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Event Management

Once all of the backend work is done - the event has been made, your sessions are active... looks like things are ready to go! However, there are many features available for events to help make sure that everything runs correctly, such as waitlists, or tracking the logistic to see how well everything went.

Managing Specific Events

Staff can create, edit, delete, and make a duplicate of an existing event.

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Limiting Events

Staff can limit events through a variety of means in order to ensure that only specific constituents can access or register for them, a particular number of seats are filled, or providing the option to attend part of a multi-day event. As a simple means of control, Staff can set the number of overall attendees by entering the maximum number of attendees in the  "Max Number Of Registrations"  field on the event record, which can be compared against the 'Total Registrants' field, which provides a count of each individual who has registered for the event. Once this number has been reached, constituents will no longer be able to register for the event in question in Community Hub.  However, Staff can bypass this hard limit by processing the registration in Staff View. The number of seats can also be limited for a particular session using the 'inventory on hand' for the session registration product - when the inventory on hand reaches 0, constituents can no longer attend the session - staff can not override this without updating the 'inventory on hand' field.

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Through Community Hub, constituents can register themselves, co-workers, or guests for open Events.

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When an event is full, staff can use a waitlist to track constituents who are interested in attending. Staff can manually add constituents to a waitlist which can be used for reporting. When an event capacity opens up, then staff can manually register constituents and remove them from the waitlist.

Community Hub users can add themselves to a waitlist when an event is full and receive an email confirmation of their waitlist status.  If a registration a spot becomes available, then the staff can inform the waitlisted individual and manually update the waitlist if he or she chooses to register for the event.

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Good logistics management is crucial to any successful event. With so many moving parts from audiovisual needs, to speaker handouts, to food and beverage service, it is essential that staff be able to keep track and deliver what is needed. Logistics delivers a streamlined setup process to track logistics across multiple events, sessions and exhibits. Commonly used logistic categories and items are included and your administrator can define additional categories and items as needed. Each logistic item leverages Salesforce Chatter, activities and timeline functionality. Detailed logistic reporting empowers staff, allowing them to quickly access logistic requirements for each room or the function overall as well as provide accurate, up to the minute print outs for other staff and volunteers.

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