your me
essage, clicck on the Send
S
button
n to send itt. Click on the Exit
5. Once you
button to cclose this fo
orm without sending an
ny message
e.
To
oolbar Bu
uttons
Clickk to send the
e e-mail.
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Contact Details
This option enables you to keep track of the things you’ve said to people in relation to your event. It
also enables you to create follow up notes of tasks you’ve said you will do for a person.
To enter notes of a contact, take the following steps.
1.
Enter the date of the contact. This defaults to today, however, if the contact took place on a
date other than today, change the Date field to the date the contact was made.
2.
Enter your name in the Contact With field. You have a pull-down list of Organisers with autoexpand, however you can enter any name – it’s not limit-to-list.
3.
Select the type of contact this is. You can enter each type of contact you want to track in the
Contact Types table on the Setup menu.
4.
Enter the details in the Contact Details field. This is a memo field which can hold around
65,000 characters. The Enter key creates a new line.
5.
To create a follow-up note, make sure that the Contact Details field shows what has to be
done. Enter the date the follow-up has to be done by in the Do By Date field. Once you’ve
completed the task, mark the Done check box.
Details of all tasks that still need to be followed up are shown on the Contact Follow-Up form on
the Before Menu and from within the Organiser.
If you want a list of all outstanding tasks each time you logon to Summit, mark the Check the
Organiser Task List When Opening an Event box in Global Options on the Setup Menu.
Deleting a Contact Note
You can delete any contact records that you don’t want by clicking on the record selector bar on
the left hand side of the date (the black triangle) and then pressing the Delete key on your
keyboard.
Toolbar buttons
Click to print a Contact History report of all the displayed person’s contacts.
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Copy
C
Acctivity
Co
opy Activityy is a wayy of autom
mating the entry of registration, travel annd accomm
modation
infformation. Itt is most suitable when
n you have a number of
o people do
oing exactlyy the same thing,
t
for
ex
xample, an incentive trip where all the people
e are stayin
ng at the sa
ame hotels for the sam
me dates
an
nd catching the same flights. It is
s also suita
able for events such as dinners where the
ere is no
choice of registration typ
pe or add-on
n.
here are two
o methods for
f copying activity. On
ne is to copy
y the activity
y of someonne for whom
m you’ve
Th
alrready enterred all the details,
d
for example, tthe Group Leader.
L
The
e second m
method is to
o set up
wh
hat’s known
n as ‘The Ussual’.
y elect to
o copy the activity
a
alrea
ady entered
d against an
nother person, you cann select tha
at person
If you
fro
om the data
abase. You can then select
s
which
h of the acttivities you want to appply to the currently
c
dis
splayed perrson. If one
e of the acttivities is no
ot available
e (in the above exampple, Session
ns is not
av
vailable), it w
will be disab
bled. If you don’t wantt to copy on
ne of the av
vailable elem
ments, for example,
e
Ad
dd-Ons, sim
mply unmarkk the approp
priate box.
Prior to applyying the selected activities, a messsage box will
w be disp
played statinng all activiities that
willl be applied
d. You can elect to can
ncel the pro cedure.
Th
here are thre
ee forms fo
or setting up
p The Usuall that are all accessed on the Setuup Menu. You
Y don’t
ne
eed to use a
all three form
ms, just fill in as manyy details as are approp
priate for yo ur event. The three
screens are:
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The Usual Registration
•
Enter the usual registration type, add-ons selection and session attendance if appropriate.
The Usual Accommodation
•
Enter the usual accommodation details if any. Note that you can have multiple accommodation
records. Even if you do not plan to use the usual for your event, you can use the usual
accommodation settings to save you time when entering accommodation details. If you have
most of your attendees arriving and departing on particular dates, fill in the usual
accommodation screen for each hotel using those dates. Then, as you enter new
accommodation records, Summit will use those dates as default arrival and departure dates
and enter them automatically.
The Usual Travel
•
Enter the usual travel details. Note that you can have multiple travel records.
To apply The Usual to a person, after entering or locating them on the Personal Details form, click
on The Usual button. This will automatically give that person all the things that are defined on the
three The Usual forms.
Note: Summit can partially apply The Usual, i.e., if the person has one of elements already on file,
for example they have an accommodation booking, Summit will not apply The Usual
Accommodation. A message to that effect is displayed.
Once you have applied The Usual to a person, you can amend the registration, travel and hotel
booking details just as if you had entered the details yourself.
If as a result of applying the usual, the person owes you money, Summit will give you the
opportunity of entering and allocating a payment.
Toolbar Buttons
Click to copy the selected activities to the displayed person’s record.
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Single Label, Envelope and Letter Choices
This option will enable you to print an address directly onto an envelope or a mailing address
label.. It is displayed when you click on the envelope button as shown.
The envelopes are available in C4 size (for unfolded A4 size documents), DL size (normal
business correspondence size) and C6 size (for cards). These addressed envelopes may also be
printed with or without a return address in the top left hand corner.
The address label used will be the one nominated in the Address Label Stationery field in Global
Options in the Setup Menu.
When you’ve selected the option you require, click on the Preview button.
If you’re not certain whether to put envelopes into your printer face-up or face-down, or back-tofront or right-way-round, print a single copy on blank paper to test and determine your printer’s
requirements, before printing on to an envelope.
Toolbar Buttons
Click to print the selected option.
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Organiser
The purpose of this form is to assist you in determining, organising, managing and monitoring the
tasks that need to be undertaken before, during and after the event. The Organiser is a selfcontained process. With the exception of the Organisers form on the Setup Menu, no other parts of
Summit provide information used by the Organiser, and the information from the Organiser is not
used anywhere else in Summit. The Running Sheet Notes and reports have been put on this form
to facilitate the alignment of tasks within the event.
The Organiser comes preloaded with a list of some of the organisational tasks common to large
conference type events.
To create, modify and allocate tasks, take the following steps.
1.
Create/select a Category within which tasks can be placed
2.
Click on the task to be modified and overwrite the existing data. To delete a task click on the
record selector bar to the left of the task and press the Delete key on your keyboard. To enter
additional tasks click on the New button.
3.
Each task is then Assigned To a person, sub-committee, department or organisation,
depending on the organising structure for your event. Use the Organisers form on the Setup
Menu to add, delete or modify the values in the Assigned To combo box pull-down list. This
form may also be opened by double-clicking in the Assigned To field.
4.
Each task may also be assigned a Start Date and an End Date to reflect when the task should
start and finish.
5.
When the task has been started, mark the Started check box. When the task has been
finished, mark the Finished check box.
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Following up on Tasks
Organisational tasks are followed up by using a combination of the options available in the Sort
Tasks By and Restrict Displayed Records To areas of the form. Sort Tasks By determines the
order in which the tasks are both displayed on the form and printed when you click on the Preview
button. Restrict Displayed Records To determines what tasks are actually displayed on the form
and printed when you click on the Preview button.
Organiser Follow Up Reports
All tasks Click on the Show All Tasks button. This will remove any existing task display restrictions
and display all existing tasks.
Unassigned tasks Mark the Unassigned check box. Only tasks that haven’t been assigned to
anyone or are without a due start date will be displayed.
Tasks without a due finish date Mark the No Finish Date check box. Only tasks without a finish
date will be displayed.
Late starting tasks Enter the current date in the Start Date Before field and then mark the
Unstarted Tasks check box. Only tasks with a due start date before the date you entered and that
haven’t been marked as started will be shown.
Late finishing tasks Enter the current date in the Finish Date Before field and then mark the
Unfinished Tasks check box. Only tasks with a due finish date before the date you entered and that
haven’t been marked as finished will be shown.
Tasks due to start in the next week that haven’t been started yet Enter the current date in the
Start Date After field and enter the current date plus eight days in the Start Date Before field. Mark
the Unstarted Tasks check box. Only tasks due to start within the next week that haven’t been
marked as started will be shown.
Tasks due to finish in the next week that haven’t been finished yet Enter the current date in
the Finish Date After field and enter the current date plus eight days in the Finish Date Before field.
Mark the Unfinished Tasks check box. Only tasks due to finish within the next week that haven’t
been marked as finished will be shown.
Tasks assigned to a particular person Select the person from the pull-down list of organisers in
the Assigned To field. Only tasks assigned to that person will be displayed.
In order to keep the task list updated, produce a separate list of tasks assigned to each person on
a regular basis. Send the list to each person and have them return the list to you, with starts,
finishes and any other alterations marked. Update the Organiser task list.
Toolbar Buttons
Click to display the Contact Follow-Up form. All contacts entered through the
Contact Details form in Personal Details with a Do by Date and where the Done
check box is not marked will be displayed. See Contact Follow-Up.
Click to move all the event organisation tasks currently assigned to one person to
another person. See Reassign Organising Tasks.
Click to display the Organiser Task List Status form. This form summarises all
tasks based on their start and end dates and whether or not they’ve been started
and/or finished. See Organiser Task List Status.
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Click to open the Running Sheet Notes form to enter a note to be included on the
Running Sheet. See Running Sheet Notes.
Click to print a Running Sheet in landscape layout.
Click to print a Running Sheet in portrait layout.
Click to enter a new task. All new tasks are added to the bottom of the list.
Click to print a report that shows all tasks currently selected on the Organiser form based
on the settings in the Restrict Displayed Records To area of the form. Tasks are reported
in the order specified in the Sort Tasks By area of the form. To show all tasks on this
report, click on the Show All Tasks button. To have the tasks reported in a different order,
choose another option in the Sort Tasks By area of the form.
Contact Follow-Up
This screen displays a list of all contacts to be followed up, and the dates by which they are to be
done.
The display is sorted by the Do by Date with the oldest task shown first. You can’t enter new
follow-up tasks here, these must be entered through the Contact Details form for the person.
You can get to a person’s record quickly by positioning the cursor on that person’s record selector
bar, and then clicking the Zoom button.
As you complete each task, mark the Done check box. To remove all completed follow-up tasks
from the display, click Refresh button.
You can delete any records that you don’t want to keep by clicking on the record selector bar on
the left hand side of the date and then pressing the Delete key on your keyboard.
Toolbar Buttons
Click to display the Contacts Reporter form. You can produce a report of contacts using
user-defined criteria. See over page for more information.
Click to remove any Done actions.
Click to ‘drill down’ to the currently selected person’s Personal Details form.
Click to print a report in Print Preview of the tasks that still need to be followed up.
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Contacts Reporter
This screen enables you to select Contacts that have already been entered into the system and
then produce a report.
The Contacts Reporter is not restricted to outstanding contacts. You can select all Contacts that
have been entered or you can restrict the Contacts selected by entering the restrictions you wish
into the spaces provided.
Enter the selection restrictions (if any) that you want and then click the Preview button to produce a
report of the selected Contacts.
As an example, if you wanted a report of all Sponsorship Acquisition contact types between 1
January 2008 and 31 March 2008, you would enter 01/01/08 in Restrict to Original Contact Date on
or after, 31/03/08 in Restrict to Original Contact Date on or before and select Sponsorship
Acquisition from the Restrict to Contact Type pull-down list. You would then click the Preview
button.
Note that you can choose from two styles of report. One style will sort the report in date order, the
other style will group the contacts with the same contact type together and then sort in date order
within each contact type.
Toolbar Buttons
Click to print a report in Print Preview of the contacts selected.
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Reassign Organising Tasks
This option enables all the tasks currently assigned to one person to be reassigned to another
person.
The Reassign Tasks button can be found on the Organiser.
Select or enter the name of the person you’re reassigning all tasks from in the Remove Tasks
From field. The name you enter doesn’t have to match the entries in the combo box pull-down list
as you may already have deleted the person from the Organisers table. However, if the name
doesn’t match any of the Assigned To fields on the organiser, no reassignment will take place.
To add, delete or alter Organiser name records, open the Organisers form on the Setup Menu.
This form may be also opened by double-clicking in either the Remove Tasks From or To field.
Select the name of the person you’re reassigning the tasks to in the Reassign Tasks To field.
Toolbar Buttons
Click to carry out the reassignment.
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Organiser Task List Status
This option displays a summary status of the tasks set up on the Organiser form. It also displays a
summary of the contacts that need to be followed up, based on entries made on the Contact
Details form in Personal Details.
Previe
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The organiser tasks are grouped into three areas: tasks that have details missing, tasks that are
due to start and tasks that are due to finish. The number of tasks in critical areas will be highlighted
in red. Tasks are considered critical if:
• there are incomplete details in relation to the task
• the task is in danger of starting late
• the task is in danger of finishing late.
To get a detailed list of the tasks in any of the categories, click on the Preview button beside the
number of tasks in that category.
The number of contacts to be followed up that should have been followed up today or earlier will be
displayed in red if it is greater than zero. To get a detailed list of the contacts to be followed up,
click on the Preview button beside the number of follow-up tasks. If there is zero in any category,
the Preview button for that category will be disabled.
Note: This form can be set to open automatically each time you logon to Summit or connect to
another event. To do this, mark the Check the Organiser Task List When Opening an Event check
box in Global Options.
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Running Sheet Notes
Running Sheet notes are ad hoc tasks that must be done during the event and that are not
connected with a session or a catering event. These notes are used to ‘flesh out’ the Running
Sheet.
To enter a Running Sheet note, take the following steps.
1.
Enter a Date. Use the calendar if necessary. The day of the week is displayed as a check to
ensure that the date is correct.
2.
Enter a Time that this task must be done.
3.
Select or enter a person that this task has been Assigned To. The person you enter as being
responsible doesn’t have to match an entry on the Organisers form on the Setup Menu.
4.
Enter the text of the task. This is a memo field so it can be up to 64,000 characters in length.
Toolbar Buttons
Click to re-order the tasks by date and time.
Click to prepare the form to enter a new task.
Click to produce a report of just Running Sheet notes.
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Create Event Programme
The primary purpose of this form is the creation of the event programme. All the areas of Summit
necessary to construct the programme can be accessed directly from this form
The form is useful for rapidly updating the Confirmed as Presenter, Paper Received, Biography
Received or other fields for a large number of presenters or presentations.
In order for a presentation to appear here, it must have been entered in the Presenter Details form
from Personal Details. The presenter doesn’t have to be Confirmed, however the presentation
must have an Abstract Status of either Received, In Review or Selected. Once a presentation has
been Rejected or Withdrawn it is no longer displayed here, however, ALL presentations are
displayed in the Abstract Status form.
The name, location, date and time details of the session for the currently selected presentation (as
indicated by the triangle in the record selector bar) are shown at the top of the form in the Session
Details for the Current Record section of the form.
Locating a Particular Presentation
Enter all or part of the presenter’s name in the Find by Full Name field and press Tab or Enter. Use
the Previous and Next buttons to cycle through presentations for the same person, or presenters
with similar names. Alternatively, you can use the scroll bar on the right hand side of the form.
Sorting Presentations
Presentations may be sorted in either presenter family name order or session date and time order.
To set the sort order select the appropriate Sort By button. If you’ve been making changes to the
programme, you can see the effect of these changes by clicking on the Refresh button.
Creating an Event Programme
Ways of achieving various tasks associated with creating an event programme are shown below,
but, to fully utilise the Programmer, it is useful to know how Summit constructs a programme.
The first page of the draft programme is based on the information in the Event Details and Venue
Details forms.
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Having constructed the first page, Summit combines sessions and catering events to form the
basic units of the schedule or programme. Sessions and catering events are then sorted into
ascending date, and then ascending start time order. If there are any sessions commencing at the
same time, they are sorted in ascending order of the Programme Sequence (if Concurrent) field,
which is on the Sessions form.
Sessions are displayed with the Session Name as the heading. The following line contains (in the
following order) Session Type, Session Code, Date, Location, Start Time and End Time. If an
Additional Description for Programme has been entered, this will follow on the next line. This is
followed by the Session Chair if one has been allocated, then the Presentation Title, Abstract Text
and Author Name for all presentations that have the same Session Code. Within each session, the
presentations will be sorted in ascending Order In Session. Note: Only presentations for
Confirmed Presenters with Selected presentations will appear in the programme.
Catering events are displayed with the Description as the heading. The next line contains (in the
following order) Location, Start Time and End Time. If an Additional Description for Programme
has been entered this will follow on the next line.
Modifying a Programme
The following will detail how to fine-tune a programme.
Add a session to the programme
Create a new session using the Sessions form by clicking on the Sessions button on the toolbar.
Include an add-on in the programme
Only sessions and catering events appear in the programme, so you’ll have to create a new
session to cover the date, time and location of the add-on using the Sessions form. Create a new
Session Type if necessary.
Remove a session from the programme
Move any presentations currently allocated to that session to another session. Delete the session
using the Sessions form. Sessions can’t be deleted if there are presentations still allocated to
them. To find out if this is the case, click on the Presentations in Sessions button on the Sessions
form.
Change the order of a session in the programme
If there are no sessions commencing at the same time as the session you wish to move, change
the start date/time of the session you wish to move or the start date/time of sessions around it. If
you wish to change the display sequence of a concurrent session, change the setting of the
Programme Sequence (if Concurrent) field on the Sessions form.
Add a new presentation to the programme
If a presentation hasn’t been entered yet, close the Programmer form and open the Personal
Details form and locate or enter the person’s details. Enter the presentation in the Presenter
Details form. Assign the presentation a Session Code and an Order In Session. Make sure that the
Confirmed Presenter box is marked, and the Abstract Status is Selected or the presentation won’t
appear in the draft programme.
Move a presentation within the programme
Assign the presentation a different Session or give the presentation a new Order In Session. Make
sure that the Conf. Pres. (confirmed presenter) box is marked and the Abstract Status is Selected.
Remove a presentation from the programme
If you wish to remove a presentation completely from the system, delete it. If you wish to keep the
presentation on the system for possible inclusion in the programme at a later date, change the
Abstract Status to Rejected or Withdrawn through the Abstract Status form. This can be reversed
at a later date through the same form. Alternatively, create a temporary dummy session for papers
you’re undecided about.
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See the effect of changes made
If you’re currently sorting by family name, select the Sort By Session Date/Time option. If you’re
already sorting by session date/time, click on the Refresh button. If you want a paper copy of the
effect of changes made, click on the Draft Programme button.
See which presentations still have to be allocated to a session
If you’re currently sorting by family name select the Sort By Session Date/Time option. If you’re
already sorting by session date/time, click on the Refresh button. The presentations that still have
to be allocated to a session are displayed first.
Have a different presenter/author name in the programme
Enter the author or authors’ names exactly as you wish them to appear in the draft programme in
the Authors’ Name (if not default) field, for example, if you have two or more authors. If a value is
entered in this field, it will be printed exactly as entered in the draft programme. If no value is
entered, the format of person’s name is based on the format selected in the Name Format for Draft
Programme field in the Name Formats tab in Event Options.
Note: The Confirmed as Presenter, Biography Received and Photo Received refer to the
presenter, not to each individual presentation. If you update these fields for a particular
presentation, the field will be updated for all presentations for that person.
Toolbar Buttons
Click to print a draft programme based on the information currently in the
Programmer, Event Details and Venue Details forms. If you wish to have a
programme that you can edit further, use the Export Programme button on the
Programmer form.
Click to export a draft programme in Rich Text Format (.RTF). RTF is an industry
standard format used to transfer text documents between word processors. The
exported programme (program.rtf) can be modified using most word processors.
Click to open the Sessions form.
Click to open the Abstract Status form. See the Abstract Status topic further on.
Click to open the Review Status form. See the Abstract Review Status further on.
Click to print a report on the status of all presentations. This report can also be run
from Event Reports.
Click to print the Presenter Follow-Up report. This report can also be run from Event
Reports.
Click to open the Personal Details form for the person whose presentation is
currently selected.
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Click to print a report that shows the information on the Programmer form, sorted in
the same order.
Abstract Status
This option, called from the Programmer form, enables you to alter the status of an abstract or
presentation.
All abstracts held within the system are displayed, regardless of the status of the presenter. The
abstracts are displayed in family name order.
You can find an abstract by either searching from the Find by Full Name field, or by using the scroll
bar on the right side of the form. The navigation buttons at the bottom will tell you how many
abstracts there are.
An abstract can only have one status. Select either Received, In Review, Selected, Rejected or
Withdrawn from the Abstract Status option box.
Only Selected abstracts appear on the draft programme and Rejected or Withdrawn abstracts will
not appear on the Programmer form. When entering a new presentation, it will have a default
status of Selected.
Toolbar Buttons
Click on this button to ‘drill down’ to the selected person’s Personal Details form.
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Abstract Review Status
This option, called from the Programmer form, enables you to alter the review details of an
abstract.
All abstracts held within the system are displayed, regardless of the status of the abstract or the
presenter. The abstracts are displayed in family name order.
You can find an abstract by either searching from the Find by Full Name field, or by using the scroll
bar on the right side of the form. The navigation buttons at the bottom will tell you how many
abstracts there are.
Enter or alter the names in Reviewer 1 and/or Reviewer 2, the Date Sent or the Date Returned.
Toolbar Buttons
Click on this button to ‘drill down’ to the selected person’s Personal Details form.
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Tabling and Seating
This option enables you to place people attending a tabled catering event at tables and/or seats.
When you register someone to attend a tabled function, as soon as you click on the OK button on
the Register screen, Summit will write the attendee’s name, position, organisation and notes to the
Tabling & Seating file. From that point on, any changes you need to make to any of those fields
must be made in the two areas (Personal Details and Tabling & Seating) if appropriate.
To allocate tables and seats to people, take the following steps.
1. To find a particular person, enter all or part of the person’s name in the Find by Full Name field
and press Tab or Enter. Use the Previous and Next buttons to locate other people with the
same or similar names. The names of people not yet allocated to a table are shown before the
names of people who have been allocated a table. You will need to modify the names on the
Names for Table/Seating Lists when a person selects more than one of the same add-on that
has been designated as ‘Tabled’, for example, five tickets to a conference dinner.
2. When you save the Registration Details form, Summit will create as many entries in the
Tabling/Seating Lists as are required. Summit can only work out the names for the first two
spaces (primary person and accompanying person, if one is entered), so it puts the primary
person’s name in the remaining spaces. You may need to overwrite the primary person’s name
with the name of the person attending, for example, a guest of the primary person.
3. Once you’ve modified a name, clear the Unknown Name check box and mark the Lock In
check box to prevent Summit from overwriting the name you’ve entered. You don’t need to lock
in a name if you haven’t changed it – only lock in those marked as unknown name and you’ve
changed it.
4. To seat someone at a particular table, select the table from the Table Number pull-down list.
This combo box is limit-to-list, so once a table number has been entered, you will need to click
on the Remove From Table button on the toolbar if you need to remove them from a table. If
you’re stuck in an error loop, press the ESC key or select a table. The system will warn you if
you’re exceeding the nominated capacity for that particular table.
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5. If you want the system to allocate people to tables based a specified criteria, click on the Auto
Table button. See below for more details.
Toolbar Buttons
Click to re-sort the records in table order and to show those without a table at the
top of the list.
Click to open the Tabling Status form. This form will give you a clear picture of the
status of your event – number of tables and seats allocated, number still to be
allocated and the excess or shortfall.
Click to open the Tables form to enable you to add/modify details of tables. See
Tables in the Setup Menu for more information.
Click to swap all the people at one table with the people at another table. The
process will check that there is sufficient capacity at each table.
Click to clear people from one to many tables.
Click to set the Table Number to zero for the person whose record is currently
selected. This effectively removes them from a table.
Click to edit the tickets table to enter/amend guest names.
Click to open the Auto Table form. This form enables you to automatically seat
people at tables based on the criteria you choose.
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Select the option that is best suited to your requirements. If you choose either of
the last two options, you will be asked to select a profile.
Click on the OK button to run the tabling process. Click on the Cancel button if you
don’t want to continue.
Click to drill down to the Personal Details form for the currently selected person.
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Click to choose from a number of different reports on tabling and seating.
Click on the record selector bar to the left of the required report and click on the Preview button.
For reports you want to print often, mark the Favourite check box. This will move the report to the
top of the form.
Toolbar Buttons
Click to print the selected report.
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UTILITIES
Introduction to MIE WebLink
MIE WebLink is a separate, optional program that interfaces directly to the Summit Event Manager.
MIE WebLink enables potential attendees to enter registration information into an event registration
page on Internet and have that information passed into your event database without you having to
re-enter the information.
Instead of using static pages that need to be updated any time the information in your event file
changes, MIE WebLink creates registration forms on-the-fly based on a subset of your event data.
If your event data changes, you can update registration form by uploading a new event web file.
The specific interfaces are:
•
Registration Without Payment using MIE WebLink
•
Secure Registration With Payment using MIE WebLink
Step by Step
1.
Complete the setup of your event file as you would normally do.
2.
Click on the Create Event Web File button on the Internet Assistant. This creates a very small
subset of your event file (an evw file or EVent Web file) that contains only the information
needed to build a registration page. It does not contain any financial data or attendee
information.
3.
Fill in the on-line setup form at https://www.secureregistrations.com/_weblink/setup.cfm with
your preferences for the registration page and upload the event web file (the evw file) and any
logo you want displayed.
4.
We set up a URL (web page) for the registration page and an administration area for you to
monitor the event and then we e-mail the details to you.
5.
Link to the registration form and your attendees/delegates can start registering.
Advantages
The best part about MIE WebLink is that from this point onwards the registration page is
completely under your control. Your Administration Page enables you to:
1.
Dynamically update the information displayed on your registration page at any time. If anything
changes in your event file, for example you add new registration types or add-ons, you can
create another event web file and upload it directly via your administration area. Once the
event web file has been uploaded the registration page will reflect the updated data. You can
also use the administration area to modify the appearance of the registration page.
2.
You can retrieve lost registrations. You can use the Internet Transmissions Report (on the
Internet Assistant) to determine if any registrations have been lost between the registration
page and your e-mail. If any are missing you can log on to your administration area and have
the registrations retransmitted to you.
3.
Reconcile credit card payments. You can log on to your administration area and display all the
credit card payments received (no card details). You can restrict the payments displayed to a
specific date range to reconcile with the payments in Summit over the same date range.
Secure Credit Card Payments
The secure credit card payments facility is through Camtech and the Commonwealth Bank. All
monies received via the secure payment gateway are deposited into a separate MIE Software
Trust Account. We will transfer all monies due to your nominated bank account, after subtracting
costs, on a daily basis - with an e-mailed tax invoice/summary.
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Internet Assistant
The Internet Assistant is where you control, process and monitor expressions of interest,
registrations, demographics updates and speaker and presentation details received via the
Internet. The Internet interface enables people to enter information onto a specially designed
registration page on the web and have that information passed into your event database without
you having to re-enter it. Contact MIE Software if you are interested in having a web page created
for you using MIE WebLink.
The incoming data is kept in a temporary file until you View/Edit each request. This eliminates the
possibility of garbage or duplicate data being saved onto your database.
The Internet Assistant will keep a detailed log of all activities and processing. After any Internet
activity session, the Internet Activity log will be displayed for you to print. The information held in
the log include the warning of possible duplicates, the content of each e-mail, etc
You can set the auto-reply content to be None, Brief and Detailed and if you choose Detailed, you
can edit the actual message.
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The workflow and interaction between the Internet Assistant and your mail application are as
follows:
1. A potential attendee connects with your Web site using a browser such as Microsoft Internet
Explorer and fills out one of six forms which records information. These forms are:
•
Demographics Update
•
Expression of Interest
•
Registrations Without Payment (WebLink)
•
Unsecure Registrations With Payment
•
Secure Registrations With Payment (WebLink e-commerce)
•
Speaker / Presentation Details
2. The web server (where your web site is located) e-mails this information to your e-mail
address.
3. When you check for e-mail using your messaging system, for example, Microsoft Outlook,
these messages are picked up along with any other e-mail to you and placed in your in-tray.
4. In Summit you click on the Check Mail Now button and Summit will check the contents of your
in-tray and extract all messages related to all Summit events.
5. The number of each of these forms is displayed in Unprocessed Requests. You can check
these entries before they are added to your database by clicking on the appropriate View/Edit
button. Any messages for events other than the one you’re connected to will be displayed with
the message ‘Unable to process’. Do not delete these as they can be processed when you
connect to that event. Once connected to the second event, you don’t need to Check Mail Now
as all the mail is in.
6. People who sent in an Internet request that was successfully added to the database may be
sent an e-mail confirming receipt of their message, automatically, if you choose.
The main requirements to set up the Internet interface are that:
•
your e-mail software package is Microsoft Outlook (not Outlook Express or as called in
Windows 7 ‘Windows Mail’).
•
the forms on your web page are set up to provide the information in exactly the format Summit
is expecting
•
your web server supports the mailto protocol to be able to send you the e-mail messages
•
if you are going to handle registrations with credit card details on your web site (Unsecure
Registrations with Payment), you will need to come to an arrangement with your Internet
Service Provider (ISP) to send you encrypted e-mail. To use the Unsecure Registrations with
Payment feature not recommended as the storage of credit card details on your hard drive can
be dangerous unless you have some sort of protection in place. This protection can be to have
a password on your database or even encrypt the entire database.
A better solution would be to have the payments come through a secure e-commerce site. This
means that as soon as the potential attendee submits the registration form that includes
payment via credit card, the payment is authorised immediately and only the authorisation
number is transmitted to you as Secure Registrations with Payment.
Important Before you open the Internet Assistant, you should have opened your mail application
and checked for new mail (this puts the mail in the mail system’s in tray). If you have received any
encrypted e-mails containing credit card details you should decrypt them first. If the Store Credit
Card Details from Registration E-mails check box is marked on the General Settings tab in Event
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Options then credit card details will be stored within the event file in a way that enables you to view
them on the Extra Details form.
Once you have collected and decrypted your e-mail, close your mail application and open Summit
and the Internet Assistant.
E-Mail Checking
This is the first step in collecting requests that have been sent on the Internet. When you click on
the Check Mail Now button, the Internet Assistant will cycle through your mail system’s in tray and
pick up all messages that it has not picked up previously. It will sort these into the various
categories and check for possible duplicates and produce a report on the messages that have
been collected. At this stage no information has been added to your event file as you have not yet
had the chance to check the requests – they remain as Unprocessed Requests.
Normally, you would not alter the data in the Check for Mail Received Since (Server Time) field.
The only time you would alter this information is if you re-installed Summit while you still had
unprocessed requests (as re-installing would mean that those unprocessed requests would be
lost). If this happened, you would set this date and time back to just before the last e-mail request
was sent to you. Note that it is not unusual for there to be a discrepancy between the time on your
computer and the time on the server computer of your ISP.
Unprocessed Requests
This section enables you to check the unprocessed requests before allowing the information into
your event file. To view the unprocessed requests, click on the View/Edit button for category of
requests you want to check. With the requests displayed in a spreadsheet-like table, you can
modify any of the details and delete duplicate or ‘rubbish’ requests. Only when you’re happy with
the content and validity of all requests should you click on the Process Requests button. This will
then process the requests and update your event file a detailed report on all the processing will be
produced.
Auto Reply Setting
This is where you decide how much information is e-mailed back to people who submit Internet
requests in the automatic e-mails acknowledging receipt of their requests.
•
None
No e-mails are sent acknowledging receipt of their requests.
•
Brief
A short note is sent saying that request has been processed plus the text you have entered in
Auto Reply Content.
•
Detailed
A short note is sent saying that request has been processed plus the text you have entered in
Auto Reply Content plus the full details of how their request was processed.
Auto Reply Content
This is where you specify the text that will go into the automatic e-mails acknowledging receipt of
Internet requests. To use this section, click on the option button corresponding to the type of
request that you want to modify the text for and then click Edit. This text will be sent for both Brief
and Detailed Auto Reply Settings.
Internet Activity Log
When you click Check Mail Now or Process Requests, a report is produced detailing all the activity
that took place in that activity session. All this information is stored in the Internet Activity log and
can be reprinted at any time.
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You can reprint the log from and/or to specific dates by entering the dates in the From and/or To
fields and then click on Preview. As well as this you can restrict the report to only those log entries
that contain specific text by entering the text you are looking for in the Containing Text field.
You can also delete some or all of the Internet Activity log if you no longer want to keep the activity
history information on file.
To delete all of the log, click on the Delete button. To only delete part of the log, enter the earliest
date to delete in the From field and the latest date to delete in the To field and then click the Delete
button. As well as this you can restrict the deletion to only those log entries that contain specific
text by entering the text you are looking for in the Containing Text field.
Internet Processing Status
When you click Check Mail Now or Process Requests, this section of the form will display what
activities are taking place.
Demographics Update
The demographics interface enables people to update to their name and address details on an
event database.
To ensure that users only change their own name and address details, people must provide their
unique person number (PIN) and original family name (surname) to authorise the transaction. If the
person number and original family name do not match those in the event file the demographics
update will not be processed.
For Summit to process demographics updates from the web, the latest requirements for the form
on your web page are posted to the MIE Software website.
The sample HTML page “demupg.htm” is included with the software and is located in the Summit
Pro folder. This page contains a form which meets all of the criteria required for processing a
demographics update and can be used as the basis for designing your own page. Note that all the
forms contain minimal data validation. You may wish to add further validation routines to your
forms to protect yourself from “junk” input.
To collect less information, simply remove the unwanted field from the form on your web page.
Note that only optional fields can be removed.
If you want to collect additional information from a Demographics update you can do this provided
you have Microsoft Access 2000 installed on your computer as you have access to all the source
code for the Internet interface.
Expression of Interest
The expression of interest interface enables people to provide you with their name and address
details and register their interest in an upcoming event.
People can also amend the details of an earlier expression of interest that has been entered on the
database. If they have already entered their details on the database they can’t use this interface to
update their name and address details. This must be done through the demographics update
interface People who have already entered their expression of interest can only re-use this
interface to modify their areas of interest and profile.
The sample HTML page “eoi.htm” is included with the software and is located in the Summit Pro
folder. This page contains a form which meets all of the criteria required for processing an
expression of interest and can be used as the basis for designing your own page.
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Registration Without Payment
The registration without payment interface enables people to provide you with their name and
address details and register their intended activities in an upcoming event.
People can’t use this interface to amend the details of a registration that has already been entered
on the database. If they have already entered their details on the database they can’t use this
interface to update their name and address details. This must be done through the demographics
update interface People who have already entered their name and address details can only use
this interface to enter their registration, hotel booking and travel details.
The sample HTML page “rnm.htm” is included with the software and is located in the Summit Pro
folder. This page contains a form which meets all of the criteria required for processing a
registration without payment and can be used as the basis for designing your own page. Note that
the form contains minimal data validation.
Secure/Unsecure Registration With Payment
The registration with payment interface enables people enter their name and address details and
register their intended activities in an upcoming event plus pay for their registration by entering
their credit card details. You can set this e-commerce transaction to incur a surcharge fee, so that
the Internet Assistant will automatically assign the credit card processing fee to Additional
Charges. If the Internet Assistant encounters a new payment type, it will be added to the Payment
Types table automatically.
This interface cannot be used to amend the details of a registration that has already been entered
on the database. This must be done through the demographics update interface People who have
already entered their name and address details can only use this interface to enter their
registration, hotel booking and travel details.
Toolbar Buttons
Click to open the Personal Details form.
Click to be taken directly to the MIE WebLink Admin site.
Click to create an event web file for use by MIE WebLink. See overleaf for more
details.
Click to test that Summit can access your Windows Messaging System Inbox and
Outbox.
Click to print an Internet Transmission Report. This report was designed to
ensure that no e-mails from prospective delegates go missing. This report prints
the details, especially the sequence number, of all transmissions since a date
nominated by you. If there are missing numbers in the sequence – contact the
person hosting your web page.
Create Event Web File
This process will create a subset of your event file to be used as the data for a registration page
hosted on the MIE Software ColdFusion server. The Event Web File (*.evw) created does not
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contain any information about delegates on your database or any credit card or banking
information. Specifically, the event web file only contains the following information to populate your
registration form:
•
the event name, dates, description, themes etc venue and organiser information
•
up to 20 profile descriptions
•
flights and transfers
•
hotels
•
hotel rooms
•
registration types
•
add-ons
•
sessions.
All the above options, except for the first one, has a data element called Include in WebLink File
that enables you to turn off those items, for example, complimentary registrations, that you don’t
want potential delegates to select when registering for the event.
Presentations Importer
This form enables you to import presentations that have been exported from Abstracts Manager to
an Abstracts Manager export file. By using this function, it is assumed that only accepted/selected
presentations have been imported from Abstracts Manager
The form is divided into three sections:
Auto Allocate Pin - When bringing in presentations, Summit will attempt to match the details of the
incoming presenters with the details of people already on the database based on the option you
choose here. If you select Never, Summit will not attempt to match up any records. PIN auto
allocation can save you time if you have a large number of presentations being imported. Note that
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any presentations that have not been assigned a PIN will mean that the presenter will be added as
a new record.
Import Criteria - This section enables you to specify which pieces of information you wish to import.
•
If you select Import Co-Author Details this will be displayed in the Author’s Name for the
programme section of each presentation and will replace the name of the primary person’s
details in the draft programme.
•
If you select Import Equipment Requirements, any equipment not already defined in the
event file will be automatically created.
To import presentations, take the following steps.
1.
Select your desired Auto Allocate and Import Criteria settings.
2.
Click on Import and import the presentation details into the temporary storage area.
3.
Click on View/Edit and check auto allocated PINs and allocate PINs for any peoples’
records on your database that were not allocated. Any records that have a blank PIN or a
pin of zero (0) will be added as new records.
4.
Click on Process Requests to import the presentations into your event file.
REPORTS
Delegate Lists
This option enables you to design and print reports that list delegates or to produce mailing labels
for a selected group of delegates.
The form is divided into four sections:
1.
Participation Category - what kind of delegate to list
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2.
Date Filters - a date from which new registrations or cancellations are listed
3.
Report Format - how many columns, portrait or landscape
4.
Report Content - what to put in the columns, what to group the data by and whether or not to
count people within those groups.
To create your own delegate listing, take the following steps.
1.
Select what kind of delegate you want to list. You can choose from Confirmed Delegates
(these include full and partial registrations), Confirmed Full Delegates, Confirmed Partial
Delegates, New Cancellations, New Registrations and Potential Delegates.
2.
If you choose New Registrations, you can enter a date from which all new registrations will be
listed. The date you enter will include those people who registered on or after that date. You
can’t leave the Only Show New Registrations Since field blank, however this field is only used
for the New Registrations listing.
3.
If you choose New Cancellations, you can enter a date from which all new cancellations will be
listed. The date you enter will include those people who cancelled their registration on or after
that date. You can’t leave the Only Show New Cancellations Since field as blank, however this
field is only used for the New Cancellations listing.
4.
Select the Report Format you wish to use. You can have up to five columns plus the person’s
name.
5.
Selected what data you want shown in each column by clicking on the pull-down list on the
right of the Column 1 - 6 combo boxes. These fields are limit-to-list (if you get stuck in an error
loop, press the ESC key on your keyboard).
6.
Select what you would like to group the data by, for example, you might like to group your
listing by State.
7.
Decide whether or not you need the system to count the number of delegates in each group.
8.
Click on the Preview button to produce the listing.
To produce mailing labels, take the following steps.
1.
Select what kind of delegate you want to list. You can choose from Confirmed Delegates
(these include full and partial registrations), Confirmed Full Delegates, Confirmed Partial
Delegates, New Cancellations, New Registrations and Potential Delegates.
2.
If you choose New Registrations, you can enter a date from which all new registrations will be
listed.
3.
If you choose New Cancellations you can enter a date from which all new cancellations will be
listed.
4.
Click on the Label button. The labels will use the stationery selected in Global Options on the
Setup Menu.
Toolbar Buttons
Click to run the report to the screen, i.e., this report layout has no page breaks.
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Click to produce mailing labels for the selected delegates.
Click to produce a listing.
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Event Reports
This menu contains the most common event reports. Some of these reports appear on the relevant
forms, for example, Menus is also on the Catering Events form.
Click
on the
scroll
bar for
more
reports
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To use this form, click on the record selector bar beside each report you want to print, then click on
the Preview button. Alternatively you can use the up and down arrows on your keyboard to
navigate to the report you require. For those reports you print often, mark the Favourite check box
to move them to the top of the form.
All the reports are displayed in print preview. This enables you to print all or some of the report to
hard copy, nominate the number of copies and nominate the printer.
Attendance Certificates
These report will produce, one for each person, an attendance certificate listing all sessions
marked as confirmed as attending, and if appropriate, the professional education credits gained. If
no sessions are marked for a person, no certificate is produced.
Attendance Certificates (without Session Details)
This report will produce, for all delegates listed as ‘At Event’, a generic Attendance Certificate.
Catering Events
This is the reference file listing from the Catering Events form.
Catering Non-Attendance
This report shows the name and organisation of people who will not be attending an inclusive
catering function. To register someone as a non-attendance, click on the Not Attending button on
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the toolbar of the Registration Details form. The report starts each catering event on a new page
and sorts the detail of the report by family name then given name.
Catering Requirements
This report shows the number of people to be catered for at each catering event, based on the
details entered in the Catering Events form. The system will determine the number for each
catering event by looking at the number of delegates (if you’ve indicated that the catering event is
for all full registrants) and the number of attendees at the associated add-on functions. The report
is sorted in chronological order of catering event. To check catering requirements for a single event
quickly, the actual number attending is displayed in the field Actual in the Catering Budget section
of the Catering Events form.
Confirmed Full and Partial Delegates with No Add-Ons
This is a simple list of all delegates with no Add Ons.
Confirmed Full and Partial Delegates with No Confirmed Sessions
This is a simple list of all delegates who have no confirmed sessions.
Delegates by Registration Date
This report shows the name, position, division and organisation of full delegates grouped by
registration date. All partial registrants (those that are registered by an add-on) are grouped
together under the heading Partial Registrations.
Delegates by Registration Type
This report shows the name, position, division and organisation of full delegates grouped by
registration type. All partial registrants (those that are registered by an add-on) are grouped
together under the heading Partial Registrations.
Draft Expression of Interest Form
While the Draft Expression of Interest Form, Draft Registration Form and Draft Programme Front
Page could be used for your event, the primary purpose of these forms is for checking against the
brochures and forms you create, to make sure that those brochures and forms are accurate and
that they contain all the information you have entered into Summit. This will ensure that you
capture the information you need to get the most from Summit. Unlike templates, drafts will change
each time the information within the system changes. In the Draft Expression of Interest Form, the
heading comes from the Short Name and Full Name entered on the Event Details form on the
Setup Menu. The name and address fields are those required for the Personal Details form. The
information on official venue and official carrier is entered on the Expression of Interest (EOI) and
Profile form and is reported, in summary, on the Interest To Date report. The profile information is
based on the profiles you’ve entered on the Profiles form. The address information in the document
footer comes from the address details entered on the Secretariat Details form on the Setup Menu.
Draft Programme Front Page
All the information, except for the event venue name, is based on the information entered on the
Event Details form on the Setup Menu. The venue name comes from the Venue Name entered on
the Venue Details form on the Setup Menu.
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Draft Registration Form
The heading comes from the Short Name and Full Name entered on the Event Details form on the
Setup Menu. The name and address fields are those required for the Personal Details form. The
profile information is based on the profiles you’ve entered on the Profiles form. The registration
types information is based on the fees and descriptions set on the Registration Types form on the
Setup Menu. The add-ons information is based on the costs and descriptions set on the Add-Ons
form on the Setup Menu. The add-ons are displayed in order of the display sequence specified on
that form. The accommodation and travel fields are those required for the Hotel and Travel
Booking forms. The hotels and room rates displayed are based on the hotels entered in the Hotels
form on the Setup Menu. The address information in the document footer comes from the address
details entered on the Secretariat Details form on the Setup Menu.
Event Activity
This report prints the same information as the Income Reconciliation report but without any
financial data. It displays the number of people involved in each separate event activity, viz.,
registrations (partial and full), add-ons, exhibitors, sponsors, advertisers, hotel and travel bookings.
Event Activity Export
This function enables information within the event report to be exported to an alternative format.
Information exported includes delegate name, accompanying person name, organisation,
registration type and add on’s.
Event File Conversion Report
This report details all incidents in relation to converting an event from Summit Version 3 to Version
4. An incident is something the program had difficulty with that you may need to follow up.
Event Summary for Badges on Avery 5392 (US Letter)
Print of the event summary to include on badges. US letter format.
Event Summary for Badges on Ezi-Tag 95x112
Print of the event summary to include on badges. US letter format. Ezi-Tag format.
Extended Function Attendance with Accompanying People (Tabled
Only)
This report prints a delegate list for the event or if there if more than 1 function, you will be asked to
select the function.
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Frequent Flyer Details
This report list all Frequent Flyer details recorded against each person in the Extra Details form.
The report is in family name order.
Function Attendance…
There are four function attendance reports: Function Attendance by Family Name with Special Diet
(includes all people in alphabetical order), Function Attendance by Organisation (includes all
people in organisation order), Function Attendance with Accompanying People and Function
Attendance with Accompanying People with Special Diet.
Individual Schedules
A schedule is produced for anyone involved as either a presenter, chairperson or session aide at
the event. Each person begins on a new page and all activities are listed chronologically.
Interest to Date
This report shows the interest to date in the event based on what has been entered into Summit so
far. The top part of the report shows the number of expressions of interest received and follows
with the breakdown, into potential and confirmed, of the interest to date by participation category.
Note that anyone who has expressed interest is deemed to be a ‘potential’ participant. Once they
have registered, they are then deemed to be ‘confirmed’. A person can never be both potential and
confirmed in the one participation category. The report also shows the number of people who have
expressed an interest in using the official carrier and staying at the official venue. These figures
can assist in determining the best possible outcome when dealing with the carrier and venue. The
bottom part of the report shows progressive participation for delegates by date. Once a registration
trend is established, this information can be useful for predicting final attendance. It can also be
used to compare registration patterns for the same event each year.
Menus
This report details the menu entered against each catering event. It is sorted by catering event
date and time. If nothing was entered into the Menu field in the Catering Event form, the catering
event would still be listed but the words ‘No menu specified’ is be printed.
Name, Organisation and Registration Type Details
This report prints the delegates’ name, organisation and their Registration Type. The first report
includes full and partial delegates (partial is with a Registration Type Add-On), the second reports
only full delegates.
Name, Organisation, Event Participation, Accommodation Details
and Notes
This report prints the delegates’ name, organisation and their registration details Registration
Types and/or add-ons, along with their accommodation details and any notes.
Organisation, Name and Registration Type Details
This report prints all delegates, both full and partial and groups them by organisation.
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Organisations by Registration Type
For each registration type, all registrants are sorted by family name within organisation. All partial
registrants (those that are registered by an add-on) are grouped together under the heading Partial
Registrations.
Other Involvement Details
This report lists for each person who is a confirmed ‘Other Involvement’ the organisation and the
details of the involvement. The report is sorted by family name.
Participation Record
This is a report prints participation detail records of all delegates. Financial information is not
printed.
Participation Record (Without Money)
This is a report prints participation detail records of all delegates. Financial information is printed.
Possible Duplicates (Matching Family Names)
This report lists every occurrence where a family name appears on the database more than once.
It displays the Person Number as well as the full name and address so that duplicate person
details can be seen.
Profiles Breakdown
This report shows each interest Profile and the number of people who have been marked with it in
each participation category. This information can be valuable when preparing marketing material
and the event programme to ensure that the event is targeted at the most popular profiles. As the
use of this information is general rather than exact, and the report can take quite a long time to run,
you’re given the choice of creating new report data, or using the last calculated report data. The
‘Pot.’ and ‘Con.’ at the top of each column of the report refer to potential and confirmed
respectively in each participation category. There is one row of the report for each profile you’ve
set up on the Profiles form.
Running Sheet (Landscape and Portrait)
This report contains all sessions (with the associated presentations and equipment requirements,
as well as the running sheet notes and setup tasks), all catering events (with the catering running
sheet notes and setup tasks, plus the menu) and all ad hoc running sheet notes in chronological
order.
Each day starts on a new page. The report prints all the activities that are to happen at the event; it
shows in date and time order what is to happen, where and at what time it is to happen and any
additional instructions to a person or organisation who is responsible for ensuring a task is
performed. You can choose whether or not to show sessions that do not contains presentations.
The report can be either landscape or portrait - both reports have the same data so it’s a matter of
preference. These reports can also be run from within the Organiser form.
Schedule
This report shows the flow or structure of the event by listing all the sessions and catering events in
date and time order. This enables the organisers to see at a glance that there are no overlapping
activities scheduled.
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Schedule by Location
This report is a schedule of all sessions and catering events grouped into the locations where the
sessions and catering events will occur. This enables the organisers to ensure that each location is
not ‘double booked’, nor is it under utilised.
Session Attendance
This report lists all people, and their organisations, who have been confirmed as attending a
session. Each session starts on a new page and the number of people is totalled. The report is
sorted by family name then given name within each session.
Session Attendance Export
This report lists all people who have been confirmed as attending sessions, and enables
exportation of information in a single row per person format, with a maximum of up to 82 sessions
per person.
Session Attendance Summary
This report lists all sessions, against which the number of people preferred and confirmed to attend
is totalled. The report is sorted by the date and time of the session. This report is printed in portrait
and the other is in landscape.
Session Chair Report
This report is for use by the session chair and contains details on the session’s date, time, location,
description and standard equipment. For each presenter in that session, the start time,
presentation title and abstract, the author, the duration of the presentation and the equipment
requirements are printed in the order specified in Order in Session. If the presenter’s biography
has been entered into the system, it is printed on the report. If not, a box is printed into which the
chair can hand write the biography. Any notes that have been entered against the presentation will
be printed. Each session starts on a new page and the presentations are sorted by Order in
Session. Each session will printed even if a session chair has not been specified for that session.
Session Choice by Person
This report lists for each person who has selected sessions, the person’s name, organisation, all
sessions selected and the associated status – preferred or confirmed. The report is in family name
order.
Session Preferences and Attendance
This report prints the name and organisation of anyone who has indicated a preference to attend a
session, or who has been confirmed as attending. The report totals the number in each column.
Each session starts on a new page and if no one has been registered for that session, it does not
appear on the report.
Sessions at a Glance on Avery (5392 US Letter)
This lists all the sessions a delegate has been registered for and can be printed on different sized
labels.
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Sessions at a Glance on Avery (A4 8 Per Page)
Sessions at a Glance on Avery (A4 6 Per Page)
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Correspondence
This option enables you to correspond with your participants in a variety of ways. There are two
tabs: Individual and Group. You can create a Financial Group from within Personal Details →
Money Menu → Financial Group.
To correspond with your event participants, take the following steps.
1.
Select whether you require correspondence to be sent to the individual participant or to
Financial Group Leaders and select the appropriate tab.
2.
Select the Correspondence Type you require.
3.
Each correspondence type, with the exception of the Participation Record and the
Organisation Receipt, can have user defined text both at the top (after the ‘Dear...’) and the
bottom of the letter. To define your own text, after you select the Correspondence Type from
the list, click on the Edit button. The way this text is used in constructing correspondence is as
follows:
•
•
•
•
•
•
•
•
Heading (if marked on Event Options form)
Date
Address Details
Salutation (if appropriate)
The text you’ve entered as text for the top of the document
The information for the correspondence type
The text you’ve entered as text for the bottom of the document
Footer (if marked on Event Options form).
Refund notices are printed with the Receipt Run.
4.
In the Produce option group, select New Correspondence Only if you want to send the
selected correspondence only to those people who haven’t been sent this particular letter.
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Select Redo Correspondence from <date> to <date> if the last batch of letters didn’t print
correctly and you confirmed the print, i.e., these letters have a date printed in the associated
letter printed fields. For example, the Itinerary Sent field on the Registration Details form.
5.
If you require address labels, select the Produce Address Labels option in the Address Labels
option group. The format of the address labels will depend on the Address Label Stationery
selected in Global Options. Select the Don’t Produce Address Labels option if none are
required.
6.
Click on the Preview button to print the letters. All letters will be sorted by family name except
for the Organisation Receipts. The labels are printed in the same order. If you have selected to
have some of your correspondence faxed, you should ensure that WinFax Pro (version 9.0 or
later) is running before you click Preview.
If you marked the check box Create Contact Record when Correspondence Sent in Event
Options, you will be asked for the name of the person sending the correspondence. A contact
entry, with your selected Contact Type (again in the Event Options form), will be created for all
people being sent the letter.
7.
After printing the hard copy correspondence, Summit will fax correspondence to people who
have Fax as their Correspondence setting and then place e-mails with the correspondence as
attachments in your mailing system out tray for people who have ‘E-Mail’ as their
Correspondence setting.
8.
To modify the letterhead that appears at the top of all correspondence for this event, select
Letterhead.
9.
After printing the letters, Summit will ask you if everything printed to your satisfaction. If you
say Yes, Summit will write the current date in the associated letter printed field for each
person. If you say No, these fields are not updated and you can re-run the correspondence.
Correspondence Log
Each time you do a correspondence run, a report is produced detailing all the correspondence
produced in that session. All this information is stored in the Correspondence log and can be
reprinted at any time.
You can reprint the log from and/or to specific dates by entering the dates in the From and/or To
fields and then click on the Preview button. You can restrict the report to only those log entries that
contain specific text by entering the text you are looking for in the Containing Text field. For
example, you could use this to find when correspondence for a particular person was produced
and how it was sent to them (letter, fax or e-mail).
You can delete some or all of the Correspondence log if you no longer want to keep the history
information on file. To delete all of the log, click on the Delete button. To only delete part of the log
enter the earliest date to delete in the From field and the latest date to delete in the To field then
click the Delete button. You can restrict the deletion to only those log entries that contain specific
text by entering the text you are looking for in the Containing Text field.
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Toolbar Buttons
Click to select individual people to receive invoices. Only available when you select
the Invoices Only for Selected People option.
Click to edit the standard Summit letterhead.
Click to edit the top and bottom text of the selected correspondence prior to printing the
letter.
Click to print the selected correspondence.
Individual Receipts and Refunds
This process produces receipts and refunds with address labels for all payments allocated since
the last receipts were printed. A receipt contains all payments made for an individual since the last
time a receipt was issued. Each payment has it’s own receipt. A refund is deemed a negative
receipt. This process is independent of the Banking Run that produces bank deposit slips and
payment summary reports. Receipts are produced in family name order. Note: As this process will
update the Receipts table, it can’t be run while anyone else is allocating payments.
You can choose if you want the standard header (the short and long name of the event) and the
footer (the secretariat details) printed on each receipt as you may have your own letterhead. You
can turn them off by unmarking the Print Page Header/Footer on Correspondence fields in Event
Options. You can edit the standard Summit header by clicking on the Letterhead button. Summit
will print a salutation on the receipt if you have selected it in Global Options.
If you confirm that everything has been printed correctly, a summary report of all receipts
processed will be produced and all receipts will be marked as having been printed. If you don’t
confirm that everything has been printed correctly, the receipts you’ve processed this receipt run
will not be marked as printed and can be printed again. After you’ve completed or cancelled the
Individual Receipts and Refunds run, other users may resume allocating payments.
Organisation Receipts
An Organisation Receipt contains details of payments made to all people who haven’t been printed
a receipt, and who belong to the same organisation at the same address (i.e. matching address
line 1, address line 2, suburb/town and state). Note: The best way to ensure you have the same
address for people of the one organisation is to use the Fill button to the left of the Organisation
field on Personal Details.
The receipt amount will not match the payment amount if a) not all of the payment has been
allocated or b) the people are not at the same address.
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Receipts Processed on <Date> Report
This report is created after you confirm that a Receipt Run has completed successfully. This report
shows all receipts issued today. The report shows the person’s name, organisation, receipt
number, the related payment number, the date the receipt was issued and the date the payment
was received, the breakdown of how the receipt was allocated and any payment notes. It’s sorted
in family name order. This is a cumulative report, so if you’ve done multiple receipt runs today, this
report will show the receipts issued by all the receipt runs.
Confirmation Letters
Confirmation letters are used to advise the different participation categories of their inclusion in the
event. The categories are delegate, presenter, exhibitor, sponsor and advertiser. Sending a
confirming letter ensures that you have in writing what is understood by you to be the facts. This
may reduce the risk of a misunderstanding at a later stage.
Confirmation letters are normally produced once for each person. When you print confirmation
letters, Summit selects all records in the nominated participation category that have been marked
as confirmed, but don’t have a date in the corresponding Confirmation Letter Sent field. After the
letters have been produced, and on confirmation from you, Summit updates the relevant
Confirmation Letter Sent field to the current date. These fields are found on the Registration Details
form (delegate), Presenter Details form (presenter) and Trade Details form (exhibitor, sponsor and
advertiser).
If you wish to produce a second letter for a person, clear the Confirmation Letter Sent field in the
associated form on the person’s record. Another confirmation letter will be produced for that person
next time you print confirmation letters for that participation category. Alternatively, if you wish to
redo the letters for all people for that date, select the Redo Correspondence for Date option on the
Produce option group.
Delegate Confirmation Letters (With Money Details)
A person will receive a delegate confirmation letter if there is no date in the Confirmation Letter
Sent field on the Registration Details form and there has been some delegate type activity
recorded against them - a registration type, an add-on and/or a session. If just a hotel or travel
booking is recorded for them, they are not deemed to be delegates and no letter would be
produced for them. See Itineraries.
Both delegate confirmation letters (with and without money details) include the registration details,
the add-ons, the sessions and the associated status, the hotel and travel booking details. They use
the same top and bottom user defined text. This confirmation letter includes any money involved
under the three headings: Amount Due, Amount Paid and Amount Still Owing. It then totals all
activities under those headings.
If you wish to reprint a confirmation letter for a delegate, remove the date in Confirmation Letter
Sent field on the Registration Details form.
Delegate Confirmation Letters (Without Money Details)
This delegate confirmation letter has the same layout as the above letter without any reference to
money.
Presenter Confirmation Letters
This letter can be sent to presenters once the Programme Committee has selected their abstract to
be included in the event programme (i.e., ‘Congratulations, your abstract has been selected for
inclusion...etc.’). In order for a person to have a letter printed for them, you must first confirm them
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by marking the check box Confirmed as Presenter on the Presenter Details form or the Conf Pres.
check box on the Programmer form. You must also set the abstract status to Selected. Only
Confirmed Presenters with Selected abstracts who don’t have a date in the Confirmation Letter
Sent field on the Presenter Details form will have a confirmation letter produced for them.
This enables this process to be run more than once as the programme is being fine-tuned and not
select the same people. The user-defined text is printed before and after the data regarding the
abstract and session placement.
If a person has submitted more than one abstract, all abstracts that have a status of Selected will
be included in the one confirmation letter.
Presenter Confirmation Letter with Registration Details
This will produce a letter containing all presenter information as well as all delegate information
(see above). It will update both the Delegate Confirmation Letter Printed Date and the Presenter
Confirmation Letter Printed Date on confirmation from you.
Exhibitor Confirmation Letters
These letters are produced for people who have been marked as Confirmed Exhibitors, but who
don’t have a date in the Confirmation Letter Sent field in the Exhibitor tab on the Trade Details
form. The letter prints any user-defined text before and after what booths have been booked for
them, the cost of the booths, the amount they have paid so far and the amount still owing.
Exhibitor Confirmation Letter with Registration Details
This will produce a letter containing all exhibitor information as well as all delegate information (see
above). It will update both the Delegate Confirmation Letter Printed Date and the Exhibitor
Confirmation Letter Printed Date on confirmation from you.
Sponsor Confirmation Letters
These letters are produced for people who have been marked as confirmed sponsors, but who
don’t have a date in the Confirmation Letter Sent field in the Sponsor tab on the Trade Details
form. The letter prints any user defined text before and after the details of their sponsorship, the
amounts they have pledged to sponsor, the amounts they have paid so far and the amounts still
owing.
Advertiser Confirmation Letters
These letters are produced for all people who have been marked as Confirmed Advertisers, but
who don’t have a date in the Confirmation Letter Sent field in the Advertiser tab on the Trade
Details form. The letter prints any user-defined text before and after the details of the advertising,
the cost of the advertisement, the amount they have paid so far and the amount still owing.
Itineraries
Itineraries are printed for all people who have a hotel, flight or transfer booking and no date in the
Itinerary Printed field on the Registration Details form. The hotel booking, flight and transfer details
are printed in chronological order. These people need not be delegates. If you want to reprint an
itinerary for a person, clear the Itinerary Printed field on the Registration Details form.
Invoices
All the invoice options will produce an invoice for each person who owes money (depending on the
selection criteria) and an address label, if requested. All invoices are printed in family name order.
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All invoices use the same user defined top and bottom text and will print a salutation if you’ve
marked the Print Salutation on Receipts and Invoices field in Global Options. The invoice will detail
all liabilities (what they owe money for), the amount due, the amount paid to date and the amount
still owing. It will then total these fields into the Current Financial Status box.
Invoices for Anyone Who Owes Money
This process produces invoices and address labels for all people who owe money. This option,
even though it will ask to confirm the current date on the internal field Invoice Printed, will always
print an invoice for whomever owes money. If you want to do, say, a weekly invoice run, select the
option Invoices for People Who Haven’t Had Once Since <date> or if you want to target selected
people, chose the option Invoices for Selected People.
Invoices for People from a Particular Organisation
If desired, invoices can be restricted to a particular organisation. Select the organisation to which
you wish to restrict the Invoice Run in the field to the right of the option box by clicking on the down
arrow. Click on the Preview button to produce the invoices. One invoice will be produced for each
person in the selected organisation who owes money.
Invoices for All People Who Haven’t Had Once Since ...
This option is useful if you’re printing invoices on a weekly or monthly basis. Select this option then
enter a date. An invoice will be produced for all those people who have never been sent an invoice
or who have an Invoice Printed date of less than the date you enter.
Invoices for Selected People
When you select the Invoices for Selected People option, the Select Invoices button will be
displayed on the toolbar. If you click on this button, the form below displays the details of the
amounts outstanding for all people who still owe money, and enables you to produce invoices for
selected people.
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To locate a record for a particular person, click in the Find by Family Name field and enter all or the
start of the family name and then press Tab or Enter. Mark the Selected for Next Print Run check
box for each person for whom you wish to produce an invoice. Once you’ve marked all the required
records, click on the Exit button. This will close that form. Click on the Preview button to print the
invoices. On confirmation of the print, all marked check boxes will be cleared.
Participation Records (With Money Details)
Participation Records don’t have any user defined text or a salutation. You will be asked ‘Do you
wish fields with a zero value to be shown on the participation record?’. Click Yes or No as required.
The Participation Record details all registration activities (registration type, add-ons and sessions)
and any hotel or travel bookings. If there is no activity in any area, no heading is printed for that
area. The data in the record is right aligned.
Participation Records (Without Money Details)
This Participation Record looks the same as the one above except it contains no money details
and the data in this record is left-aligned.
Tax Invoices and Adjustment Notes
Generating and printing tax invoices is a multi-step process. When you select this option, you have
a choice of only printing unprinted tax invoices, or you can ask the system to re-check every
previously issued tax invoice to see if any of the original requirements have altered, for example, a
person has cancelled their Harbour Cruise.
If any requirements have changed, the system will issue an Adjustment Note (detailing the original
requirements) and re-issue a new Tax Invoice with the new details. In a large database, this
process could take a while. You can set the system to stop and ask you for the reason for each
Adjustment Note or you can have the system use the default reason. This is set in Setup -> Event
Options -> Tax tab.
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Group Correspondence Tab
Group Receipts
A receipt will be printed with the details of all payments (which have not yet been printed) made to
people from within each Group – regardless of where the payments have come from. Receipts are
only printed for Group Leaders, i.e., those people not in a group will not have a receipt printed for
them.
Invoices for Anyone Who Owes Money
This process produces invoices and address labels for Group Leaders and/or people within the
group who owe money. This option, even though it will ask to confirm the current date on the
internal field Invoice Printed, will always print an invoice for whomever owes money. If you want to
do, say, a weekly invoice run, select the option Invoices for People Who Haven’t Had Once Since
<date> or if you want to target selected people, chose the option Invoices for Selected People.
Invoices for All People Who Haven’t Had Once Since ...
This option is useful if you’re printing invoices on a weekly or monthly basis. Select this option then
enter a date. An invoice will be produced for all those Group Leaders and their people who have
never been sent an invoice or who have an Invoice Printed date of less than the date you enter.
Tax Invoices and Adjustment Notes
Generating and printing tax invoices is a multi-step process. When you select this option, you have
a choice of only printing unprinted tax invoices, or you can ask the system to re-check every
previously issued tax invoice to see if any of the original requirements have altered, for example, a
person has cancelled their Harbour Cruise.
If any requirements have changed, the system will issue an Adjustment Note (detailing the original
requirements) and re-issue a new Tax Invoice with the new details. In a large database, this
process could take a while. You can set the system to stop and ask you for the reason for each
Adjustment Note or you can have the system use the default reason. This is set in Setup → Event
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Options → Tax tab. Group Tax Invoices are still created against each individual but are
amalgamated into the one document and addressed to the Group Leader.
Form Letters
Form letters are a quick and easy way of contacting people who are either potential or confirmed in
any of the participation categories.
To help you monitor correspondence and materials you may be sending to people, Summit
enables you to track when form letters were last sent to people in each participation category or to
the entire database. The Last Form Letter Sent Date, as well as an optional Kit Sent Date can be
used when selecting recipients of form letters. A kit is any set documentation provided by you to
the participant. An example is an Exhibitor Kit that details the booths available, the prices and the
responsibilities of the exhibitor.
These dates, Form Letter and Kit Sent, may be used in any way you wish, as they are not used
anywhere else in Summit. This form enables you to edit the text of the form letters, select the form
letters to print or commence the merge process.
To create and send a form letter without using the Merge option, take the following steps.
1.
Select the option corresponding to the desired participation category and click on the Edit
button.
2.
The Letter Text form will be displayed for you to modify the text for the selected participation
category. Every category can have its own text.
This is a memo field, so it can hold up to 64,000 characters. To create a new line, press Enter.
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The text can’t be formatted as with a word processor, so the text you enter here will be printed
in a 12 point Times New Roman font. Click on the OK button to save your text. You will be
taken back to the menu. Click on the Form Letters button again.
3.
Click on the Preview button and Summit will open the Send Form Letters to Which
<Participation Category> form to enable you to further select records for form letters, based on
last form letter sent date and/or kit sent date.
To produce form letters for all records in the participation category, select the All option.
To produce form letters for only those records that have not had a Kit Sent Date entered,
select the With No <Participation Category> Kit Sent Date option.
To produce form letters for only those records that have a Kit Sent Date before a nominated
date, select the With <Participation Category> Kit Sent Date Before option. This can be useful
if you’re sending out information that was revised on a given date, and only wish it to go to
people who were advised prior to that date. To produce form letters for only those records that
have not had a Form Letter Sent Date entered, select the With No <Participation Category>
Form Letter Sent Date option. To produce form letters for only those records that have a Form
Letter Sent Date before a nominated date, click on the With <Participation Category> Form
Letter Sent Date Before option button.
Select the option corresponding to the restriction you wish to make and then click on the
Preview button to produce the form letters.
4.
Summit will produce the form letters and the corresponding address labels.
5.
It will then give you the opportunity to set the Kit Sent Date and/or the Form Letter Sent Date
to the current date for all people for whom you’ve just produced a letter. The Update
<Participation Category> Sent Dates form will be displayed.
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6.
•
Mark the Set or Reset the <Participation Category> Kit Sent Date for These Records To
Today’s Date check box to have the kit sent date for these records set to the current
date.
•
Mark the Set or Reset the <Participation Category> Form Letter Sent Date for These
Records To Today’s Date check box to have the form letter sent date for these records
set to the current date.
Click on the OK button to confirm that you wish the dates to be set. Click on the Cancel button
to redo this form letter run.
To produce form letters through the Merge facility, take the following steps.
1.
Click on the Merge button.
2.
The next form to be displayed is the Send Form Letters to Which <Participation Category>
form. See above for an explanation of all the options available through this form.
3.
On clicking the Preview button, Summit will start up whatever word processor you nominated
in Word Processor Program Name and Path in Global Options on the Setup Menu. The name
and address details of the people from the selected participation category are loaded as the
data source called summitmm.txt file in the c: directory.
Summit uses the default formltr.doc for all its merge letters but you can save it to whatever
you want and store the new file name in the Event Documents tab in Event Options on the
Setup Menu. Within the word processor, you can enter any text as appropriate and commence
your merge to new document process. Print as required. The address labels will be produced.
Note: If you find that the system has started the word processor, but you are presented with
the Label Skipping form, press Alt+Tab to get back to your document.
4.
On exiting the word processor, the Update <Participation Category> Mailing Dates form is
displayed. See above for an explanation of all the options available through this form.
Toolbar Buttons
Click to create a merge letter for the selected participation category. See Event Options,
Event Documents for producing different letters for each participation category.
Click to enter or edit appropriate text for a form letter to be sent to the selected
participation category.
Click to print a form letter for the selected participation category. The letter will be printed
with the previously edited text for that participation category.
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Name Badges and Tickets
This option enables you to undertake all the tasks related to producing name badges and tickets.
The different sections of this form enable you to decide exactly what you want to produce.
Whenever you open this form, the settings on the form will be the settings you used last.
To produce name badges or tickets, take the following steps.
1. In the Produce What section of the form, select either the Produce Name Badges option or the
Produce Tickets option.
2. In the For Whom section of the form, if you only want to produce badges or tickets for people
who haven’t have one produced, select the Only Produce New Badges or Tickets option. If you
want to produce all badges, whether or not they’ve already been produced, select the Produce
All Badges or Tickets option. The usual method is to select the Produce All Badges or Tickets
option first then after your first print run, select the Only Produce New Badges or Tickets
option.
3. In the Sort Order section of the form, select either the Sort by Family Name then Organisation
option or the Sort by Organisation then Family Name option.
Note: This option only affects the sorting of name badges. It does not affect the sorting of
tickets as they are always produced in family name order.
4. If you’re producing name badges, in the Restrict Name Badges Produced section of the form,
select for whom you are producing name badges from the list box. The usual selection is All
People Automatically Entitled or All People Automatically Entitled plus Accompanying Persons.
The other choices can be used when you want to have different badge styles for different
participation categories. For example, if you had a different name badge style for sponsors, you
might select Only for Sponsors, print the sponsor badges, and then select All People
Automatically Entitled and Only Produce New Badges or Tickets.
5. This list box will be enabled only if you have selected Produce Name Badges. If you want to
produce a number of name badges for special purposes, or for people who are not on the
database, select I Will Enter All Badge Details at the bottom of the Restrict Name Badges
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Produced list box. This will open the Edit Badge or Ticket Details form so you can directly enter
the details to appear on each name badge line.
6. If you are producing tickets, in the Restrict Tickets Produced section of the form, select the
tickets you want to produce from the list box. For tickets, you would only select No Restrictions
if all the tickets for registration types, add-ons and sessions were identical or if only one aspect
of your event was ticketed. If you had a number of functions requiring tickets and were using
different ticket formats, you would do a separate production run for each function.
This list box will only be enabled if you have selected Produce Tickets.
7. In the Name Badge or Ticket Format field, select the format you want to use from the pull-down
list. If you’re uncertain what a particular format looks like, or want to modify it or create a new
format before producing name badges or tickets, click on the Design button to open the Name
Badge and Ticket Design form.
8. To print name badges or tickets, click on the Preview button to display the name badges or
tickets in Print Preview. You will be given the option of editing the details that will appear on the
badges or tickets before they are produced.
If you click on Yes, the Edit Badge or Ticket Details form is displayed.
Edit any information you like then click on the OK button to continue with the process. If you
want to stop the process, click on the Cancel button.
9. If you are exporting, click on the Export button to export the name badge or ticket information to
a file. You will be asked for the export format you wish to use. You will be given the option of
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editing the details that will appear on the badges or tickets before they are exported. See
above for more details on the Edit Badge or Ticket Details form.
You will be asked the name of the file you want to export the name badge or ticket information
to. Once the data has been exported, a Data Export report is printed. This report contains the
details of the export - the filename, format, number of records, etc. and can be given to the
recipient of the diskette.
10. After you have exported or printed the name badges or tickets, you will be asked if you want to
have them marked as having been produced. Once you’ve checked that the export or print
worked correctly, you should answer Yes. This will prevent these badges or tickets being
reprinted or exported during the next production run.
Toolbar Buttons
Click to display a menu of specialised name badges and/or tickets that display each
person’s full conference itinerary.
Click to edit the ticket information before you print it. The Edit Ticket Name form is
displayed. See next page for more details.
Click to open the Name Badge and Ticket Design form.
Click to export the selected details to file. See above for more information.
Click to print the name badges or tickets in print preview.
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Edit Ticket Names
This form allows you to modify the names that will appear on tickets and to lock those changes into
place.
You may first be requested to select the Catering Event. Select the event and click OK.
You usually need to modify the names on tickets when a person selects multiple instances of the
same add-on, for example, 5 tickets to a conference dinner. As Summit can only automatically
work out the names to go on the first two tickets (if an accompanying person is recorded), you will
need to enter the names for the remaining tickets.
To only show the tickets that Summit could not determine the names for, mark the Only Show
Tickets With Unknown Name check box.
Once you’ve modified a name, clear the Unknown Name check box and mark the Lock In check
box. This prevents Summit from overwriting the name you’ve entered when it’s producing the
tickets.
Toolbar Buttons
Click to list all people who will have a ticket produced for them.
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Reporter
This form is a powerful means of retrieving data held within Summit in a variety of selection criteria
to a variety of output media. The Reporter enables you to select records from the database based
on historical participation in previous events, potential or confirmed participation in the current
event, profile, participation in add-ons, and a variety of other criteria. There are seven tabs to the
Reporter: General, Participation, Profile, Saved Queries, Multi-Registration, Multi Add-on and MultiSession.
General
These selection criteria can be combined to produce narrower selections or wider selections if
required. Once you’ve selected the records on which you wish to report, Summit will advise you
how many records fall into that category, and enable you to report on those records in a number of
formats.
From the Reporter you can print a listing, print address labels (in family name, organisation or
postcode order), export the data, print name badges, satchel badges and outer wrappers, create
an intermediary table, produce Word merge letters, send an e-mail or an SMS text message,
export information for magnetic name badges to be sent to Tradevent and export card file details to
MYOB version 6.
To use the Reporter, take the following steps.
Select the required records
When you first open the Reporter, all records in the event database are available for reporting.
1.
You can select people with a specific Position. To select people who have a particular position,
select that position from the pull-down list. The contents of the pull-down list are all the
positions you have entered into the system so far. The combo box is not limit-to-list, so you
can enter what you want. However, if it doesn’t match anything in the list, nobody will be
selected. To select people who don’t have a particular position, select the position then select
the <> sign in the column to the left of the Position field.
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The same rules apply to the selection of Family Name, Division, Organisation, Suburb/Town,
State and Country.
2. You can select people with specific data in the five user defined fields. The names of the user
defined fields are defined by you on the User Defined tab in Event Options. The data in the user
defined fields is entered in the Extra Details form, accessed from the Personal Details form.
3. You can select records with a specific PIN (Person Number) range. Enter a number in the From
PIN field and a number in the To field. All records that fall within those boundaries will be
selected.
4. You can select records based on a Postal Code range
5. You can select people based on Registration Date ranges or Reporter E-Mail and Mail Merge
date ranges.
6. You can select people who don’t have a name badge. To restrict selection to only those people
who haven’t had a name badge produced yet, mark the No Name Badge check box.
7. You can select people who have Asian Name marked
8. You can select people based on missing contact data, for example, phone, fax and e-mail.
Decide what sort selection you wish to make
When you select multiple fields on the Reporter, you can choose whether to have an ‘AND’ or an
‘OR’ selection. An example of an AND selection would be ‘Find all people who are confirmed
delegates AND who are from NSW’. An AND selection reduces the number of people you select.
An example of an OR selection would be ‘Find all people who are exhibitors OR who are sponsors
OR who are advertisers’. An OR selection increases the number of people you select.
The default selection method for the Reporter is an AND selection. If you want an OR selection,
select the Select If Any Fields Match (OR) option in the When I Make Multiple Selections section of
the form (bottom right corner). To switch back from an OR selection to an AND selection, select the
Only Select Where All Fields Match (AND) option.
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Participation
Another mechanism for restricting record selection is by Participation. To include people in one of
these participation categories simply mark the check box in the Are column beside that
participation category. To include people who aren’t in one of these participation categories simply
mark the check box in the Not column beside that participation category.
If you’re making an AND selection, marking more than one participation category restricts the
selection to people to whom each marked participation category applies. If you’re doing an OR
selection, marking more than one participation category increases the selection to people to whom
any of the marked participation categories apply. A person’s record can’t be both potential and
confirmed within the same category, so if you select potential and confirmed within the same
participation category, there will never be any records selected.
•
You can select people with a specific Registration Type. To select people with a particular
registration type, select that registration type from the pull-down list.
•
You can select people with a specific Add-On. To select people who have a particular add-on,
select that add-on from the pull-down list.
•
You can select people with a specific Session. To select people who have a particular session,
select that session from the pull-down list.
The next type of selection relates specifically to delegates. To select people who are either
confirmed full or partial delegates, mark the check box in the Are column beside Confirmed Full
and Partial Delegates. To select people who are not confirmed full or partial delegates, mark the
check box in the Not column beside Confirmed Full and Partial Delegates. To select people who
are full delegates only, mark the check box in the Are column beside Confirmed Full Delegates
Only. To select people who are not confirmed full delegates, mark the check box in the Not column
beside Confirmed Full Delegates Only. To select people who are partial delegates, only mark the
check box in the Are column beside Confirmed Partial Delegates Only. To select people who are
not confirmed partial delegates, mark the check box in the Not column beside Confirmed Partial
Delegates Only. To select people who are definitely not attending, mark the Declined check box.
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Profile
Another mechanism for record selection is by Profile. The number of profiles displayed on the
Reporter will depend on the number of profiles you have defined on the Profiles form. The
maximum number of profiles is 20.
If you haven’t defined any profiles, none will be displayed on the Reporter form. Profiled are
defined on the Setup Menu. As with participation, to include people with a particular profile, simply
mark the check box in the Are column beside that profile. To include people who don’t have a
particular profile, simply mark the check box in the Not column beside that profile.
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Saved Queries
If you have very complex queries, you can save them and retrieve them for later use. You can also
delete unwanted queries.
Select the reporting method you wish to use
Once you’ve determined the records you wish to select, you can specify how you wish to report
those records. Whatever method of reporting you choose, the Reporter will first count the records
you have selected and then give you the opportunity of cancelling or continuing with the report.
This provides a quick and easy way to count records in a particular category.
In the above example we have chosen to select people who are not from Australia and who are
confirmed full or partial delegates and who have a profile of Decision Maker. If we click on the
Listing button, a screen is displayed asking you to confirm the selection. Click on the Yes button to
continue.
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Multi-Registration
You can select multiple Registration Types to report on to create a consolidated report. In the
example below, the people who registered early are selected.
You cannot combine the multiple tab data, i.e., you cannot select Multi-Registration and Multi-AddOn and/or Multi-Session.
You can, however, select from a Multi- tab and from General, Participation, Profile and/or Saved
Queries.
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Multi-Add-On
Select any of the required add-ons from the pull-down list.
Multi-Session
Select any of the required sessions from the pull-down list.
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Toolbar Buttons
Click to export the name and address details for the selected records in the format
required for M.Y.O.B. Version 6 customer card files. Please note the following in
relation to the file produced by this process.
Data Truncation
Only the first 15 characters of Family Name will be used (Summit maximum 30)
Only the first 15 characters of Given Name will be used (Summit maximum 25)
Only the first 80 characters of Job Title will be used (Summit maximum 100)
Only the first 80 characters of Organisation will be used (Summit maximum 100)
Only the first 15 characters of Salutation will be used (Summit maximum 50)
Only the first 25 characters of Contact Name will be used (Summit maximum 82)
Only the first 255 characters of Notes will be used (Summit maximum approximately
64,000)
Data Conversion
The MYOB Address 1 Line 1 field is drawn from the Summit Job Title field.
The MYOB Address 1 Line 2 field is drawn from the Summit Organisation field.
The MYOB Address 1 Line 3 field is drawn from the Summit Street Line 1 field.
The MYOB Address 1 Line 4 field is drawn from the Summit Street Line 2 field.
The MYOB Address 1 details are identical to the Address 1 details.
The MYOB Phone 1 field is drawn from the Summit Phone (W) field.
The MYOB Phone 2 field is drawn from the Summit Phone (M) field.
The MYOB Fax field is drawn from the Summit Fax (W) field.
The MYOB Contact Name field is derived by combining the Summit Title, Given Name
and Family Name fields.
Click to send a specified document to the selected people. If any of the selected people
don’t have fax numbers, Summit asks if you want a list of them. The following screen is
displayed:
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Select the document to be faxed. Summit will fax a copy of it to all selected people with
a valid fax number. After faxing, Summit asks if you want to record a contact against
the selected people.
Click to export the name and address details of the selected records in the format
required by the Tradevent Registrations software package. Send each participation
category in a separate file. Please note the following in relation to the file produced by
this process.
Data Truncation
Only the first 4 characters of Title will be used (Summit maximum 25)
Only the first 30 characters of Job Title will be used (Summit maximum 100)
Only the first 30 characters of Organisation will be used (Summit maximum 100)
Only the first 30 characters of Suburb/City will be used (Summit maximum 50)
Only the first 4 characters of Postcode will be used (Summit maximum 10)
Only the first 3 characters of State will be used (Summit maximum 20)
Data Conversion
The Tradevent Phone field is drawn from the Summit Phone (W) field.
The Tradevent Fax field is drawn from the Summit Fax (W) field.
The one character Tradevent Attendee Type field is determined in the following order:
Attendee Type is initially set to V (Visitor).
If the person is also a confirmed delegate, Attendee Type is set to D (Delegate).
If the person is also a confirmed presenter, Attendee Type is set to K (Speaker).
If the person is also a confirmed other, Attendee Type is set to Z (Other).
If the person is also a confirmed sponsor, Attendee Type is set to Z (Other).
If the person is also a confirmed advertiser, Attendee Type is set to Z (Other).
If the person is also a confirmed exhibitor, Attendee Type is set to X (Exhibitor).
If the person is also an organiser, Attendee Type is set to O (Organiser).
If the person is also a VIP, Attendee Type is set to G (Special Guest).
If the Notes field on the Personal Details form contains the word MEDIA, Attendee
Type is set to M (Media).
Click to send an SMS text message to the selected people. See further on for more
details.
Click to send an e-mail the selected people. See further on for more details.
Click to create a mail merge document with the name and address details of the
selected records inserted. The data source is displayed as part of the message. When
merged, one document is created for each selected record. The documents are sorted
in family name order.
Click to place the name and address information of the selected records into an
interchange table called Demographics. This table may be used as a data source for
Microsoft Office products or for exporting data to other MIE Software applications. The
table is sorted in family name order.
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Click to create one magazine outer wrapper (outsert) for each selected record
displaying the name and address details. The wrappers are sorted in bulk code then
postal code order.
Click to create one label for each selected record displaying the name of the person
only. These labels are suitable for attaching to delegate satchels for identification
purposes.
Click to produce a name badge for each person selected. You will be asked to select a
style. This feature should not be used for tickets. After you close the print preview
window, you will be asked if you want the system to update the Badge Produced field
for each person to the current date.
If you click on the Extended button, you can export most of the information that has
been collected to your nominated format – usually Excel. This Excel file can then be
given to your external badge maker to be turned into name badges with 2D barcodes,
especially for monitoring session attendance.
Click to export the name and address details for the selected records using a number
of different formats. You can elect to export just name and address or extended
information plus travel and accommodation data. As exports are frequently to provide
details to external name badge manufacturers, after you’ve exported the records, the
system will ask you if you wish to update the people’s records as having had their
name badges produced. If you click on the Yes button, the records will be marked as
having had name badges produced and name badges will not be produced for these
records if you do a new name badge production run. The system will provide a default
name for the Excel spreadsheet.
Click to create one address label for each selected record. The address labels are
sorted in family name, organisation or bulk code then postcode order. Bulk code is the
Australia Post Pre-Sort Indicator Code, i.e., Regional Mail Centre codes. The size of
the labels is determined by which address label stationery you selected in Global
Options.
Click to open the Reporter Listing Choices form. See the next page for a full
description.
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SMS Text Messaging
This form is where you enter the details of an SMS text message before sending it. You must first
be registered on the MIE SMSLink Web Server before you can use this feature. To find out more,
visit our website.
When you first open this form, the message that you entered on your last SMS message will be
displayed. You can change this message before clicking the Send button to send the e-mail or emails. Before sending any SMS text message, you should ensure that the number is correctly
formatted. For an SMS text message to be sent successfully there are two essential rules in
relation to how the number is entered:
1. The SMS Country where you are based must be entered in Global Options. This will use the
SMS Web Server of that country.
2. You must only enter only the mobile/cell phone number and not the country code (ie +61 for
Australia).
Any incorrectly formatted numbers will be processed by your e-mail system, but the message will
not be delivered to the mobile/cell phone.
All SMS texts are sent out in PIN order.
Toolbar Buttons
Click to clear the current message details.
Click to count how many characters you have used, and how many characters you still
have available to use out of the 160 character maximum for an SMS message.
Click to send the SMS message to a mobile/cell phone via your e-mail system.
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Repo
orter E-M
Mail
This bu
utton is use
ed to send an e-mail tto the selec
cted people
e. This form
m is where you enter the
details o
of an e-mail before se
ending it. On
n selecting E-Mail, Summit will offfer to print details of any
a
people sselected wh
ho have no e-mail addrress on file..
When yyou first ope
en this form the details that you en
ntered on yo
our last e-m
mail will be displayed.
d
Y
You
can cha
ange any of these details before c licking the Send
S
button
n to send thhe e-mail or e-mails.
If you enter anythin
ng in Saluta
ation Text, w
whatever yo
ou entered plus
p
the perrson’s saluttation follow
wed
by a bla
ank line willl be placed
d at the top
p of the bod
dy of the e-mail.
e
If yoou don’t hav
ve anything
g in
Salutatiion Text the
en only the actual
a
messsage conten
nt will be dis
splayed.
Whatevver you ente
er in Messa
age Subjecct will be dis
splayed as the subjectt of the me
essage in yo
our
mail sysstem’s out tray
t
and the
e recipient’ss mail system
m’s in tray.
The Me
essage field is where yo
ou enter the
e actual dettails of the message
m
yoou want to send.
s
Once yo
ou have sett up your message, clicck on the Send button to send it. C
Click on the
e Exit button
n to
close th
his form with
hout sending any messsage.
Note tha
at sending a message places the mail messa
age in the out
o tray of yyour mail ap
pplication. The
T
messag
ges created here will no
ot actually b
be sent until you start your
y
mail appplication and send the
em.
All e-ma
ails are sent out in PIN
N order. Sum
mmit can tra
ace the e-m
mails being ssent from th
he Reporterr so
that if an error occu
urs it is easier to determ
mine which record is causing the problem.
Toolba
ar Button
ns
Click to send
s
the e-mails.
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Record Bulk Contact
After sending an e-mail, an SMS text message or printing mailing labels, Summit will ask if you
want to record a contact against each person selected. If you say Yes, the following screen is
displayed.
The e-mail and the SMS text message are embedded in the contact details, so you always know
what you sent to whom, and when.
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Reporter Listing Choices
There are a number of different listing layouts to choose from, depending on the type of data you
want to see on the listing. You are also given the option of designing your own reports.
Click
on the
scroll
bar for
more
report
To print a standard listing from the reporter, take the following steps.
1.
It is assumed that you’ve already made your selection on the data you want to report. After
you click on the Listing button, Summit will count the number of records in your selection and
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ask if you still want to produce a listing. Sometimes you may just want the numbers, not the
names. If you want to produce a listing, click on the Yes button.
2.
On the Reporter Listing Choices form, select the listing you require by clicking on the record
selector bar to the left of the report. When selected, the bar will change colour to dark grey
with a white triangle. Click on the Preview button.
3.
If you have marked the Prompt for Alternative Reporter and Delegate Listing Headings check
box on the Global Options form, you will be given the opportunity to modify the listing heading
before it is printed. Change the heading or leave it as is and click on the OK button. The listing
will be displayed in print preview.
To create your own listing, take the following steps.
1.
Again it’s assumed you’ve made your selection and clicked on the Listing button. Select the
report layout you want by deciding how many columns you require. Each of the reports will
display the primary person’s name and then one, two three, four or five columns of data.
2.
Click on the Columns Content button on the toolbar. The following form is displayed.
3.
Select the data you want in each column by clicking on the down arrow to the right of each
field. All the fields are limit-to-list combo boxes so you can’t have data that’s not in the list.
4.
If you elect to have data in the Group By field, the report will effectively be sorted (grouped) by
that data. In the above example, we have used State to group the data. State will become a
subheading with all people living in that State sorted in family name order.
5.
If you mark the Show Number in Each Group field, Summit will total, in this case, the number
of people in each State. Each time you open the User Specified Report Columns form, the
data you selected last time will be displayed.
Note: This same feature is available in the Delegate Lists option.
Toolbar Buttons
Click to define your own report.
Click to print the selected listing.
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Accommodation Reports
This form enables you to print a variety of accommodation reports and to retrieve specially
selected records via the Accommodation Reporter.
To use this form, click on the record selector bar beside each report you want to print, then click on
the Preview button. Alternatively you can use the up and down arrows on your keyboard to
navigate to the report you require. For those reports you print often, mark the Favourite check box
to move them to the top of the form.
All the reports are displayed in print preview. This enables you to print all or some of the report to
hard copy, nominate the number of copies and nominate the printer.
Toolbar Buttons
Click to open the Accommodation Reporter.
Click to display the selected report. All reports are described further on.
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Accommodation Reporter
This form is for producing listings for a selected group of accommodation records. For example,
this allows you to send accommodation reports to just one hotel and mark those records as notified
without marking the reports for all other hotels. It also enables you to issue new instructions to
write to each selected person’s Accommodation Instructions to appear on their itineraries.
There are two steps to using this form.
Step one, select the records you want to include in your report. These fields are Hotel, Room Type,
Arrival Date and Time, Departure Date and Time and Billing Method. You can also choose only
those records With Special Requirements and/or that are Sharing with the nominated
Accompanying Person.
As an example, assume we want a report only showing people staying at The Majestic Hotel
arriving on the 27th October 2010 and we only want to show records which have been altered
since the report was last produced. To do this we would take the following steps:
1.
Select The Majestic Hotel from the Hotel pull-down list
2.
Enter 27-Oct-10 in the Arrival Date
3.
Select the type of records you want. Of these records, you can select New or Altered records
only. If you don’t mark either of the last two check boxes, you will retrieve all records with your
selected criteria. In this example, mark the Altered Records Only check box.
4.
Select the style of report you require: Standard Listing or Listing by Primary Person.
5.
Click on the Preview button to produce your report.
After the report is printed, you’ll be asked to confirm that the report printed correctly. If you click on
the OK button, Summit will update the Hotel Last Notified field on each accommodation record with
the current date and clear the Changed Since Notified check box.
If you’ve printed the reports for internal use, and not to give to the hotels, click the Cancel button
on the Print Confirmation form so that these fields won’t be updated.
The Hotel Last Notified and Changed Since Notified fields are updated so that valid Altered and
New reports can be produced, as well as Total Accommodation Requirements.
Enter any accommodation instructions you wish to appear on people’s itineraries, then press the
Apply New Instructions button.
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Toolbar Buttons
Click to apply the instructions to the selected records.
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Travel Reports
This form enables you to print a variety of travel related reports or to retrieve specially selected
records via the Travel Reporter.
To use this form, click on the record selector bar beside each report you want to print, then click on
the Preview button. Alternatively you can use the up and down arrows on your keyboard to
navigate to the report you require. For those reports you print often, mark the Favourite check box
to move them to the top of the form. All the reports are displayed in print preview. This enables you
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to print all or some of the report to hard copy, nominate the number of copies and nominate the
printer.
Toolbar Buttons
Click to open the Travel Reporter.
Click to display the selected report. All reports are described further on.
Travel Reporter
This form is for producing listings for a selected group of travel records. For example, this allows
you to send travel reports to just one carrier and mark those records as notified without marking
the reports for all other carriers. This form can also be used to add or overwrite travel instructions
that will appear on the selected people’s itineraries, for example, a warning of when to arrive at the
airport.
There are three steps to using this form to produce a specific report.
First, select the records you wish to include in your report.
As an example, assume we want a report only showing passengers travelling on British Airways
departing on the 27th October 2010 and we want to show only those records that have been altered
since the report was last produced. To do this we would take the following steps.
1. Enter 27-Oct-10 in the Departure Date.
2. Select British Airways from the Carrier pull-down list.
3. Mark the Altered Records Only check box.
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The next step is to determine how you want the report sorted. Click the By Carrier, By Passenger
or the By PNR option in the Sort Report section. All reports print the same information but in a
different sort order.
Finally, click on the Preview button to produce your report.
After the report is printed, you’ll be asked to confirm that the report printed correctly. If you say OK,
Summit will update the Carrier Last Notified field on each travel record with the current date and
clear the Changed Since Notified check box.
If you have printed the reports for internal use, and not to give to the carriers, click the on Cancel
button so these fields will not be updated. The Carrier Last Notified and the Changed Since
Notified fields are updated so that valid Altered and New reports can be produced, as well as Total
Travel Requirements.
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Trade Reports
All these reports are about exhibitors, sponsors and advertisers.
To use this form, click on the record selector bar beside each report you want to print, then click on
the Preview button. Alternatively you can use the up and down arrows on your keyboard to
navigate to the report you require. For those reports you print often, mark the Favourite check box
to move them to the top of the form. All the reports are displayed in print preview. This enables you
to print all or some of the report to hard copy, nominate the number of copies and nominate the
printer.
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Equipme
ent Rep
ports
Th
his form ena
ables you to
o print reports of equip
pment requirements. Equipment iss either tech
hnical or
catering equipment, dep
pending if you entere
ed the requ
uirements in
n the Cateering Events
s or the
Presenter Dettails form.
o use this fo
orm, click on
n the record
d selector ba
ar beside each
e
report you
y want too print, then
n click on
To
the
e Preview b
button. Or you
y can use
e the up an
nd down arrrows on you
ur keyboardd to navigatte to the
rep
port you req
quire. For th
hose reports
s you print o
often, mark
k the Favourrite check bbox to move
e them to
the
e top of the form.
Equipmen
nt Requirements by Ca
atering Event
E
Th
his report sh
hows all the equipmen
nt specified
d as require
ed for each
h catering eevent. The report is
sorted in date and time
e order of the
t
catering
g event. On
nly those catering
c
eveents that have any
req
quirements entered ag
gainst them are listed.
Equipmen
nt Requirements by Ca
atering Location
Th
his report sh
hows all the
e equipmentt specified a
as required
d for catering events att each locattion. The
rep
port is sorte
ed in date and
a time ord
der of the ccatering eve
ent within ea
ach locationn. This repo
ort could
be
e used for determining
g if equipm
ment should
d be moved
d from one
e location too another between
catering even
nts. Only tho
ose catering events th
hat have any requireme
ents entereed against them are
listted.
Equipmen
nt Requirements by Pre
esentatio
on
Th
his report sh
hows the eq
quipment re
equired for each individual presen
ntation. Thee report is sorted
s
in
da
ate and time
e order of the
t
session
n. The repo
ort details the standard
d equipmennt of each session,
equipment required fo
ea
ach presenta
ation within
n the sessio
on and the e
or it. This reeport could be used
by
y session mo
onitors to check that all equipmen
nt is presentt and workin
ng for each speaker.
Equipmen
nt Requirements by Sesssion
Th
his report ssummarisess the equipment requiired for eac
ch session and is divvided into standard
s
eq
quipment an
nd equipment for prese
enters. The report is so
orted in date
e and time oorder of the session
an
nd each sesssion is pre
esent - eve
en if there iis no equip
pment. This
s report is tthe most useful for
de
etermining o
overall equip
pment requirements.
31
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Equipment Requirements by Session Location
This report shows the equipment specified as required for sessions at each location. The report is
sorted by location, and then in date and time order of session within each location. This report
could be used for determining if equipment should be moved from one location to another between
sessions.
Equipment Requirements by Session Location with Presenter
Details
This report shows all information, as above, with added presenter details.
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Presente
er Repo
orts
Th
his form ena
ables you to
o print reporrts of abstra
act, presentation and presenter deetails.
Abstract B
Booklet
booklet form
Th
his report inccludes all selected abs
stracts in a b
m.
Abstract B
Booklet with Pre
esenter Biograp
phies
Th
his report inccludes all selected abs
stracts in a b
booklet form
m with addittional biograaphies, if prresent.
Abstract R
Review Status
Th
his report lissts, by pressenter, eac
ch abstract and the status of the review proocess, i.e. for
f each
rev
viewer, the date sent and
a the date
e returned.
Abstract S
Status
Th
his report lissts all absttracts by ab
bstract stattus and totals the num
mber of absstracts with
hin each
sta
atus. The re
eport is then
n sorted by the presentter’s family name then given namee.
Abstractss in Reviiew & Ab
bstractss in Review (One
e Per Pa
age)
Th
his report lissts the statu
us of all abstracts in revview, either all together or one perr page.
Blind Absstracts
Th
hese two reports list the all abstra
acts but onlyy lists the abstract
a
num
mber, the tittle and the abstract
tex
xt, so that re
eviewers arre not influe
enced by the
e author.
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Export Presentations
This enables you to export all your presentations.
Presentation Status by Presenter
This report lists every presentation in this event and against each one prints what is known about it
and what its status is. The report is sorted by the presenter’s family name then given name. This
report can also be run from within the Programmer form.
Presenter Abstracts
This report will list the presenter, the title of the presentation and the abstract of a presentation
(entered underneath the presentation title on the Presenter Details form) only if the presentation
has been selected. The presenter need not be confirmed. You will be asked if you wish to display
the abstract number reference on the report.
Presenter Biographies
This report lists the biographies of presenters. You can restrict the listing to only those presenters
who are confirmed or report on all biographies held on file, regardless of the person’s status as a
presenter. The report is sorted by family name.
Presenter Follow-Up
This report shows to what extent presenters have complied with your selected requirements, and it
enables you to follow up presenters individually to ensure compliance. The presenter’s position,
division and organisation and e-mail address and all recorded telephone numbers are printed to
enable ease of contact. The requirements defined in Presenter Rules on the Setup Menu.
Non-compliance with a requirement is marked with an X, whereas compliance is left blank.
Presenters who have complied with all the requirements will not be printed on the report. The aim
is to get a blank report.
For those rules you have not selected on the Presenter Rules form, the report heads that column
with N/A, for Not Applicable.
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Progressive Participation
This form enables you to select reports on the progressive participation in the event, and produce
the reports in printed format or line graph format.
The information for this report comes from the statistics gathered daily by the system, or each time
you log off. This will occur only if you’ve marked the Prompt for Calculation Statistics When Closing
an Event in Global Options.
Summit notes the date and collects the number of potential and confirmed in each participation
category as at that date. Each report is sorted in date order (oldest occurrence first). The reports
show the date and the number of potential and confirmed in the selected participation category on
that date.
These reports can be used for forecasting participation and high activity periods for future events.
To use this form, click on the option button corresponding to the desired participation category and
then click on the Graph or Print button.
Toolbar Buttons
Click to present the information in graphical form.
Click to print the report.
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Contact Follow-Up
See a description of this form under the Organiser.
Templates
This option gives you access to a variety of document templates that may prove useful when
organising an event, particularly a large conference. These templates are based on documents
used successfully when organising and managing conferences. These templates or documents
may be used by you in organising your event but please remember that these documents are
owned by MIE Software and protected by Australian and International copyright laws and must not
be represented to third parties as other than a component of the Software or offered to third parties
as separate products.
To use this form, click on the template you want to edit, then click on the Edit button, or doubleclick on the name of the document you want to edit. Once the document is loaded, we suggest
saving it under another name, and then modifying it to suit your event’s needs. To edit your
modified document after that, open it from within the relevant application. It will be found initially in
the folder into which you loaded Summit.
To open these documents, you must have the same, or a later version of the corresponding
Microsoft application loaded correctly on your computer system, or you must have entered the
name of your word processor’s path and file name in Global Options.
Unlike drafts, templates don’t change when information within the system changes.
Toolbar Buttons
Click to open the selected template. This button will be disabled until a selection is made.
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FINANCIALS
Payments In
The Payments In form enables you to enter payments you have received. The functionality of this
form is the same as the Enter a Payment form called from within the Money Menu on Personal
Details. Refer to that section for instructions on the use of this form.
Allocate Payments
The Allocate Payment form enables payments that have already been entered into the system to
be allocated against people and activities.
When you click on the Allocate Payment button, the Unallocated Payments form is displayed.
Select the appropriate payment by using the navigation buttons at the bottom left of the form and
click on the Allocate Payment button. In the above example, we only have 1 of 1 (Filtered) record.
Allocating a payment is a two-step process, involving firstly the location of the person’s record
against which the allocation will be made, and then the distribution of the payment across the event
activities for that person.
Toolbar Buttons
Click to allocate the selected payment.
Click to delete the displayed payment.
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Locating a record
As you’ve opened the Allocate Payment form from the menu, it will initially be opened at the record
of the first person on the database (in the example below it’s currently attached to Professor
William Smith). To locate a specific person’s record, use the pull-down lists and filters in the form
header or cycle through records using the navigation buttons.
If you click on the Find by Family Name (Outstanding Balances Only) button, a pull-down list of all
people on the database with a non-zero amount owing will be displayed in family name order. In
the above example, ‘wads’ was entered in the Search Filter Restrict to (part) Name to narrow the
search.
If you click on the Find by Family Name button, a pull-down list of all people on the database will
be displayed in family name order, whether or not they have any amount owing.
If you click on the Find by Organisation (Outstanding Balances Only) button, a pull-down list of all
people on the database with a non-zero amount owing will be displayed in organisation order and
then family name order.
If you click on the Find by Organisation button, a pull-down list of all people on the database will be
displayed in organisation order and then family name order, whether or not they have any amount
owing.
Select the record of the person to whom you wish to allocate the payment by clicking on the entry
in the pull-down list. Once you’ve located and switched to the desired record, the payment can be
allocated.
If you don’t know to whom you must allocate the payment, as the cheque has no delegate name or
event details on it, go to the ‘Allocate a Record: Person Unknown’ topic in Chapter 3, How To.
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Allocating the payment
If you’ve elected that Summit automatically allocate the payments in Event Options, the system will
apportion the amounts across all liabilities. Alternatively, you can enter the amount of this payment
for Registration Charges, Hotel, Travel, Exhibitor, Sponsor or Advertiser in the space provided.
The payment amount doesn’t need to match the Still Owing amount, but it isn’t possible to allocate
more than is remaining unallocated on the selected payment. It is possible to allocate less than is
remaining unallocated, for example, if the one payment was covering a number of different people.
If the payment amount exceeds the amount owing, a red Overpaid will be displayed. Overpayment
may indicate that the person’s details are incomplete or incorrect.
Click on the OK button to complete the payment allocation.
Note: The Restrict to Matching Amount Owed filter uses pattern comparison, not arithmetical
comparison. This means that if you enter ‘5’ the system will find matches with $5.00, $500.00 and
$195.00.
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Finan
ncial Reports
This opttion enabless you to print a numbe
er of financia
al reports.
To use this form, click
c
on the record sele
ector bar beside each report you w
want to printt, then click on
the Pre
eview button. Alternatively you ccan use the up and down arrow
ws on your keyboard to
navigate
e to the rep
port you req
quire. For th
hose reports
s you print often, markk the Favou
urite check box
b
to move
e them to th
he top of the
e form.
All the rreports are displayed in print prevview. This enables
e
you
u to print alll or some of
o the reportt to
hard co
opy, nomina
ate the num
mber of co
opies and nominate
n
th
he printer. N
Not all repo
orts displayyed
above a
are explaine
ed in detail.
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Credit Card Commission Breakdown
This option enables you to produce a report on commissions paid on payments that have been
entered into the system.
You can report on all payments that have been entered, or you can restrict the payments reported
to a specified Payment Type, or the date the payment was banked or processed. Enter the
restrictions (if any) you want on the report and, click on the Preview button. Note: The payment
received date is the date the payment is entered into Summit. The payment banked date is the
date you ran the Banking Run that included the payment - not the date on the Bank Deposit Slip.
GST Receipts and Payments
This report summarises, for a date range, the total amount of income generated (Summit is based
on an accrual system), any GST-free sales, the GST component of the income generated, any
GST paid to Suppliers and what GST amount is still to be paid to the government. This report
provides the figures required for the Australian Business Activity Statement (BAS). NOTE: For any
GST to be reported, your Tax Invoices must have been printed (or indicated to the system that they
have been printed), i.e., the system only creates GST amounts from printed Tax Invoices.
Income Reconciliation Report
This report has two main purposes. Firstly, it shows participation in the event to date in terms of
people in each registration category and people enrolled in or subscribing to each add-on. It also
shows the amount of money owed for all event activities including exhibitors, sponsors, advertisers
and pre-payments for accommodation and travel. Secondly, this report reconciles the three key
financial areas of:
•
the total of the amounts paid and owed by all people based on the activities for which they are
enrolled
•
the total of receipts issued
•
the total of payments received.
If there is any imbalance between these areas, it is shown in the variance section at the bottom of
the report. Any imbalance shown means that either the data files have been tampered with or there
was a system failure midway through a transaction. If there are any variances, you should not
enter any more information until you’ve corrected the reason for the imbalance. See next
page for more information.
You should close and then re-open the Reconciliation Report and the system will assist you in
correcting the errors. The three possible variances are:
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1. Surplus/(Deficiency): Paid plus Owing compared to Calculated Income
If this is a positive figure, it means that the total of receipts issued, plus the amount still owed by
participants is greater than the total amount of income due for the event (based on total
activities multiplied by the appropriate registration and add-on fees).
If this is a negative figure, it means that the total of receipts issued, plus the amount still owed
by participants is less than the total amount of income due for the event (based on total
activities multiplied by the appropriate registration and add-on fees).
2. Surplus/(Deficiency): Individual Payments compared to Payments Allocated
If this is a positive figure, it means that the total of amounts showing as paid on each person’s
record in each participation category is greater than the total amount issued in receipts.
If this is a negative figure, it means that the total of amounts showing as paid on each person’s
record in each participation category is less than the total amount issued in receipts.
3. Surplus/(Deficiency): Individual Payments compared to Receipts Issued
If this is a positive figure, it means that the total showing in payments as having been allocated
to receipts is greater than the total amount of issued receipts.
If this is a negative figure, it means that the total showing in payments as having been allocated
to receipts is less than the total amount of issued receipts.
When Summit attempts to correct these errors, it takes the following steps in the following order.
1.
It checks each person’s add-ons and ensures that the amount due for the add-ons is equal to
the quantity of that add-on multiplied by the fee for that add-on.
2.
It checks that each person’s registration fee matches his or her registration type.
3.
It checks that only people with a valid registration type are shown as confirmed attendees.
4.
It resets each person’s amount due for attendee activities based on the above revised
registration and add-on amounts.
5.
It checks that the amount allocated for each payment matches up to the total of receipts with
that payment number. For any out-of-balance payment allocations, you will be prompted to
allow Summit to reset the amount allocated from the payment to match the total issued in
receipts against that payment.
6.
It checks that each receipt points to a valid payment. If it doesn’t, you will be prompted to allow
Summit to create a new payment for that receipt, with a payment type of ‘Adjustment’.
7.
It checks that the amount showing as paid on each person’s record in each participation
category matches the total of receipts issued for that person in each participation category. If it
doesn’t match, you will be prompted to allow Summit to adjust the amount showing as paid to
the total of receipts for the person.
If Summit carries out all the above procedures, your event will be restored to a state of financial
balance.
Registration Desk Worklist
This report shows all people who are deemed delegates or participants, i.e., they have a
Registration Types and/or an add-on. It lists against every person their organisation, whether
they’re a full delegate or not, amount still owing (if any), if they have been registered as being at
the event and if they have been given a satchel. This report is the listing from the Registration
Desk Worklist form, found on the During Menu, and is used for registering delegates on arrival.
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Banking Run
This process summarises all payments received since the last Banking Run and prepares bank
deposit slips for cash and cheque payments and a summary report for each of the other payment
types used.
As this process will update the Payments File, it can’t be run while anyone else is entering or
allocating payments. The following form is displayed to warn you.
If you have marked the check box Check Payment Details Before Banking Run in Global Options,
you can check and perhaps edit the payments before they’re processed. The following screen is
displayed.
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Once you’ve checked that all your payments are correct, click on the OK button and Summit will
display the Payment Types Requiring Processing form. This form summarises the payments not
yet processed. It displays, for each payment type, the number of payments, the total amount and
the earliest and the latest date of the outstanding payments.
You can overwrite the displayed date with an alternate date for the bank deposit slips. This can be
useful if you’re running this process after banking hours, and want to have the bank deposit slips
marked with tomorrow’s date.
If you click on the Exit button, the Banking Run will be cancelled.
After you’ve specified a new date, or accepted the current date, you can leave all the Payment
Types as marked to be processed, or select only those payment types you want processed.
Click on the Preview button to start the Banking Run.
Summit will do the following tasks in the following order:
1. Produce a bank deposit slip for Cheque payments.
2. Produce a bank deposit slip for Cash payments.
3. Produce summary reports for all other (user defined) payment types, for example:
• a Summary of Mail Order/Telephone Order transactions for American Express,
Bankcard/Mastercard/Visa and ‘Generic’ credit cards
• a Summary of Sales Voucher transactions for Bankcard/Mastercard/Visa, American Express
and ‘Generic’ credit cards
• a Debit Mail Order Summary of charges for Diners Club.
4. Produce a summary report for Reversals.
5. Produce a report detailing the payment breakdown and where payments have been allocated
for that day.
6. Prompt to check if everything has been printed correctly.
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If you confirm that everything has been printed correctly, the Payments Processed on <the
current date> Report will be produced and all listed payments will be marked as having been
processed. If you don’t confirm that everything has been printed correctly, no summary report
will be produced, and the payments will not be marked as processed and the Banking Run may
be re-done. The Payments Processed report is sorted in Payment Type order.
After you’ve completed or cancelled the Banking Run, other users may resume entering and
allocating payments.
Toolbar Buttons
Click to process the payments and print the deposit slips and summary reports.
Re-Do Banking Run
You can re-do a Banking Run even though you have confirmed the Run was completed
successfully. If there are no unprocessed payments, the following message is displayed.
If you click OK, the Select Date form will be displayed so you can choose which Banking Run date
to re-do. The date defaults to today’s date. After selecting a date. The following message is
displayed.
If you select Yes, the Confirm Banking Run message is displayed and you can re-do the Banking
Run now or later.
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Budget
See Budget in Setup.
Receipts Reporter
This option enables you to produce a report on receipts that have been issued (or printed).
This option reports on the allocation of payments, not entry of payments. To determine whether or
not a payment has been received, use the Payments Reporter.
You can report on all receipts that have been issued, or you can restrict the report by entering the
restrictions you wish into the spaces provided. This facility is useful if you’re trying to determine
whether a receipt has been issued to the correct person.
Enter the restrictions (if any) that you want on the report, then click on the Preview button. The
Person Number, Family Name and Organisation fields relate to the equivalent fields on the
Personal Details form. The Receipt Date is the date the receipt was printed. The remaining fields
relate to the equivalent fields on the Allocate Payment form.
As an example, if a Mr Smith was querying whether or not you had issued a receipt for his
delegate payment of $250.00, entering ‘smith’ into the Restrict to (Part) Family Name field and
entering ‘250’ into both the Restrict to Total equal to or greater than and Restrict to Total equal to
or less than fields would restrict the report to only those receipts issued to anyone with a family
name of Smith with a receipt amount of $250.00.
The report will print a total on the Receipts Report of the selection you made. For example, if you
wanted to total your receipts by week or month, enter the date criteria in the restrict date fields and
click on the Preview button.
Toolbar Buttons
Click to print a Receipts Report.
Click to edit a payment.
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Edit Receipts
This option is for displaying receipts that have been previously issued to enable you to reprint or
delete any receipt.
When you open this form, all previously issued receipts will be displayed. You can locate a receipt
by clicking in the Find by Family Name field and entering all or the start of the family name you
wish to locate and then pressing Tab or Enter. Alternatively, you can move between receipt
records by using the navigation buttons at the bottom of the form until you locate the receipt you
wish to reprint or delete.
Click the Mark Receipt As Copy check box if you wish the system to stamp the word Copy on the
receipt. Clear this check box if you do not want the word copy stamped on the receipt. Note that
you can only mark previously printed receipts as copies.
Receipts can only be printed one at a time from within this form.
Deleting a receipt effectively reverses an allocation. For further information on how to delete a
receipt, refer to the topic ‘Reverse an Allocation Error’ in Chapter 3, How To. A message will be
displayed warning you of the consequences of deleting a receipt that has been printed.
This function is also available from the Money Menu on the Personal Details form.
Toolbar Buttons
Click to delete the displayed receipt and reverse the allocation.
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Click to reprint the selected receipt.
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Payments In Reporter
This option enables you to produce a report on payments that have been entered into the system.
It also enables you to edit an incorrectly entered payment.
This option reports on payments, not the allocation of payments. To determine how a payment has
been allocated, use the Receipts Reporter.
If you want a report on the payments held in the system, enter the restrictions (if any) you want on
the report, then click on the Preview button.
As an example, if you wanted to summarise the payments you’ve received by payment type by
week, you would select the Payment Type from the pull-down list in the Payment Types field and
enter the start of the week in the Restrict to Payments received on or after field and the last day of
the week in the Restrict to Payments received on or before field.
The payment received date is the date the payment is entered into Summit. The payment banked
date is the date you ran the Banking Run that included the payment - that is not necessarily the
date that was printed on the bank deposit slip. For example, you may do a Banking Run on a
Thursday night and put Friday’s date for the bank deposit slip. In this case, the system will record
the date you processed the payment (Thursday), not the date you banked the payment. The
remaining fields relate to the equivalent fields on the Payment Entry form.
You may edit a payment after it has been entered into Summit. Please refer to the next page for
more details.
Toolbar Buttons
Click to print a Payments Report. You will be asked if you want to include receipts on the
report.
Click to edit a payment.
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Edit Incoming Payments
In order to correct minor errors after you’ve entered a payment, you can edit it through this form.
Use the Payments In Reporter to narrow down the selection criteria for the payment, then use the
navigation buttons on the bottom of the form to find the required payment.
You can’t change the payment counter, the amount of the payment, the date it was received or
banked, however, all the other fields can be changed.
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Tax Invoices Reporter
This screen allows you to select tax invoices that have already been created and then view them
and modify the reason for the adjustment note or produce a report of the selected tax invoices and
adjustment notes.
You can select all tax invoices which have been entered or you can restrict the tax invoices
selected by entering the restrictions you wish into the spaces provided.
Enter the selection restrictions (if any) that you want and then click the Edit button to view the tax
invoices individually or to make changes to the adjustment note reason. Click on the Preview
button to produce a report of the selected tax invoices.
You can also use this screen to generate tax invoices without printing them or reset your tax
invoices which will delete all existing tax invoices and adjustment notes before regenerating them.
You may want to generate tax invoices and adjustments without printing them to determine your
GST inputs for your activity statement as inputs are determined from the tax invoices.
To generate all unproduced tax invoices click Generate Tax Invoices. To delete all existing tax
invoices and adjustment notes before regenerating all tax invoices and adjustment notes.
Toolbar Buttons
Click to print a Tax Invoices Report.
Click to view (only) a tax invoice or to change the adjustment note reason.
Click to delete existing tax invoices and generate them all ‘from scratch’ without
printing them.
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Click to generate new tax invoices without printing them.
Edit Tax Invoices and Adjustment Notes
Click to view (only) or delete a tax invoice or adjustment note or to just change the adjustment note
reason from the default (entered in the Tax tab of Event Options).
The system will alter the display depending if it’s a tax invoice or adjustment note. If it’s an
adjustment note there will be an area to alter the default adjustment note text under the line item
display. In the case above, you would scroll through the rest of items as only the first five are
displayed. It is strongly recommended that you do not delete tax invoices or adjustment notes as:
1. If the tax invoice has been printed the information in your event file may no longer reflect the tax
invoices you have issued.
2. If you have produced reports for taxation purposes showing GST receipts and payments the
information in your event file may no longer reflect the figures on that report.
You can move between tax invoice records by using the navigation buttons at the bottom of the
screen until you locate the tax invoice you wish to print or you could Fine by Family Name. Once
you have located the tax invoice you want, you can reprint it by clicking on the Preview button.
Mark the Mark Tax Invoice As Copy check box if you wish the system to stamp the word Copy on
the tax invoice. Clear this check box if you do not want the word copy stamped on the tax invoice.
Note that you can only mark previously printed tax invoices as copies.
Toolbar Buttons
Click to print the displayed Tax Invoice.
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Click to delete the displayed Tax Invoice.
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Payments Out
This option enables you to record outgoing payments in relation to your event. It is through this
form that ‘Actuals’ are recorded. There are two pages to this form, accessed by clicking on the
Page Up and Page Down buttons. An example of Page 2 is over the page. Each section on both
pages matches back to the Budget as you can only make a payment out against a budgeted item.
Each payment out you create can cover as many different areas as you wish, but can only be to a
single supplier. Suppliers are defined by you on the Suppliers form on the Setup Menu. For
example, you could pay a hotel for accommodation, catering and other costs on a single payment
but you could not pay a hotel for accommodation and an airline for travel on the same payment.
You can’t make a payment out unless the item exists in the Budget.
It is not necessary to use this form if you’re only interested in the income aspects of your event.
To make a payment out, take the following steps.
1.
Enter the amount you’re paying off against each individual component. You can make a
payment out against the individual Registration Types, Add-Ons, Catering Events, Sessions
on page one of the form and GST, Accommodation, Travel, Exhibition Booths, Other Variable
Costs and Other Fixed Costs on page two. See over page.
If you don’t need to see profit and loss at an individual level, use a single entry in Other
Variable Costs or Other Fixed Costs to cover these costs. You must first enter the item in the
associated section of the Budget form in order to see it in this form. This simplifies the entry of
outgoing payments.
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For Accommodation, Travel and GST, the total paid to all suppliers is shown. If you have more
than one supplier in any of these areas, for example, multiple hotels, remember that you can
only make a payment to one supplier at a time.
2.
Once you’ve entered the components being paid off on this payment, enter the total of this
payment in Payment Amount. If you don’t know what the payment total is, double-clicking in
Payment Amount will automatically set the payment amount to the total of all the entries
you’ve made.
3.
Modify the Payment Date if you won’t be making the payment today.
4.
Modify the Payment Type if you wish. If you want to have a different default payment type,
redefine the Default Outgoing Payment Type on the Event Options form.
5.
Enter the Cheque Number or other payment identifier. If you’re using numerical cheque
numbers, the system will default to the number used on the previous payment, plus one.
6.
Select the Supplier you’re making this payment to from the pull-down list.
7.
Enter any descriptive notes you wish in the Notes field, for example, what the payment is for or
the associated invoice number.
8.
To create the outgoing payment, click on the OK button. After the payment has been created
you will be asked if you want to create another. Click on the Yes button if you want to create
another payment out. Click on the No button if you’ve finished creating outgoing payments. To
close the form without creating an outgoing payment click on the Cancel button.
Example of Page 2:
A payment out, once entered, can be edited or deleted. See Payments Out Reporter.
Toolbar Buttons
Click to move between the pages of the Payments Out form.
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Payments Out Reporter
This option enables you to select outgoing payments in order to produce a report or edit them.
You can select all outgoing payments that have been entered or you can restrict the payments
selected by entering the restrictions you wish into the spaces provided. This facility is useful if
you’re trying to determine whether you’ve recorded details of an outgoing payment or not.
Enter the selection restrictions (if any) that you want.
Click on the Preview button to produce a report of the selected outgoing payments.
As an example, if you wanted to determine what payments you had made to Outrageous Flowers
in May 2010, entering ‘1/5/10’ into the Restrict to Payments made on or after field, entering
‘31/5/10’ into the Restrict to Payments made on or before field and selecting ‘Outrageous Flowers
from the Restrict to Supplier pull-down list would restrict the report to only payments made to
Outrageous Flowers between 1 May 2010 and 31 May 2010. The report prints each payment out,
any notes and the budgeted item against which the payment was made.
Click on the Edit button to make changes to any of the following areas: Payment Date, Type,
Drawer, Cheque Number or Notes. Click on the Delete button on Edit Outgoing Payments to delete
a payment made in error.
See Edit Outgoing Payments on the next page.
To select details of payments you have received in relation to the event, use the Payments In
Reporter.
Toolbar Buttons
Click to edit some of the details on the selected payment. You can also delete an
unwanted payment out.
Click to print a Payments Out report.
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Edit Outgoing Payments
Use this form to correct minor errors after you’ve entered a payment out, or you can delete the
payment.
Use the Payments Out Reporter to narrow down the selection criteria for the payment, then use the
navigation buttons on the bottom of the form to find the required payment.
You can’t change the Payment Number, the Payment Amount or the Supplier, however all the
other fields can be changed.
If you’ve entered a payment in error, you can delete it be clicking on the Delete button. This will
reverse the payment made to that Supplier and against that budget item.
Toolbar Buttons
Click to delete the selected outgoing payment.
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Accounting Export
This form enables you to export transaction information in a format compatible with the import
functions of many accounting packages such as MYOB.
Exporting Transactions
By nominating one of the options within the Transactions section, you can choose to export all
transactions, or just those that still have outstanding balances.
To further limit the amount of transactions exported, you can select the registration date range.
Please note that if you do this, you will only pick up delegate related transactions. You will not get
any of the trade transactions.
Primary Identifier
The Primary Identifier option correlates to the form in which your accounting software identifies
people, this is either by family name or organisation.
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CHAPTER 6
DURING
This chapter describes the options on the During Menu.
These options enable you to:
• process registration arrivals and queries
• determine and score sporting results
• produce professional education credit attendance forms.
Functions repeated from the Before Menu are described within Chapter 5, Before.
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DATA ENTRY
Registration Desk Worklist
The main purpose of this form is to rapidly process delegates arriving at the event.
All people who are confirmed delegates and/or who have one or more add-ons will be included on
this form and report. The records are displayed in family name order.
There are three methods of processing your delegates. You can process them manually using the
printed report, you can process them on-line using the one computer and you can process them at
multiple registration points using many computers. All three methods are explained in more detail
over the page.
Toolbar Buttons
Click to mark all records as At Event.
Click to mark all records as Satchel Given.
Click to ‘drill down’ to the currently selected person’s Personal Details record. You only
have access to this person’s data. Clicking on the OK button in Personal Details will
bring you back to the Registration Desk Worklist.
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Click to print the Registration Worklist Report. This report can be used if you are
processing arrivals manually, or with multiple registration points.
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Process Arrivals Manually
At times it’s not possible to use Summit to register people as they arrive at the event, so they are
noted as having arrived on a pre-printed report. Note: These steps must be taken before you lose
access to the computer system containing the Summit Event Management System.
To process arrivals at the event manually, take the following steps.
1.
Ensure that entry of all registrations, payments and payment allocations is as up-to-date as
possible.
2.
Print (or export if badges are being produced externally) any name badges not yet produced.
3.
If desired, print off invoices to give to arriving participants who haven’t paid for the event.
4.
Print any desired attendance lists.
5.
If you will be handing out the system-generated Attendance Records to participants, print a
copy of it.
6.
Print the Catering Requirements report.
7.
Print the final Accommodation reports.
8.
Print the final Arrival and Departure reports.
9.
Print Equipment Requirements reports.
10. Print a final pre-event Reconciliation Report.
11. Print out the Running Sheet.
12. Open the Registration Desk Worklist form from the During Menu. Click on the Preview button
to produce a printed copy of the registration desk worklist.
13. As people arrive at the event, on the printed Registration Desk Worklist, mark the At Event box
against the names, and as they are given any event materials, mark the Satchel Given box as
shown below.
14. After the event, open the Registration Desk Worklist form on the During Menu and update the
information from the printed copy that you marked manually. Once you’ve updated the
computer system, you will be able to run the Incomplete Participation reports.
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Process Arrivals On-line
On-line processing means you’re able to process arrivals using a computer running Summit at a
single point.
To process arrivals at the event on-line, take the following steps:
1.
Open the Registration Desk Worklist form from the During Menu. All delegates are displayed
showing their organisation, how much money they still owe and if they are a full registration or
not.
2.
As people arrive, locate their records by entering all or the part their names in the Find by Full
Name field, then press Tab or Enter. You can also scroll down the form using the scroll bar on
the right side of the form as all names are in family name order.
You can use the person’s full name here, you’re not restricted to a family name only for
searching. This is to minimise the time required to locate the record for a person with a
frequently occurring family name.
The system will move to the first record with a name containing the letters you have entered.
The search is not case sensitive, so there is no need to enter the letters in leading upper case
or all upper case. If the system doesn’t find any matches for the letters you’ve entered, you’ll
remain at the record you were on when you started the search. If you’re uncertain of the
spelling of a family name, clicking on the down arrow at the right of the family name combo
box will list all family names in ascending alphabetical order for you to choose from.
To move between records where the name matches the letters you’ve entered, click on the
Previous or Next buttons.
3.
Mark the At Event check box for the person’s record.
4.
If you have given the person any materials associated with the event, mark the Satchel Given
check box for the person’s record.
5.
If you have a person querying the registration, accommodation or travel details, find his or her
record and click on the record selector bar to the left of the delegate’s name to select them.
Click on the Zoom button. This takes you to the person’s Personal Details form where you can
discuss all recorded details with them.
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Process Arrivals at Multiple Registration Points
Multiple registration points are a means of reducing the registration desk bottleneck when you have
a large event, or expect to have a large number of delegates arriving over a very short period of
time.
You could use a series of networked computers to register the arrival of the delegates, however,
this is not recommended. As everyone would be using the same screen at the same time for the
same task, and as Microsoft’s Access locks a ‘page’ of data at a time (a few records either side of
the selected record as opposed to a single record), there could be data and network conflicts.
The method described here is a mixture of manual and on-line activities.
To ensure an even flow through multiple registration points, each registration point should be set
up for family name commencing with specific letters of the alphabet (for example, A-K, L-P and RZ).
To process arrivals at the event using multiple registration points, take the following steps.
1.
Open the Registration Desk Worklist form from the During Menu. Click on the Preview button
and produce one printed copy of the Registration Desk Worklist for each registration point.
2.
As people arrive at each registration point, on the printed Registration Desk Worklist, mark the
At Event box against their names, and as they are given any event materials, mark the Satchel
Given.
3.
After the arrivals have been processed, collect all the copies of the printed Registration Desk
Worklist that were marked manually. Open the Registration Desk Worklist form from the
During Menu and update the computer version of the worklist from the printed copies.
4.
When you are certain that the details from all printed copies of the worklist have been entered
into the computer, destroy the original printed copies. This prevents people making entries on
the old printed copies.
5.
Reprint the Registration Desk Worklist for the next batch of arrivals. All data entered so far will
be printed onto the report.
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Add-On Results
This option is for entering the results of any add-on that is competitive in nature, for example, a golf
tournament during a sporting afternoon.
The system caters for events that require scoring on the basis of either points or times. You can
enter placings or have the system place people automatically by clicking the Auto Place button.
To locate a particular add-on, select it from the Find by Add-On field or use the navigation buttons
at the base of the form to cycle through the records.
Once you’ve found the desired add-on, the Person combo box contains the names of all people
taking part in this add-on. Click on the down arrow and select a name or you can enter the name of
each person competing in the event. To allow the use of team names or nicknames, you’re not
restricted to the values in this list. Enter the person’s score and/or time.
If you’re going to use Auto Place, select the option corresponding to the placing method you wish
Summit to use, then click on the Auto Place button. If two people have the same score, they will be
placed equally and the next place will be jumped. For example, if two people tie on first place, the
next place would be third – second place is skipped.
Toolbar Buttons
Click to automatically place the scores displayed on the form.
Click to print the Results Report.
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Results Reports
This option allows you to print the results of add-ons that are competitive in nature.
To print an Add-On Results report, take the following steps.
1. Click on the check box beside each field you want displayed on your report
2. Select the option to print Results for the current Add-On only or to Print results for all Add-Ons.
3. Click on the Preview button to print the report. The report is sorted in ascending place order.
Each time you open this form, the initial settings for fields to display and print will be the ones you
last used.
Toolbar Buttons
Click to print a Results Report.
REPORTS
Attendance Record
This is a generic report that shows all the sessions and associated professional education credits
in an attendance record format. It can be used by delegates to verify their attendance at the event.
The information on session names and professional education credits is entered on the Sessions
form.
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CHAPTER 7
AFTER
This chapter describes the options on the After Menu.
These options enable you to:
• print reports and graphs that break down and analyse attendance and participation
• analyse the marketing of the event
• produce reports of those delegates who registered and didn’t attend and those who attended
the event and didn’t receive the event materials
• perform support functions.
Functions repeated from the Before Menu are described within Chapter 5, Before.
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SUPPORT UTILITIES
Database Table Access
This utility enables you to directly edit the underlying tables in Summit and should only be used if
you know what you’re doing. The following form is displayed.
Run Macro
This utility can run specialised macros and should only be used under the direct supervision of
your qualified support centre.
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Install Custom Update
When you click on the Install Custom Update button, the following form is displayed. This option
enables you to load any custom changes made specifically for you. Note: You can perform an
update of this type at any time and without affecting any event data files. The terminology can be
confusing but an upgrade usually means a different program, for example, re-written in the latest
language, and an update is a patch to the current product.
If you have a custom update database or want to load the specialised postcode table, open the
Update Summit Software form by clicking on the Install Custom Update button on the After menu.
Click on the Connect to the update database button at the top of the form. You will be asked to
specify the location of the update database, a file usually called SEMPu.cdb or one of the
specialised postcode table filenames. The location will be the SEMP folder (or wherever you’ve
unzipped the file). Once you’ve specified where the update database is, Summit will connect to it
and check that it is at least as up to date as the copy of Summit you currently have loaded. Summit
won’t let you load an update from an earlier version. .Click on the Complete the Update button at
the bottom of the form. Summit will be updated to the latest version.
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REPORTS
Participation Breakdown
This option enables you to select reports that break down the attendance in a number of ways. To
use this form, select the desired report, then click on the Graph or Preview button.
Toolbar Buttons
Click to present the information in graphical form.
Click to present the information with numbers in columns.
Confirmed Delegates by Profile
This report shows how many, and what percentage of confirmed delegates fell into each interest
profile. This information can be used for examining how well the event met the needs of delegates,
based on their interest profiles, and for preparing targeting material to promote the next event.
Note that as each delegate can have multiple profiles, totalling the numbers or percentage in each
profile is meaningless. The percentage figure represents the number of confirmed delegates with
that interest profile, as a percentage of the total number of confirmed delegates. Profiles are
entered against each person on the EOI and Profile form from within Personal Details.
Confirmed Delegates by Advertising Source
This report shows how many, and what percentage of confirmed delegates heard about the event
from each advertising source. This information comes from the Source field in Personal Details.
This information can be used for determining promotional strategies for future events.
Confirmed Delegates by State (or Country if not <Default Country>)
This report shows how many, and what percentage of confirmed delegates came from each
geographical area. The attendance is broken down into country, except for the default country,
which is broken down into states. The default country is entered in the General Settings tab of
Event Options on the Setup Menu.
Participation by Add-On
This report shows how many people selected/attended each add-on. The report also shows how
many add-ons people subscribed to. This information can be used for designing future event
programmes. For example, if all add-ons were well subscribed, and most people took a number of
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add-ons, there is probably scope for increasing the number of add-ons in the next event’s
programme.
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Marketing Breakdown Report
This report shows how effectively the data you have in Summit is being used, and how well the
event is being marketed to people.
The Marketing Breakdown report is broken into three separate components.
Overall Breakdown
This section of the report looks at the value of the data you are holding in terms of people
expressing interest in and attending the event. If promotional material is sent to everyone on the
database, the percentage of these being converted to expressions of interest and confirmed
delegates can have a large influence on the promotional costs of the event on a per participant
basis.
•
The Number column shows the number of people in each category.
•
The Percentage of Database column shows the number of people in each category as a
percentage of the total number of people in the database.
•
The Percentage of EOI column shows the number of people in each category as a percentage
of the number of people who have expressed interest.
For example, if only 40% of the total database are expressing interest, and only 50% of these
become confirmed delegates, then 80% of the promotional effort doesn’t result in attendees.
If these percentages drop too low, you may wish to look at deleting inactive records.
Full Database / Expression Of Interest / Confirmed Participation Breakdown
This section of the report looks at how effectively people have been converted from prospects to
expressions of interest and from expressions of interest to confirmed participants in each of the
participation categories. This is a measure of how effectively the event is being promoted and how
well leads are being followed up.
•
The Expressed Interest (EOI) column shows the number of people who have expressed
interest in that participation category. As people can express interest in multiple categories, the
total of this column doesn’t relate to total expressions of interest.
•
The Database/EOI Conversion Rate column shows the number of people expressing interest in
each participation category as a percentage of the total number of people in the database.
•
The Number Confirmed column shows the number of people who have been confirmed in that
participation category. As people can confirm in multiple categories, the total of this column
doesn’t relate to the total number of people confirmed in all participation categories.
•
The EOI/Confirmed Conversion Rate column shows the number of people being confirmed in
each participation category as a percentage of the number of people expressing interest in that
participation category.
•
The Confirmed/EOI Conversion Rate column shows the number of people being confirmed in
each participation category as a percentage of the total number of people in the database.
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Repeat Participation Breakdown
This section of the report provides a good indicator of how your event was really rated by
participants by examining the amount of repeat business you are generating. This is a measure of
the perceived quality and value of your event.
Repeat rates mainly apply to events that are marketed to approximately the same group each year,
such as a professional association or business type annual conference.
•
The Past EOIs category refers to people who have expressed interest in past events in some
way, regardless of whether or not they have eventually participated. Because this category only
refers to expressions of interest the Number Confirmed and Repeat Rate (for confirmed)
columns have no meaning.
•
The Number on Database column shows the number of people who have participated in past
events in each category.
•
The Expressed Interest (EOI) column shows the number of people expressing interest in each
participation category who have participated in past events in the same category.
•
The Repeat Rate column shows the number of people expressing interest in each participation
category as a percentage of those who have participated in past events in the same category.
•
The Number Confirmed column shows the number of people confirmed in each participation
category who have participated in past events in the same category.
•
The Repeat Rate column shows the number of people confirmed in each participation category
as a percentage of those who have participated in past events in the same category.
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Incomplete Participation Reports
This option enables you to print reports of confirmed delegates who are not marked on the system
as having attended the event or being given their satchel. You can also print address labels for
these people.
To use this form, click on the check box beside the type of report you want to print, then click on
the Listing button for a listing, or the Label button for address labels.
Toolbar Buttons
Click to print mailing address labels. Address labels are printed in family name order.
Click to print the listing.
Confirmed Delegates Who Didn’t Attend the Event
This report lists all people who don’t have their Attended Event field marked on the Personal
Details form, or their At Event field marked on the Registration Desk Worklist form. The names are
sorted in family name order.
Confirmed Delegates Who Didn’t Receive a Satchel
This report lists all people who don’t have their Satchel Given field marked on the Personal Details
form or the Registration Desk Worklist form. The names are sorted in family name order.
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TROUBLESHOOTING GUIDE
For more information, please visit our website www.miesoftware.com and go to the Support Online section.
Difference in Numbers on Catering Requirements Report and
Function Attendance Listing
The Catering Requirements report on the Event Reports menu and the Function Attendance
Listing (obtained by clicking on the People button) can produce different totals of people attending
a catering event. Which total is correct depends on the relationship between the add-ons and the
catering event.
1.
Catering Requirements Report Is Correct
This report is designed to minimise the number of people to cater for in circumstances where a
single person can sign on for multiple add-ons that apply to the same catering event but
should not get multiple catering entries. For example, assume you had four pre-conference
workshops on the same day with the following rules:
• anyone could go to any or all of the workshops
• anyone going to any of the workshops was entitled to lunch.
The Catering Requirements report will look at what each person is doing and will only add one
to the number requiring lunch, regardless of whether that person is going to one, two, three or
four workshops. In this case the Catering Requirements report would provide the correct total
of people to be catered for.
Were you to print out a Function Attendance List, each person would be listed once for each
add-on subscribed to, and the total to be catered for would therefore be exaggerated. You can
still use the report to print names, but note the duplicated names and use the total from the
Catering Requirements report.
2.
Function Attendance Listing Is Correct
In some circumstances though, the above method of working can produce incorrect figures
where you want all instances of an add-on to be included and there is more than one add-on.
For example, assume you had a gala dinner with one add-on being an additional adult ticket
and another add-on being an additional child ticket and a person orders one additional adult
ticket and one additional child ticket. In this case, the Catering Requirements report would
follow its normal processing method and only add one to the number of people requiring the
dinner, instead of two.
In cases like this, don’t use the Catering Requirements figure, use the figure on the Function
Attendance Listing.
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Equipment Reports Don’t Show Correct Equipment in Sessions
This problem can occur if you have concurrent sessions but have not entered a Programme
Sequence for each of the concurrent sessions on the Sessions screen. Summit requires this
information to be able to determine in what order to place sessions that start at the same time on
the same date. To correct this problem, open the Sessions screen and enter programme
sequences for all your concurrent sessions.
Error Messages
Unrecoverable Error: 429
This error message will be displayed if you are trying to send on e-mail and Summit cannot create
a MAPI session, i.e., it cannot connect with your messaging system in order to place the e-mail into
your out-tray. Most often this message is displayed if your default messaging system is Microsoft’s
Outlook Express and not the full Outlook. Outlook Express is not fully MAPI (or Messaging
Application Programmer Interface) compliant. To check to see if your environment is fully MAPI
compliant, run our MAPI Test from our website at www.miesoftware.com -> Free Downloads ->
Click here to download developer information and tools -> mapitest.exe.
Functions on Money Menu Don’t Work
When you open the Personal Details screen or move to a new record on it, it’s very important that
you don’t start entering any information until the Outstanding field in the “At a Glance” section of
the form has been updated. If you do the Outstanding field may have “#Error” displayed as you
have interrupted the system before processing is complete. If Outstanding has an error, the money
menu will not function correctly. If this happens, close the money menu by clicking on the Exit
button. Then close and re-open the Personal Details screen.
Name Badges Don’t Fit Properly on Stationery
There are four possible causes:
1.
Your printer setup is for a different type of stationery. The majority of name badges are set up
for A4 Portrait. Check that your printer setup does not indicate Letter or other paper size.
2.
The height settings on one or more of the name badge lines is too great. For reasons that we
have not yet been able to determine, increasing the height of lines can cause badges and
tickets to increase in depth over their actual size. If you are having this problem, reduce the
height of the text lines on the name badge or ticket.
3.
The margins on the badge layout are smaller than your printer’s non-printable area. Some
printers, particularly Desk Jet printers have a very large non-printable area. To test what your
printer’s non printable area is, bring up the badge in print preview and in the top left corner of
the screen, select File then Print Setup. Note down the current margins then change all of
them to zero. Windows will not allow a zero margin and by reading your printer’s driver, it can
determine what it’s non-printable area is and put that into the margins. You can then reduce
the width of the 5 lines of data in the badge design screen and bring them in from the edges.
The best solution is to purchase stationery with larger margins.
4.
The system displays the message “Some data may not be displayed. There is not enough
horizontal space…”. To fix this, bring the badge up in print preview and in the top left corner of
the screen, select File then Print Setup and gradually reduce your margins (starting with the
left margin) until the badge data fits within each badge.
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Name Badges With Pictures Have "Out of Memory" Problems When
Printing
The usual cause of this problem is that the picture on the badge is too large for your computer or
printer. This can happen quite easily as your computer/printer needs sufficient memory to hold the
badge multiplied by the number of badges on each page. The best format for pictures to minimise
their size is monochrome bitmaps. Take the following very simple picture as an example.
As a high resolution TIFF 5.0 (.tif) file, it occupies 89732 bytes
As a high resolution Encapsulated Postscript (.eps) file, it occupies 69324 bytes
As a pattern (.pat) file, it occupies 14156 bytes
As a Corel Draw (.cdr) file, it occupies 10530 bytes
As a Windows Metafile (.wmf) file, it occupies 7110 bytes
As a 24 bit bitmap, it occupies 6966 bytes
As a Compuserve bitmap (.gif) file, it occupies 5938 bytes
As a 256 colour bitmap, it occupies 3382 bytes
As a 16 colour bitmap, it occupies 1270 bytes
As a WordPerfect 5.0 Graphic (.wpg) file, it occupies 14156 bytes
As a Paintbrush picture, it occupies 1173 bytes
As a monochrome bitmap, it occupies 446 bytes.
To save a picture as a monochrome bitmap, open the picture in Paintbrush (Windows 3.x) or Paint
(Windows 95 or higher) and open or paste in the picture. Select Save As from the File menu and
then select Monochrome Bitmap from the Save File As Type pull-down list.
Presenters are Marked as Confirmed But Their Presentations Don’t
Appear in the Draft Programme
This problem occurs if the presentations are not marked as Abstract Selected. To correct this,
mark each presentation as Abstract Selected. This can be done for individual presentations on
each person’s Presenter Details screen or for a large group of papers by opening the Abstract
Status screen from the Programmer.
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Reconciling Profit & Loss Income with Reconciliation Report Income
The Total Amount To Reconcile figure on the income reconciliation report is the total of all income
for event related activities whereas the Total Income figure on the Profit and Loss Report is the
total of all income whether it is directly event related or not.
The reconciliation of the two figures is:
Reconciliation Report Total Amount to Reconcile
+
Budget screen Travel Commissions Actual
+
Budget screen Accommodation Commissions Actual
+
Budget screen Other Income
+
Income Reconciliation Report Discounts (shown under expenses on Profit and Loss report)
=
Profit and Loss Report Total Income
Summit Forms Don’t Fit Fully on to your Monitor
The screens in Summit are designed to display fully, (without requiring additional scrollbars) in a
maximised application window on a Super VGA monitor with an 800 x 600 resolution or higher.
If the Introduction screen did not display fully without a vertical scrollbar (or you can not see all the
fields on the Personal Details screen), the resolution of your monitor is below 800 x 600 (probably
600 x 480).
To change the resolution of your monitor, start the Control Panel program and then choose the
Display icon. Slide the control bar from 600x480 to 800x600. After you have set the display
properties set both the Desktop and Microsoft Office taskbars to Auto hide.
Troubleshooting Guide - 365
GLOSSARY
Abstract
An abstract is a brief description of a presentation that a person or organisation wishes to give at
the conference or meeting. Abstracts may vary from just the title of the presentation to a detailed
description of the material to be covered by the presentation. The abstract title entered on the
Presenter Details or Programmer forms is used by Summit as the presentation subject for the draft
programme.
Add-On
An add-on is any event or thing related to the event, conference or meeting that could affect the
catering requirements and/or the amount paid by participants and/or time and space allocations at
the event venue. Examples of add-ons include:
• Pre- or post-conference workshops not attended by all delegates
• Dinners, welcome receptions, pre- or post-meeting refreshments or any other catering event not
attended by all delegates
• Events related to the social programme
• Association membership charges paid in conjunction with event fees
• Separate purchase of conference proceedings, audio or video tapes
• Board, executive, committee or other meetings requiring space, equipment or catering
• A sporting event in a conference social programme such as a golf tournament
• An accompanying person’s programme or a component of an accompanying person’s
programme
• Individual events at a sporting function such as the individual races at an athletics carnival.
If an add-on refers to a function that must be catered for (for example, an extra charge dinner) it
must also be entered as a catering event. If you wish an add-on that is not a catering event to
appear in the schedules and draft programme, it must also be entered as a session. See also
Catering Events and Sessions.
Advertiser
An advertiser is an individual or organisation who advertises at the event. Advertising normally
takes the form of display of advertising materials, inclusion of advertising materials in delegate
satchels or placing advertisements in publications related to the event such as promotional (EOI)
brochures, draft programmes, final programmes and conference proceedings. Within Summit, any
person may be a member of multiple participation categories. An advertiser may also be a
Delegate, Presenter, Exhibitor, Sponsor or a participant in the Other Involvement category.
Application
An application is a computer program, (or group of programs), that performs a specific task, such
as word processing. Summit is another example of an application.
At conference
At Conference are individuals or organisations who have had the Attended Event check box
marked on the Personal Details form or the At Event check box marked on the Registration Desk
Worklist form.
Auto allocate
When a payment is allocated against a particular person, the payment must be allocated against
the amount the person owes for Delegate, Exhibitor, Sponsor, Advertiser, Accommodation and/or
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Travel activities. When you auto allocate, the system distributes the payment amongst the
categories automatically, based on the amount owing in each category. The allocation made by the
system can be changed by you before the allocation is confirmed.
Booth
An area of floor space allocated to an exhibitor for display and advertising purposes at the
conference or meeting. Frequently, each exhibitor’s area is separated from other areas with
dividing walls.
Bulk mail code
The national presort indicator is a method of sorting mail into mail centres. This attracts discounts
from Australia Post for large volume mailouts. Each Presort Indicator (Mail Centre) covers multiple
postcodes. If you’re using the software in Australia and don’t know the postcode or bulk mail code
for the current address, double click on the left mouse button in either the Postal Code or Bulk
Code fields on the Personal Details form and Summit will get the postcode and bulk mail presort
indicator code for you. In order to do this, the system must have the suburb and the state.
Calling screen or form
The form or menu on which you pressed an option button to open the form that you currently have
open.
Catering event
A catering event is any function that requires the provision of food and/or beverages for the people
attending the function. Catering events can occur within the main conference programme (for
example, morning tea, lunch and afternoon tea during the conference), or in conjunction with addons (for example, a welcome reception, optional conference dinner or supper following a social
programme function). See also Add-Ons and Sessions.
Check box
A check box is an on/off field that indicates whether a condition is yes or no, for example, whether
or not the address displayed or the person’s work address. When you click in a check box that
doesn’t have an X displayed, an X will appear in it to indicate that the condition is yes; otherwise,
the condition is no. When you select the check box again, the X disappears, indicating the
condition is no.
Indicates Yes (or True).
Indicates No (or False).
Combo box - limit to list
A pull-down list of available choices for a particular field. The data entered in the field must match
one of the entries in the pull-down list. The entries in the list are normally based on the entries in a
reference file. Adding a new record to the appropriate reference file will add it as an entry to the
pull-down list. To display the pull-down list, click on the small down arrow to the right of the field.
To select a value from the pull-down list, click directly on the entry in the pull-down list.
Combo box - not limit to list
A pull-down list of available choices for a particular field. The data entered in the field doesn’t have
to match any of the entries in the pull-down list. The entries in the list are normally based on the
entries in a reference file. Adding a new record to the appropriate reference file will add it as an
entry to the pull-down list. To display the pull-down list, click on the small down arrow to the right of
the field. To select a value from the pull-down list, click directly on the entry in the pull-down list. To
enter a value not on the pull-down list, type it directly into the field.
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Confirmed advertiser
An advertiser becomes potential when the Potential Advertiser check box on the Expression of
Interest (EOI) and Profile Details form is marked. An advertiser becomes confirmed when the
Confirmed as Advertiser check box is marked on the Trade Details form. An advertiser moves from
confirmed back to potential when the Confirmed as Advertiser check box is cleared on the Trade
Details form.
Confirmed delegate
A delegate becomes potential when the Potential Delegate check box on the Expression of Interest
(EOI) and Profile form is marked. A delegate becomes confirmed when a Registration Type is
allocated on the Registration Details form. A delegate moves from confirmed back to potential
when their registration type is cleared by clicking the Cancel Registration button on the
Registration Details form.
Confirmed exhibitor
An exhibitor becomes potential when the Potential Exhibitor check box on the Expression of
Interest (EOI) and Profile form is marked. An exhibitor becomes confirmed when the Confirmed as
Exhibitor check box is marked on the Trade Details form. An exhibitor moves from confirmed back
to potential when the Confirmed as Exhibitor check box is cleared on the Trade Details form.
Confirmed other involvement
An other involvement becomes potential when the Potential Other Involvement check box on the
Expression of Interest (EOI) and Profile form is marked. An other involvement becomes confirmed
when the Confirmed as Other Involvement check box is marked on the Other Involvement Details
form. An other involvement moves from confirmed back to potential when the Confirmed as Other
Involvement check box is cleared on the Other Involvement Details form.
Confirmed presenter
A presenter becomes potential when the Potential Presenter check box on the Expression of
Interest (EOI) and Profile form is marked. A presenter becomes confirmed when the Confirmed as
Presenter check box is marked on either the Presenter Details or Programmer forms. A presenter
moves from confirmed back to potential when the Confirmed as Presenter check box is cleared on
either the Presenter Details or Programmer forms.
Confirmed sponsor
A sponsor becomes potential when the Potential Sponsor check box on the Expression of Interest
(EOI) and Profile form is marked. A sponsor becomes confirmed when the Confirmed as Sponsor
check box is marked on the Trade Details form. A sponsor moves from confirmed back to potential
when the Confirmed as Sponsor check box is cleared on the Trade Details form.
Current EOI
Current EOI are individuals or organisations who have expressed interest in the current event in
any way, regardless of whether they are confirmed in any specific category. This covers both
general expressions of interest (no specific participation specified) and specific expressions of
interest in the participation categories of Delegate, Presenter, Exhibitor, Sponsor, Advertiser and
Other Involvement.
Database file
The files containing the actual data tables. These files are readily identified by a .eve suffix (for
event file). For example event2004.eve.
Date format
Date fields require dates to be entered in formats that can be readily translated to a valid date. As
an example, for 14th June 2004 the following are all valid ways of entering a date:
• 14-Jun-04
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•
•
•
•
14 Jun 2004
14 6 04
14/06/2004
14/6 or 14 6 (the system assumes the current year).
Delegate
A delegate is an individual or organisation taking part in the event or meeting as a normal
attendee. Within Summit, any person may be a member of multiple participation categories. A
delegate may also be an Exhibitor, Presenter, Sponsor, Advertiser or a participant in the Other
Involvement category. When you mark a person or organisation as having expressed interest in
being a delegate on the Expression of Interest (EOI) and Profile form, they are marked as a
Potential delegate. When you confirm them as a delegate by entering a registration type on the
Registration Details form, they are automatically changed from a Potential to a Confirmed
delegate. If you cancel the person’s registration, this will clear their registration type and they will
change from a Confirmed back to a Potential delegate.
Delete allowed
It is not always possible to delete records used in Summit. Records may never be deleted from
single record forms. Single record forms don’t have a delete button. In most cases, records may be
deleted from multiple record forms unless the records are being used by other parts of Summit. For
example, you may not delete registration fee records, once event fees have been locked, as
delegates may already have been registered using the registration fee you wish to delete.
Similarly, you may not delete a person’s record if there are any financial transactions for the
current event. If deleting is allowed, the delete button will be enabled. If deleting is not allowed, the
delete button will be absent or disabled.
Dialogue box
A dialogue box is a rectangular box from which Windows either displays or requests information.
Examples are the dialogue boxes that ask you to confirm that printing has been successful before
continuing processing.
Disabled button
The option button is visible but no action is taken if you click on the button. The picture or text on a
disabled option button will be grey or missing rather than black if the option button is disabled.
Display only field
A display only field is one where information is displayed on a particular form, but may not be
altered.
In Summit, fields that may be modified are displayed on a white background (above) and display
only fields are displayed on a grey background (below).
Exhibitor
An exhibitor is an individual or organisation taking part in a trade or industry display being held in
conjunction with the main conference or meeting. Normally, each exhibitor is allocated one or more
trade booths within the trade display area. Within Summit, any person may be a member of
multiple participation categories. An exhibitor may also be a Delegate, Presenter, Sponsor,
Advertiser or a participant in the Other Involvement category.
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Expression of interest (EOI)
An expression of interest (EOI) is the registration of any interest in the event. The system caters for
both general expressions of interest (no specific participation specified) and specific expressions of
interest in the participation categories of Delegate, Presenter, Exhibitor, Sponsor, Advertiser and
Other Involvement. When you mark a person as having expressed interest in any type of
participation on the Expression of Interest and Profile form, they are marked as Potential in that
participation category. When they are confirmed in a participation category, they are automatically
changed from Potential to Confirmed in that participation category. When a person is marked as
either potential or confirmed in any participation category their general expression of interest is
automatically set to Yes.
Form (or screen) layout
Each form is divided up into three sections. The form header section, at the top of the form, usually
contains record location mechanisms. The form detail section, in the centre of the form, usually
contains details of the record being viewed or edited. The form footer section, at the bottom of the
form, usually contains the Help, Cancel, and OK buttons and any other buttons required to perform
additional tasks or open additional forms. You can cycle between the header, detail and footer
sections by pressing the F6 key.
Form (or screen) types
The following form types are used within Summit.
• Current Person forms are used for information relating to the person whose record is currently
selected on the Personal Details form. For example, the Presenter and Registration Details
forms.
• Single Record forms are used for setting parameters that are used throughout Summit. For
example, Venue Details and Banking Details. Records may not be deleted from single record
forms.
• Multiple Record forms are used for any information that may have multiple occurrences. For
example, reference files, participant details and catering events. Some multiple record forms
have record location mechanisms, but all multiple record forms have navigation buttons to
enable movement between records. Deleting of individual records is permitted on some multiple
record forms.
• Process Choice forms are not used for collecting information, but are used to determine how
you wish a particular process to be executed. For example, the type of import to perform or that
form letters to edit or print. Clicking the Exit button on a process choice form will cancel the
process.
• Menu forms don’t perform any information collection or processing functions. These forms offer
choices of other forms or processes you might wish to use. To use a menu form, simply press
the button corresponding to the action you wish to take. Clicking the Exit button on a menu form
will return you to the previous menu. Clicking the Exit button on the entry menu will exit Summit.
• Add Only forms are used to enter information that can’t be altered or deleted once it has been
entered. For example, entering and allocating payments.
Forms
Forms (or screens) are data entry forms (such as Personal Details) and forms for record selection
(such as the Reporter). The terms ‘Forms’ and ‘Screens’ can be used interchangeably. In terms of
web sites, a form is a set of data entry fields that are processed on a web server. The data is sent
to the server when a user clicks a Send/Submit or similar button. The server then e-mails the data
to your e-mail address.
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Group icon
A group icon is the graphical representation of a minimised group window. Double-clicking on a
group icon will open the group window.
Housekeeping
Housekeeping is the process of managing document files on the network. This involves the logical
grouping and naming of documents and the deletion of documents that are no longer required.
Housekeeping also includes other tasks such as the backing up of data and off-site storage of
data.
HTML
Hypertext Markup Language. The standard language for describing the contents and appearance
of pages on the World Wide Web.
Icon
An icon is the graphical representation of an object, normally an application or group window.
Interest profile
See Profile
Locking event fees
The system will not allow registration fees or existing add-on fees to be altered after registration
commences, as this would result in corruption of the financial information held within Summit.
Locking is the process where you tell the system that you’re happy with the fees you’ve set, and
now wish to be able to register delegates. Before you lock the event fees, you can create, alter and
delete registration fees and add-on details, but you can’t register people for the event. After you
lock the event fees, you can register people and create new add-ons, but you can’t alter or delete
existing registration fees and add-ons if anyone is using them. Fees can be unlocked for further
modification provided that you’ve not yet started registering people for the event.
Mailto
The Internet protocol used to send electronic mail.
MAPI
MAPI stands for Messaging Application Programming Interface. MAPI is a messaging architecture
enabling multiple applications to interact with multiple messaging systems across a variety of
hardware platforms. Examples of e-mail software packages which are MAPI compliant are
Microsoft Exchange and Microsoft Outlook.
Maximise
Maximising results in a window taking all the available space on the screen. The maximise button
is a small button to the right of a Windows title bar containing an upward pointing arrow. Once
maximised, a window can be restored to it’s previous size. The restore button is a small button to
the right of a Windows title bar containing both a downward and an upward pointing arrow.
Minimise
Minimising closes a window and reduces it to an icon. The minimise button is a small button to the
right of a Windows title bar containing a down arrow.
Name badge stationery
The software is designed to use most of the industry standard name badge formats on an A4
sheet.
National presort indicator
See Bulk Mail Code
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Navigation buttons
The navigation buttons are on forms that can access multiple records. The navigation buttons are
normally at the bottom left hand corner of the form and appear as shown below:
The use of the navigation buttons is as follows:
Move to first record
Move to previous record
Move to next record
Move to last record
If you know the record number you wish to move to, you may move directly to that record by
entering the record number in the field indicated below.
Option buttons
An option button is a small round button within a dialogue box used to select an option. Within a
group of related option buttons, you can select only one button.
Selected option button.
Unselected option button.
Organiser
Organiser is only updated from within the At a Glance section of the Personal Details form.
Organiser status is deemed to be a participation category and special badges can be printed for
them and they can be targeted from within the Reporter.
Other involvement
The Other Involvement category is to enable you to group together people or organisations
participating in the event in a way not covered by the major participation categories. For example,
the Other Involvement category could be used to cover group leaders of discussion groups,
facilitators of open space technology (OST) sessions or session monitors. Within Summit, any
person may be a member of multiple participation categories. A member of the Other Involvement
category may also be a Delegate, Presenter, Exhibitor, Sponsor or Advertiser.
Paid room night
Paid room nights (usually referred to as room nights) are one of the primary measures of event
size from a hotel’s point of view. While the precise rules for determining a room night may vary
slightly from hotel to hotel, in general, one room night means one hotel room (regardless of number
of occupants) paid for one night at an agreed event room rate. For example, if you had 200
delegates (who were not sharing and who were paying the event room rate) staying at the hotel for
two nights you would have 400 room nights. Many hotels will offer free or reduced rate conference
facilities and/or complimentary rooms and/or room upgrades based upon the number of paid room
nights. Note that any complimentary rooms are not usually included in the total of paid room nights.
372 - Glossary
Summit Event Manager - Pro
Paper
A paper is the full content of a presenter’s presentation, normally in written form for inclusion in the
conference proceedings. The system doesn’t require the content of the papers to be entered. The
abstract title entered on the Presenter Details or Programmer forms is used by Summit as the
presentation subject when preparing a draft programme.
Participation categories
The six major participation categories are delegate, presenter, sponsor, advertiser, exhibitor and
other involvement. These can be further divided into Potential or Confirmed. A person may belong
to all six categories. Form letters can be sent to any of these categories. A person may also be an
Organiser, a Session Chair and/or a VIP. All participation categories can have special badges
printed for them and they can be targeted from within the Reporter.
Past EOI
Past EOI are individuals or organisations who expressed interest in previous events, regardless of
whether or not they attended. This information is entered on the Expression of Interest (EOI) and
Profile form. This field is automatically marked when you import demographics from a previous
event that used this software for individuals or organisations who were marked as expressing
interest in the previous event or any previous events. A person can also be marked as being a past
delegate, presenter exhibitor, sponsor, advertiser and other involvement depending on the type of
involvement in the last event.
Potential advertiser
Potential Advertisers are individuals or organisations who wish to take part in the current event as
advertisers but are not confirmed. When you mark a person or organisation as having expressed
interest in being an advertiser on the Expression of Interest (EOI) and Profile form they are marked
as a Potential advertiser. When you confirm them as an advertiser on the Trade Details form, they
are automatically changed from a Potential to a Confirmed advertiser.
Potential delegate
Potential Delegates are individuals or organisations who wish to take part in the current event as a
normal participant but are not confirmed. When you mark a person or organisation as having
expressed interest in being a delegate on the Expression of Interest (EOI) and Profile form they are
marked as a Potential delegate. When you confirm them as a delegate by entering a registration
type on the Registration Details form, they are automatically changed from a Potential to a
Confirmed delegate. If you cancel the person’s registration, this will clear their registration type and
they will change from a Confirmed back to a Potential delegate.
Potential exhibitor
Potential Exhibitors are individuals or organisations who wish to take part in the current event as
exhibitors but are not confirmed. When you mark a person or organisation as having expressed
interest in being an exhibitor on the Expression of Interest (EOI) and Profile form they are marked
as a Potential presenter. When you confirm them as an exhibitor on the Trade Details form, they
are automatically changed from a Potential to a Confirmed exhibitor.
Potential other involvement
Potential Other Involvement are individuals or organisations who wish to take part in the current
event in a user defined ‘other’ category but are not confirmed. When you mark a person or
organisation as having expressed interest in being an other category on the Expression of Interest
(EOI) and Profile form they are marked as a Potential other. When you confirm them as an other
on the Other Involvement Details form, they are automatically changed from Potential to a
Confirmed other.
Glossary - 373
Summit Event Manager - Pro
Potential presenter
Potential Presenters are individuals or organisations who wish to take part in the current event as
presenters but are not confirmed. When you mark a person or organisation as having expressed
interest in being a presenter on the Expression of Interest (EOI) and Profile form they are marked
as a Potential presenter. When you confirm them as a presenter on the Presenter Details or
Programmer forms, they are automatically changed from a Potential to a Confirmed presenter.
Potential sponsor
Potential Sponsors are individuals or organisations who wish to take part in the current event as
sponsors but are not confirmed. When you mark a person or organisation as having expressed
interest in being a sponsor on the Expression of Interest (EOI) and Profile form they are marked as
a Potential sponsor. When you confirm them as a sponsor on the Trade Details form, they are
automatically changed from a Potential to a Confirmed sponsor.
Presenter
A presenter is an individual or organisation who is speaking, presenting or displaying a poster at
the conference or meeting. If stipulated as required for the conference or meeting, Summit tracks
whether presenters have submitted papers, sent biographies and photos, given their technical
requirements and registered as delegates. Within Summit, any person may be a member of
multiple participation categories. A presenter may also be a Delegate, Exhibitor, Sponsor,
Advertiser or a participant in the Other Involvement category.
PreSort indicator
See Bulk Mail Code
Profile
Profiles (or interest profiles) are a means of categorising and grouping the people on the database.
Up to 20 profiles may be defined, and each person on the database may have one or more of the
defined profiles assigned to them. These profiles can then be used for marketing the event and
designing the event programme to best meet the needs of your audience. For example, if you were
running a conference in the healthcare area you could define profiles for Vendor, Hospital
Administrator, Nursing, Medical, Pathology, Pharmacy, Research and Development etc.
Program icon
A program item icon is the graphical representation of an application or document. Double-clicking
on a program item icon will open the application or document.
Record selector bar
The record selector bar is displayed on the left hand side of records. The display on the record
selector bar will vary dependent on the state of the record.
Record selector displays include:
The current record, no alterations have been made.
The current record, alterations have been made, but not saved.
The current record, selected for further action (such as deletion).
The next available position for entering a new record.
374 - Glossary
Summit Event Manager - Pro
Reference file
A Reference File is a user defined list of valid items, for example, a list of valid fee categories or
membership types that is to be used by the organisation. Reference files usually have only the one
item on a form and the data is entered one record at a time. The valid items are then displayed for
selection via a combo box in a main data entry form.
Room night
See Paid Room Night
Running sheet
A running sheet shows, in date and time order, everything that will happen during and around the
event, when and where it is to happen, who has to do it and what equipment is required. It is
arguably the most important collection of information for an event organiser. The Summit running
sheet combines information from sessions, catering events, presentations, equipment
requirements and ad hoc running sheet notes.
Satchel
The materials that are given to event delegates, usually at the registration desk. Typically, the
satchel contains the final programme, conference proceedings and promotional material. Satchel
can also refer to any materials that are handed out in conjunction with your event, for example,
promotional golf balls or towels. Within Summit, the satchel is used as a way of tracking whether or
not each person attending has been given the materials to which they are entitled.
Screens
See Forms
Scroll bars
Scroll bars are bars along the right edge or bottom of a field or window. They let you scroll the
contents of the window to display data that would not normally fit. Vertical scroll bars are used to
scroll through records when there are more records than will fit down the form. Horizontal scroll
bars are used to scroll through fields (or columns) when there are more fields than will fit across
the form.
Secretariat
The secretariat is the office or other place responsible for the secretarial, clerical and
administrative aspects of organising the event, conference or meeting. This is normally the place to
which registrations, enquiries and other correspondence related to the event is directed.
Session
A session is usually a grouping of presentations at a single location starting at a given time. Within
the main section of a conference type event, there are two basic types of sessions. These are
plenary sessions, where only one session is taking place at a given time, and concurrent (or
breakout) sessions where multiple sessions are taking place at the same time, but in different
locations. If you wish any add-on (such as a pre-conference workshop) to appear in the draft
programme it must be defined as a session. See also Add-Ons and Catering Events.
Session chair
A session chair is someone who has been defined as having that role through the Sessions form. If
so designated, the field Session Chair is marked on the At a Glance section of the Personal Details
form.
Special fields
Most fields on forms within Summit simply record information, these are normal fields. Special
fields are ones that not only hold information, but also cause different actions to be taken by
Summit, dependent on the contents of the field. Examples of special fields are the Default Country
Glossary - 375
Summit Event Manager - Pro
and the Salutation Text fields. Other examples of special fields are the yes/no fields that are shown
as check boxes. The information in these fields is normally used for grouping and selecting records
for reporting.
Sponsor
A sponsor is an individual or organisation who is sponsoring all or part of the event, conference or
meeting. Sponsorship can take multiple forms, including monetary sponsorship, payment of some
event related expense(s), provision of goods or services required for the event, sponsorship of a
special event, endorsement of the event and underwriting sponsorship. Within Summit, any person
may be a member of multiple participation categories. A sponsor may also be a Delegate,
Presenter, Exhibitor, Advertiser or a participant in the Other category.
Sub-records
A sub-record is a subsidiary record that defines an element of a one to many relationship for the
main record to which it belongs. Examples of sub-records within Summit include the add-ons for
which a particular person is registered (this information is shown on the Registration Details form),
or the add-ons covered by a particular catering event and the equipment required for a particular
catering event (this information is shown on the Catering Events form). Sub-records are usually
shown as many records on the main form of a single record.
Toolbar
The toolbar on Summit forms is located in the footer of each form. Clicking once on a toolbar
button will execute the process or function indicated on the button.
Update
A field or record is updated when it is initially entered, altered in any way or deleted. A field is also
classified as being updated if a value is selected for that field from a combo box, even if the value
selected is the same as the original value.
VIP
VIP is anyone designated as such on the At a Glance section of the Personal Details form. VIP
status is deemed to be a participation category and special badges can be printed for them and
they can be targeted from within the Reporter.
376 - Glossary
INDEX
#Error ...............See Functions on Money Menu Don't Work
Abstract
blind reviews ........................................................ 320
booklet ................................................................. 320
booklet with biographies ....................................... 320
definition ............................................................... 366
export ................................................................... 321
in confirmation letters ........................................... 284
in review ............................................................... 320
review status ........................................................ 234
review status entry ............................................... 258
Review Status report ............................................ 320
status ................................................................... 257
Status report......................................................... 320
Accommodation
altering a booking ................................................. 201
automatic calculation of tax component ............... 114
bulk updates ......................................................... 151
cancellation text entry .......................................... 107
cancelling a booking ............................................. 198
entering a booking ................................................ 198
entry of hotels....................................................... 149
Reporter ............................................................... 312
reports .................................................................. 311
set prepayment/deposit text ................................. 113
setting billing methods .......................................... 141
user-defined text in Cancellation Note ................. 202
Actual costs entry ..................................................... 341
Add
your listing to the Reporter ..................................... 68
Add-Ons
compared to catering events and sessions ............ 94
definition ............................................................... 366
deleting................................................................. 209
Participation by Add-On report ............................. 358
reference file screen ............................................. 127
registering for ....................................................... 208
results .................................................................. 352
Address formats ....................................................... 111
Address labels .......................................................... 246
changing stationery .............................................. 102
printing from the Reporter .................................... 305
Adjustment notes
change reason ..................................................... 338
edit/print ............................................................... 339
generate but don't print ........................................ 338
printing and deleting ............................................. 219
printing in bulk ...................................................... 287
reporter................................................................. 338
set default reason................................................. 113
set prompt for alternative reason when generating
......................................................................... 113
start again from scratch ........................................ 339
Advertiser
confirmation letter ................................................. 285
defining the rules .................................................. 179
definition ............................................................... 366
trade details form ................................................. 226
Advertisers
entry of details ...................................................... 226
Advertising sources
Confirmed Delegates by Advertising Source ........ 357
entry against an attendee ..................................... 185
reference file screen ............................................. 140
Aligning reports ........................................................... 69
Allocate payments
one payment covering many people ..................... 216
setting the auto-allocate feature ........................... 104
Allocating payments
from personal details screen ................................ 216
from the menu ...................................................... 324
person unknown ..................................................... 70
American Express ..................................................... 132
American Letter paper ................................................ 69
Analysis
Marketing Breakdown report ................................ 359
Progressive participation reports .......................... 322
Application - definition ............................................... 366
Apply filter ................................................................... 26
terminal server environment ................................... 26
At conference - definition .......................................... 366
Attendance Certificates ............................................. 274
Attendance record .................................................... 353
Audit trail ................................................................... 221
Auto allocate - definition............................................ 366
Auto table.................................................................. 260
Backup ........................................................................ 71
Badges.............................................. See Name badges
Bank deposit slips ..................................................... 330
Bankcard................................................................... 132
Banking details ......................................................... 131
Banking Run ............................................................. 330
re-do for a date ..................................................... 332
Billing address .......................................................... 223
Billing methods ......................................................... 141
Block booking status
report .................................................................... 202
when booking a hotel room .................................. 202
Booth
definition ............................................................... 367
Booth fascia name
setting maximum characters ................................. 104
Booths
cloning .......................................................... 142, 143
deleting ................................................................. 143
entering booth details ........................................... 142
letter/number naming & sorting ............................ 104
Budget
calculation settings ............................................... 126
how to create .......................................................... 75
Bulk
accommodation changes ...................................... 151
flight and transfer changes ................................... 148
sending many e-mails........................................... 101
Bulk mail code
definition ............................................................... 367
Buttons
on Personal Details .............................................. 191
Call for papers ............................................................ 83
Calling screen or form - definition ............................. 367
Index - 377
Summit E
Event Manag
ger - Pro
Cancel
a registration .......................................................... 208
a travel booking .................................................... 206
an add-on .............................................................. 209
an hotel bookking ................................................... 198
Carriers ...................................................................... 144
Catering events
add-ons and sessions
s
........................ 94
compared to a
definition ................................................................ 367
example ................................................................. 161
reference file screen ............................................. 159
endance
Catering non-atte
Catering Non--Attendance re
eport ........................... 275
data entry .............................................................. 211
Catering reports
discrepancy in
n numbers........................................ 362
ements report................................... 275
Catering Require
Change
report marginss ........................................................ 69
Check
ords .................................................... 72
duplicate reco
unbanked mo
oney .................................................... 73
Check box
an introduction ........................................................ 19
definition ................................................................ 367
Combo box
an introduction ........................................................ 19
limit to list - de
efinition ............................................ 367
not limit to listt - definition ...................................... 367
Commissions
eakdown repo
ort ................................ 328
credit card bre
from
f
hotels - sset amounts/ra
ates ............................ 150
from
f
travel – sset amounts/ra
ates ............................ 147
showing on P&L ................................................... 105
Compact and rep
pair Summit ....................................... 12
Compact event ffile ...................................................... 18
Conference
in-house................................................................... 38
large ........................................................................ 29
Confirmation lettters ................................................... 284
to
t advertisers ........................................................ 285
to
t delegates ........................................................... 284
to
t exhibitors ........................................................... 285
to
t presenters ........................................................ 285
to
t sponsors ............................................................ 285
Confirmed adverrtiser - definitio
on ............................... 368
Confirmed deleg
gates
definition ................................................................ 368
Confirmed exhib
bitor - definition
n ................................. 368
Confirmed other involvement - definition................... 368
Confirmed prese
enter - definitio
on ................................ 368
Confirmed sponssor - definition
n .................................. 368
Contact details
follow-up
f
................................................................ 249
Contact types ............................................................. 144
Contacts
record from th
he Reporter ...................................... 308
Contacts Reportter ..................................................... 250
button .................................................................... 249
Context menu ............................................................ 189
Conventions ................................................................... 2
Copy activity .............................................................. 244
Copy Activity buttton .................................................. 193
e
Correspondence
for
f the one pe
erson ................................................ 238
log.......................................................................... 282
37
78 - Index
to groups of peo
ople ............................................... 281
turrn off footer ........................................................ 104
turrn off header ...................................................... 104
turrn off or on PIN
N number incl usion ..................... 104
Counting records ......................................................... 74
Creatte Event Progrramme
data entry screen .................................................. 254
Creatte refund ............................................................ 222
Credit card
commissions bre
eakdown repoort ........................... 328
entry...................................................................... 196
summaries ............................................................ 330
Credit card details
sto
oring from internet registratioon .......................... 105
Credit notes.................................. See Adjustm
ment notes
Curre
ency
cha
anging the sym
mbol ............................................... 71
Curre
ent EOI - definition ............................................. 368
Custo
om badges ......................................................... 172
Datab
base file - definition............................................ 368
Datab
base table acc
cess .............................................. 355
Date declined ............................................................ 210
Date format - definition .............................................. 368
Date formats ............................................................... 20
ned .................................................................... 210
Declin
Deleg
gate
confirmation letter ................................................. 284
definition ............................................................... 369
listts ....................................................................... 270
Deleg
gates
by Registration Date
D
report ................................... 275
by Registration Type
T
report .................................. 275
Delete
payment out .......................................................... 344
ceipt ................................................................... 218
rec
Delete allowed - de
efinition ......................................... 369
Deleting records .......................................................... 81
Demo
ographics import ................................................ 115
Desig
gn
cus
stom name ba
adges ........................................... 172
lettterhead .............................................................. 240
name badges an
nd tickets ...................................... 167
Dialog
gue box - definition............................................ 369
Dinerrs Club Interna
ational........................................... 132
Disab
bled button - definition........................................ 369
Disho
onoured chequ
ues ................................................. 80
Displa
ay only field - definition ...................................... 369
Duplic
cate person
rec
cord checking ...................................................... 72
sho
ortcut key ............................................................ 26
Duplic
cate person warning
w
check .............................. 109
Duplic
cates
Po
ossible Duplica
ates report .................................... 278
e-com
mmerce .............................................................. 265
Edit
s ................................................... 295
names on tickets
payments in .......................................................... 337
payments out ........................................................ 344
Ta
abling & Seatin
ng from Registter form .................. 211
tax
x invoices & ad
djustment notees .......................... 339
the
e event files diirectly ........................................... 355
tick
kets from Reg
gister form ..................................... 211
E-ma
ail
Ex
xpress ClickYe
es for bulk e-m
mailing..................... 101
send button ........................................................... 242
ersonal Detailss ............................. 185
sending from Pe
Summit Event Manager - Pro
sending from the Reporter.................................... 307
setting the format ................................................. 104
Enter
a new person’s details .......................................... 183
a presenter ........................................................... 231
a sponsor ............................................................. 228
an advertiser ........................................................ 229
an exhibitor........................................................... 227
expression of interest details ................................ 194
many people from the one organisation ............... 185
personal details .................................................... 183
Envelopes ................................................................. 246
Equipment
reference file screen ............................................. 145
Equipment reports
discrepancies ....................................................... 363
Error #429 ................................................................ 363
Error messages ........................................................ 363
Event activity report .................................................. 276
Event details ............................................................... 96
Event documents screen .......................................... 108
Event file
notify when open .................................................. 101
Event options ............................................................ 103
Exhibitor
confirmation letters ............................................... 285
data entry ............................................................. 227
defining the rules .................................................. 179
definition ............................................................... 369
trade details form ................................................. 226
Exhibitors
entry of details ...................................................... 226
set tax rate ........................................................... 114
Export
badge data in Tradevent format ........................... 296
badge data in Tradevent format ........................... 304
data to MYOB Card File ....................................... 303
name and address details to Excel ...................... 305
reports as web pages ............................................. 21
reports to a text file ................................................. 21
reports to Excel ...................................................... 21
reports to RTF or Word .......................................... 21
to data interchange table ...................................... 304
to diskette/CD....................................................... 296
Express ClickYes...................................................... 101
Expression of interest (EOI)
data entry screen ................................................. 194
definition ............................................................... 370
issuing .................................................................... 83
Faxing correspondence
settings ................................................................. 112
Faxing from the Reporter .......................................... 303
Field – an introduction ................................................ 19
Fill
in organisation details .......................................... 185
shortcut key ............................................................ 26
Fill button .......................................................... 185, 191
Filter by form............................................................... 26
Filter by form – all forms ........................................... 189
Filter by form – Personal Details form ...................... 189
Financial groups ....................................................... 224
naming ................................................................. 111
Find
a postcode.............................................................. 82
suburb or city.......................................................... 82
Flights and Transfers
data entry screen .................................................. 203
reference file screen ............................................. 146
Form
definition ............................................................... 370
layout - definition .................................................. 370
types - definition ................................................... 370
Form letters............................................................... 289
Frequent flyer details
entry ..................................................................... 196
report .................................................................... 277
Front page ................................................................ 275
Function Attendance reports ..................................... 277
Functions on Money Menu Don't Work ..................... 363
Gala dinner scenario ................................................... 61
Getting started .............................................................. 1
Global options ........................................................... 100
Group Adjustment Notes
bulk ....................................................................... 288
Group icon - definition ............................................... 371
Group Invoices
bulk ....................................................................... 288
individual .............................................................. 220
Group receipt
individual .............................................................. 220
Group Receipts
bulk ....................................................................... 288
Group Tax Invoices
bulk ....................................................................... 288
individual .............................................................. 220
Groups ...................................................................... 224
GST
figures for BAS ..................................................... 328
Payment Receipts and Payments report .............. 328
Setting up ............................................................. 113
Guest
name on Table Listing .......................................... 259
Hotel .............................................. See Accommodation
Hotel booking
warn/prevent overbooking .................................... 109
Housekeeping - definition ......................................... 371
HTML
definition ............................................................... 371
Icon - definition ......................................................... 371
Import
demographics ....................................................... 115
demographics table .............................................. 120
from a comma delimited text file ........................... 118
from a previous event that used this software ...... 116
from a Summit data Collector file ......................... 116
from Access .......................................................... 119
from another MIE Software application................. 117
from Excel ............................................................ 118
structure ............................................................... 122
Importer .................................................................... 120
Income Reconciliation report .................................... 328
Incomplete Participation report ................................. 361
In-house conference scenario..................................... 38
Interchange table
demographic contents .......................................... 120
Interest profile ............................................... See Profile
Interest to Date report ............................................... 277
Internet
assistant ............................................................... 264
MAPI definition ..................................................... 371
registration ............................................................ 264
Internet registration ............................ See MIE WebLink
Index - 379
Summit E
Event Manag
ger - Pro
activity log.............................................................. 266
ntent ................................................. 266
auto reply con
auto reply setting .................................................. 266
check requestts before proccessing ........................ 109
demographicss update ........................................... 267
e-mail checkin
ng .................................................... 266
expressions o
of interest.......................................... 267
processing sta
atus ................................................. 267
registration wiith payment...................................... 268
registration wiithout paymen
nt ................................. 268
unprocessed requests .......................................... 266
Inv
voices
print ....................................................................... 286
printing from p
participant scrreen ............................ 218
Issue
call for paperss ......................................................... 83
expressions o
of interest............................................ 83
registration prrogramme or brochure
b
....................... 83
Itin
neraries ................................................................... 285
Lab
bel stationery ........................................................ 100
Larrge conferencce scenario ......................................... 29
Lettterhead
design .................................................................... 240
secretariat de
etails in footer ..................................... 97
using your ow
wn or Summitss .................................. 104
Listings
delegates ............................................................... 270
from
f
the Repo
orter ................................................. 309
Loc
cations
reference file screen ............................................. 154
Loc
cking event fe
ees .................................................... 130
definition ................................................................ 371
Loc
cking fees
Add-Ons
A
................................................................ 128
Types ............................................... 125
Registration T
Ma
acros ....................................................................... 355
Ma
ail merge
creating differrent documentts ................................ 108
customising ............................................................. 80
fixing
f
problem
ms ....................................................... 82
Ma
ail merge docu
ument names.................................... 108
Ma
ailto
definition ................................................................ 371
protocol.................................................................. 265
Ma
ain menu ................................................................... 15
MA
API
definition ................................................................ 371
Ma
arketing Breakkdown report ..................................... 359
Ma
aster database
e
display ................................................................... 189
initiate search
h ....................................................... 184
search.................................................................... 189
setting locatio
on ..................................................... 104
Ma
asterCard ................................................................ 132
Ma
aximise - defin
nition ................................................. 371
Me
enu report ............................................................... 277
Me
erge
erent categories ......... 108
different documents for diffe
form
f
letters ............................................................ 291
from
f
Form Letters ................................................. 289
from
f
the Repo
orter ................................................. 304
to
t a Word lette
er ..................................................... 296
MIE
E WebLink
Add-Ons
A
................................................................ 128
Advertising
A
So
ources.............................................. 140
Billing Method
ds ..................................................... 141
38
80 - Index
Cre
eate event we
eb file ............................................ 269
Flig
ghts and Tran
nsfers ............................................ 147
Ho
otels ................................................................... 149
Introduction ........................................................... 263
Pro
ofiles .................................................................. 155
Re
egistration Typ
pes ................................................ 125
Ro
oom Types ......................................................... 150
Se
essions ............................................................... 164
Us
ser-defined fields ................................................ 107
Minim
mise - definition .................................................. 371
MYOB card file exp
port ............................................... 303
Name
e and address
s formats ....................................... 111
Name
e badge
printing for a single person ................................... 193
oduced indicattor ................................................ 186
pro
Name
e badges ............................................................ 167
cus
stom .................................................................. 172
definition ............................................................... 371
forr those not on the database ................................ 85
fro
om the Reporte
er.................................................. 305
print....................................................................... 292
print to specific label printer .................................. 191
wo
on't fit on statio
onery ............................................ 363
Name
e format
forr draft program
mme .............................................. 111
forr Financial Gro
oups ............................................. 111
forr reports ............................................................. 111
National presort ind
dicator .................. See Bulk mail code
gation buttons - definition ................................... 372
Navig
New
p
detai ls ........................... 183
entering a new person’s
Open
n existing even
nt .................................................... 18
Optio
on box................................................................... 19
Optio
on buttons - de
efinition ......................................... 372
Optio
ons
forr each event ....................................................... 103
glo
obal - for all ev
vents............................................. 100
sho
ortcut key ............................................................ 26
Organ
nisation
ma
any people from the one - e ntry ........................ 191
Organ
nisation receip
pts ................................................ 283
Organ
nisations by Registration
R
Tyype report ............... 278
Organ
niser
data entry screen .................................................. 247
definition ............................................................... 372
rea
assigning task
ks .................................................. 251
run
nning sheet no
otes .............................................. 253
tas
sk list status ....................................................... 252
Otherr involvement
data entry screen .................................................. 235
definition ............................................................... 372
Otherr Involvement Details reportt ............................. 278
Overp
payment .............................................................. 86
Paid room night - definition
d
....................................... 372
Paper .......................................................... See Abstract
definition ............................................................... 373
rev
view status ......................................................... 234
Partic
cipation
pro
ogressive repo
orts ............................................... 322
Partic
cipation catego
ories
definition ............................................................... 373
cipation record
d
Partic
print run ................................................................ 287
Past EOI - definition .................................................. 373
Paym
ment types .......................................................... 132
Paym
ments
Summit Event Manager - Pro
allocating from personal details screen ................ 216
amount unprocessed .............................................. 73
deleting................................................................... 74
edit or delete ........................................................ 336
entered incorrectly.................................................. 74
refunds ................................................................... 86
Payments in
editing .................................................................. 337
Payments out............................................................ 341
editing or deleting ................................................. 344
reporter................................................................. 343
Payments Reporter................................................... 336
People button
add-ons ................................................................ 129
bulk accommodation updates............................... 151
bulk travel updates ............................................... 148
catering - function attendance listing .................... 162
financial groups .................................................... 225
registration types .................................................. 125
sessions ............................................................... 165
Personal details
data entry screen ................................................. 183
PIN numbers
in correspondence ................................................ 104
Possible Duplicates report ........................................ 278
Postal code style ...................................................... 111
Postcode .................................................... 82, 185, 367
shortcut key ............................................................ 26
Presentation
review details entry .............................................. 234
Presentation Status report ........................................ 321
Presentations
export ................................................................... 321
Presenter
Abstracts report .................................................... 321
Biographies report ................................................ 321
confirmation letters ............................................... 285
defining the rules .................................................. 178
definition ............................................................... 374
Follow-Up report................................................... 321
PreSort indicator .............................. See Bulk mail code
Primary person - accommodation ............................. 199
Print
a listing ................................................................. 296
address labels ...................................................... 296
an address label ................................................... 246
an envelope.......................................................... 246
name badges ............................................... 292, 296
single badge ......................................................... 193
tickets ................................................................... 292
Process arrivals
at multiple registration points................................ 351
manually ............................................................... 349
on-line .................................................................. 350
Professional education credits
allocating to a session .......................................... 163
record ................................................................... 353
Profile
Confirmed Delegate by Profile report ................... 357
definition ............................................................... 374
parameter screen ................................................. 155
Profiles Breakdown report .................................... 278
Profiles ............................................................. 194, 195
Program icon - definition ........................................... 374
Programme
how to create and modify ....................................... 77
printing or exporting .............................................. 254
Progressive participation reports .............................. 322
Receipt run ............................................................... 283
Receipts
by organisation ..................................................... 283
delete.................................................................... 218
edit........................................................................ 334
print ...................................................................... 218
Receipts and Refunds
printing for all ........................................................ 283
Receipts Reporter ..................................................... 333
Record selector bar - definition ................................. 374
Records
counting .................................................................. 74
deleting ................................................................... 81
Recurring meeting
combined in one event ........................................... 57
separate events ...................................................... 52
Re-do Banking Run .................................................. 332
Reference file - definition .......................................... 375
Refund a payment ...................................................... 86
Refund notice
print run ................................................................ 281
Refunds .................................................................... 222
printing.................................................................. 283
Register Summit Contact Manager ............................. 13
Registering
many people with the same details ...................... 244
Registration
cancelling ............................................................. 208
data entry screen .................................................. 207
fees....................................................................... 124
for the event ......................................................... 207
issuing the programme or brochure ........................ 83
Registration Desk Worklist listing .............................. 329
Repair event file .......................................................... 18
Reporter
listings .................................................................. 309
multi-add-ons ........................................................ 302
multi-registration ................................................... 301
multi-sessions ....................................................... 302
selection screen ................................................... 296
Reports
changing margins ................................................... 69
closing .................................................................... 21
from the Reporter ................................... See Listings
output to Excel, RTF, text & HTML ......................... 21
printing.................................................................... 21
Reprint receipt .......................................................... 218
Results
reports .................................................................. 353
Reverse an allocation ................................................. 90
Review status ........................................................... 234
Right mouse click ...................................................... 189
Room night .................................... See Paid room night
Run macro ................................................................ 355
Running sheet........................................................... 278
definition ............................................................... 375
printing.................................................................. 247
Salutation text
setting the format .................................................. 111
Satchel - definition .................................................... 375
Satchel labels ........................................................... 305
Scenarios .................................................................... 28
Schedule ................................................................... 278
Schedule by location ................................................. 279
Index - 381
Summit E
Event Manag
ger - Pro
Scrreens - definittion ................................................... 375
Scrroll bars - definition ............................................... 375
Search
by Accompanying Person name
n
..................... 26, 186
ase ................................................... 189
master databa
Secretariat
definition ................................................................ 375
entering details ....................................................... 97
Seminar
in-house................................................................... 38
Sequence................................................................... 164
Session chair
definition ................................................................ 375
Session Chairr report ............................................. 279
port ............................. 279
Session Choice by Person rep
Sessions
add-ons and catering
c
events ............. 94
compared to a
definition ................................................................ 375
how to create and modify ..................................... 163
reference file screen ............................................. 163
sequence ............................................................... 164
Session Atten
ndance report ................................... 279
Session Atten
ndance Summ
mary report ................... 279
Session Prefe
erences and Attendance
A
rep
port ........ 279
SM
MS
from
f
Personal Details ................................... 185, 187
from
f
the Repo
orter ................................................. 306
Special Diet
print on Confirrmation Letterrs ................................ 101
Special dietary re
equirements
report ..................................................... 162, 262, 310
Special fields - d
definition ........................................... 375
Sponsor
confirmation le
etter ................................................. 285
defining the ru
ules .................................................. 179
definition ................................................................ 376
trade
t
details fform .................................................. 226
Sponsors
entry of details ...................................................... 226
set tax rate............................................................. 114
Sta
arting Summit Pro .................................................... 12
Sta
atistics
collecting afte
er event end...................................... 105
Strructure import ........................................................ 122
Sub-records - de
efinition ............................................. 376
Summit
backing up ............................................................... 71
moving it to th
he event ............................................. 84
optimising perrformance .......................................... 84
Summit Central
Linking SCL to
o SEMP ........................................... 104
Summit Contact Manager
registering it ............................................................. 13
Suppliers .................................................................... 157
Support utilities .......................................................... 355
stem checking
g ....................................................... 109
Sys
Tab
bles
reference file .......................................................... 158
Tab
bling and seatting
access from P
Personal Details form ......................... 26
adding a guesst ...................................................... 259
automatic tabling .................................................. 260
listings ................................................................... 262
status of even
nt ...................................................... 260
38
82 - Index
Tax
mount in additional charges aand discounts
s ........ 114
am
sett automatic ca
alculation withiin accommoda
ation
deposits ............................................................ 114
sett credit/adjustm
ment note heaading on receiipts ... 113
sett credit/adjustm
ment note totaal text on rece
eipts ... 113
sett invoice head
ding ............................................... 113
sett invoice total text .............................................. 113
sett name ............................................................... 113
sett Provider deta
ails or ABN foor invoices............... 113
settting up .............................................................. 113
Tax in
nvoices
generate but don
n't print ......................................... 338
print report of alll/some .......................................... 338
printing in bulk ...................................................... 287
printing, or deletting ............................................... 219
rep
porter ................................................................. 338
res
set/regenerate
e ................................................... 338
sta
art again from scratch ........................................ 339
vie
ew/print .............................................................. 339
The Usual
U
.............................................. See Cop
py Activity
acc
commodation .................................................... 180
button.................................................................... 193
gistration ............................................................ 180
reg
tra
avel ..................................................................... 181
Ticke
ets....................................................................... 167
print....................................................................... 292
Time formats
how to change ........................................................ 71
bar - definition .................................................... 376
Toolb
Trade
e
data entry form ..................................................... 226
defining the rules .................................................. 179
Trade
e button
Ex
xhibitors, Spon
nsors & Adverttisers...................... 192
Trade
event data exp
port ............................................... 304
Training course
argeable .............................................................. 45
cha
Trave
el
bulk changes ........................................................ 148
cancellation textt entry ........................................... 107
commissions entry ................................................ 146
cro
ossing the dateline ............................................. 199
entering a booking ................................................ 203
entry of common
n flights......................................... 146
structions – bu
ulk update ..................................... 315
ins
use
er-defined can
ncellation text .............................. 206
wa
arn/prevent overbooking .................................... 110
Trave
el Reporter ......................................................... 315
Unallo
ocate a payment ................................................. 90
Upda
ate - definition ..................................................... 376
Upda
ating Summit ...................................................... 356
US Paper size ............................................................. 69
User defined fields .................................................... 106
Venue details .............................................................. 98
VIP - definition ........................................................... 376
Visa ........................................................................... 132
WebL
Link .................................................................... 264
Wherre am I shortcu
ut key ............................................. 26
WinFax Pro
setttings ................................................................. 112
Wrap
ppers (outserts
s) .................................................. 305
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