Managing Campus Event Planning

This chapter provides an overview of campus event planning, lists common elements, and discusses how to:

Create an event.
Track event attendance.
Review events, meetings, and attendees.

Understanding Campus Event Planning

You can use your system to help plan and manage campus events. A set of meetings comprises one overall event, and each meeting can have resources and staff assigned to it. For example, you could create an event called Orientation. Your template might include meetings such as a welcome reception, a general session, several workshops, and a tour of the campus. You can identify the required resources for each meeting (tables, chairs, brochures, banners, and so on), and assign and schedule the responsible staff.

Orientation, for example, is a recurring event, and each of the meetings might need the same resources and staff each time. You can create an Orientation event template to make it easier to regularly plan and manage this event. You can also use the template to plan similar events.

Courses are also events. You use event planning to assign classrooms, identify faculty, and schedule equipment for courses.

Note. Be careful not to confuse the events described in this chapter with 3C engine events. One attends the events described in this chapter; 3C engine events are data occurrences within the system.

You can use your system to get accurate counts of how many attendees you invited to an event, how many plan to attend, and how many actually attended.

You can identify attendees who are in your database versus those who are not. You can also add guests as attendees and associate them with the host attendee who invited them. Tracking guest information this way is especially useful in social situations. For example, if an attendee invites two coworkers who you know are key figures in the local community, you do not have to remember which attendee works with and invited them, you can check the list of attendees to find out.

Note. Attendees do not have to exist in your database to attend an event. However, if you want to add each attendee to your system, use the Biographical Information pages to create records and add them to your database. Adding attendees to your system enables you to include them in any confirmation, thank you, or other letter that you generate for the event.

Common Elements Used in This Chapter

Event ID	The ID number for an event. When you create a new event on the Events page, the event ID is all zeros until you save the page. After you save the page, the system assigns the next available event ID.
Event Type	Select the type, from the Event Types page prompt list, that describes the event.
Academic Institution	The academic institution responsible for the event.
Event Manager	The individual at your institution who is managing the event.
Event Meeting	The number of each meeting in the list of meetings for an event. The system automatically enters the next sequential number for each meeting that you add. You can override the number to reorder the list of meetings. When you return to the page, the meetings are listed in the specified order.
Primary Meeting	The primary meeting for the event. You can identify a primary meeting from the list of meetings for an event on the Event Template page. When you save the page, the system displays the event meeting number and corresponding meeting location for the primary meeting on the Event page.
Campus Coordinator	The individual at your institution who is responsible for, or should be contacted about, this meeting.
Department Sponsor	The department at your institution that is responsible for this meeting.
Manager	The name of the responsible department's manager. The system displays the manager's name if one is associated with the department sponsor on the Department Profile page.
Attendee	An individual who is invited or scheduled to attend any event meeting.
Guest Relationship	The relationship between the host attendee and the guest attendee. If a guest is identified, the guest relationship is required.

Creating an Event

This section lists prerequisites and discusses how to:

Name an event.
Add meetings to an event.
Enter meeting details.
Specify meeting sponsors.
Enter the meeting location.
Schedule meeting resources.
Schedule meeting staff.

Prerequisites

Before creating events, define the types of events, staff, and resources. You might also find it helpful to set up general event templates from which to copy when creating specific events.

Set up internal departments and organization departments and contacts before designating event managers, sponsors, and contacts. You must set up facilities before you can designate event locations.

Pages Used to Create an Event

Page Name	Object Name	Navigation	Usage
Event	CAMPUS_EVENT	Campus Community, Campus Event Planning, Event Management, Events, Event	Name an event, including selecting the event type and assigning the event manager.
Event Template	CAMPUS_MEETING	Campus Community, Campus Event Planning, Event Management, Events, Event Template	Specify event meetings.
Meeting Detail	CAMPUS_MEETING1	Campus Community, Campus Event Planning, Event Management, Meetings, Meeting Detail	Enter meeting details, including date, time, and anticipated attendance.
Meeting Sponsor	CAMPUS_MEETING2	Campus Community, Campus Event Planning, Event Management, Meetings, Meeting Sponsor	Enter meeting sponsor and contact information.
Meeting Location	CAMPUS_MEETING3	Campus Community, Campus Event Planning, Event Management, Meetings, Meeting Location	Enter meeting location information.
Meeting Resources	CAMPUS_MTG_RSRCES	Campus Community, Campus Event Planning, Event Management, Meetings, Meeting Resources	Schedule meeting resources.
Meeting Staff	CAMPUS_MTG_STAFF	Campus Community, Campus Event Planning, Event Management, Meetings, Meeting Staff	Schedule meeting staff.

Naming an Event

Access the Event page.

Event ID

When you create a new event, the event ID is all zeros until you save the page. After you save the page, the system assigns the next available event ID.

Event Type

The type, from the Event Types page, that describes this event.

Academic Institution

The academic institution responsible for this event.

Event Manager

The individual at your institution who is managing this event.

Primary Meeting

After you identify a primary meeting for this event on the Event Template page and save that page, the system displays the number of that meeting here. The system displays the location for the meeting in the Location field.

Comment

Comments to further identify or describe this event.

Delete

Click this button to delete this event from your database.

Adding Meetings to an Event

Access the Event Template page.

Note. You can also add meetings to an event on the Meeting Details page.

Copy From Template

If meetings, resources, and staff templates exist for the selected event type (from the meeting Template page, Meeting Resource Templates page, and Meeting Staff Template page), the system displays that data here. You can click either the Copy or Copy All button to copy the information from those templates to this event. If no template exists, no data appears here and you must add the meetings and assign the resources and staff for this event.

Copy	Click this button to copy each meeting set up for the event type selected with its resources and staff. You can manually change any of the copied information.
Copy All	Click this button to copy all the meetings with their resources and staff. You can manually change any of the copied information.

Note. The Copy All button is especially helpful if, for example, if you have the same event each year. Instead of entering the information each time, you can click this button to copy all information from the template and update the information for the current year's event.

To Meetings

Primary Meeting

When selected, indicates that this is the primary meeting for this event.

To Resources

Add the resources and quantity that you need for this meeting. You can also add a brief description.

To Staff

The ID of the individual responsible for this task.

Hours Required

The number of hours that the assigned individual is required to perform or participate in this task.

You can also add a brief task description.

Entering Meeting Details

Access the Meeting Detail page.

Meeting Detail

Event Meeting	The number of this meeting in the list of meetings for this event. The system automatically enters the next sequential number for each meeting that you add. You can override the number to reorder the list of meetings. When you return to the page, the meetings will be in the specified order.
Primary Meeting	When selected, indicates that this is the primary meeting for this event.
Campus Meeting Type	The meeting type that best describes this meeting. Values for this field are delivered with the system. You can modify these.
Meeting Date	The date when this meeting is scheduled to occur.
Day of the Week	The day of the week when this meeting is scheduled to occur. The system automatically displays the day of the week when you exit the Meeting Date field.
Meeting Start Time	The time when this meeting is scheduled to begin. The system assumes the time is AM. If not, you must enter PM.
End Time	The time when this meeting is scheduled to end. The system assumes the time is AM. If not, you must enter PM.
Contact Minutes	The length or duration of this meeting. The system calculates the contact time based on the meeting start and end times. The system recalculates the contact minutes each time that you change the start or end time. You can override the calculated minutes value.
Expected Attendance	The number of attendees expected at this meeting.
Maximum Attendance	The maximum number of attendees that can be accommodated at this meeting.
Number of Attendees	The number of attendees invited to this meeting. The system displays the number of invited attendees assigned to this meeting on the Event Attendees page.
Comments	Comments to further identify or describe this meeting.

Specifying Meeting Sponsors

Access the Meeting Sponsor page.

Contact Information

Campus Coordinator	The individual at your institution who is responsible for, or should be contacted about, this meeting.
Department Sponsor	The department at your institution that is responsible for this meeting.
Manager Name	The name of the responsible department's manager. The system displays the Manager field and manager's name only if a manager is associated with this department on the Department Profile page.
Organization ID	The organization that is responsible for or is sponsoring this meeting.
Organization Contact	The individual in the responsible organization who you should contact about this meeting.
Other Coordinator	The additional individual at your institution who is responsible for, or can be contacted about, this meeting.
Name	The name of the additional contact person if the individual does not exist in your database.
Phone	The phone number of the additional contact person if the individual does not exist in your database.

Entering the Meeting Location

Access the Meeting Location page.

Meeting Location

Campus Facility

When selected, indicates that the location for this meeting is a campus facility.

When you select Campus Facility, the system provides the Facility ID field with a prompt list of facility IDs from the Facility Table page.

External Organization Facility

When selected, indicates that the location for this meeting is a facility at or arranged by an external organization.

When you select the External Org Facility option, the system displays the organization ID and description from the Meeting Sponsor page and provides the External Org Location field with a prompt list of locations for the organization from the Organization Locations page. When you select a location number, the system displays the address for that location.

Other Facility

When selected, indicates that the location for this meeting is a facility other than at your campus or at an external organization in your database.

When you select the Other Facility option, the system displays address fields for you to identify the address or location of the facility.

Scheduling the Meeting Resources

Access the Meeting Resources page.

Meeting Resources

Resource Number	The number of this resource in the list of resources for this meeting. The system automatically enters the next sequential number for each resource that you add. You can override the number to reorder the list of resources. When you return to the page, the resources are in the specified order.
Quantity	The number or quantity of the resource required for this meeting.
Resource Code	The type of resource, from the Resource Codes page, required for this meeting.
Description	A brief description to further identify or describe this resource.

Scheduling Meeting Staff

Access the Meeting Staff page.

Meeting Staff

Staff Number	The number of this staff person in the list of staff required for this meeting. The system automatically assigns the next sequential number to each staff member that you add. You can override these numbers to rearrange the order of the staff. When you return to the page, the staff members are in the specified order.
ID	The ID of the staff member responsible for this task.
Name	The system automatically displays the individual's name when you select the ID. If the individual does not have an ID in your system, you can enter his or her name in this field.
Staff Code	The type of staff required for this meeting.
Description	The task that the staff member is required to perform or participate in for this meeting.
Hours Required	The number of hours that the responsible individual is required to perform or participate in for this task.

Tracking Event Attendance

This section discusses how to:

Identify attendees and guests.
Specify meetings for an attendee and review attendance status.
(Optional) Enter an attendee's address.

Pages Used to Track Event Attendance

Page Name	Object Name	Navigation	Usage
Event Attendees	EVENT_ATTENDEE	Campus Community, Campus Event Planning, Event Management, Event Attendance, Event Attendees	Identify individuals invited or scheduled to attend an event, and specify their guest relationships, if any.
Attendee Meetings	EVENT_MEETING1_SEC	Click the Meeting button on the Event Attendees page.	Identify the meetings to which an attendee is invited and the status of his or her attendance.
Event Attendee Address	EVENT_ATND_ADDR	Campus Community, Campus Event Planning, Event Management, Event Attendance, Event Attendee Address	Enter and track attendee addresses for an event.

Identifying Attendees and Guests

Access the Event Attendees page.

Attendee

The number of this individual on the list of attendees for this event. For example, attendee 00015 is the 15^th attendee on the list of attendees in the system for this event.

Note. If you are entering an attendee for the first time, the Attendee field is all zeros. Do not override this value. After you enter data and save the page, the system assigns and displays the next sequential attendee number.

Meeting

Click to access the Attendee Meetings page, where you can identify the meetings to which the attendee is invited.

ID

The attendee's ID, if he or she exists in your database.

Name

When you select the attendee's ID, the system automatically displays the individual's name here.

If the attendee does not exist in your database, you must enter the attendee's name here.

External Organization ID

The organization's ID, if the attendee is from an organization in your database.

Name

When you select the organization's ID, the system automatically displays the organization's name here.

If the organization does not exist in your database, you must enter the organization's name here.

Guest of Attendee

The attendee number of the individual whose guest this individual is. An attendee can have multiple guests.

Note. You must first create guests as new entries on the list of attendees. You can then select them from that list and associate them as guests of the attendee described on this page.

Guest Relationship

The relationship between the host attendee and the guest attendee. If a guest is identified, the guest relationship is required. If you do not know the relationship, select Unknown.

When you save the page, the system lists all guests of the host attendee at the bottom of this page.

Values for this field are delivered with the system. You can modify these.

Relationships

Click this link to access the Relationships search box page, where you can create or review a relationship between two individuals in your database.

Guest Relationship values are independent of the relationships that you set up on the Relationships page. Guest relationship is a quick method of identifying the association between two attendees specifically for an event.

Specifying Meetings for an Attendee and Reviewing Attendance Status

Access the Attendee Meetings page.

Meetings

Event Meeting

The number of the meeting to which you want to invite the attendee.

When you select the meeting, the system automatically displays the description, date, and start and end times for that meeting from the Meeting pages.

Status

The status of the individual's attendance for this meeting. Status values are Attended, Invited, Not Attend, and Will Attend.

Values for this field are delivered with the system. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.

Entering an Attendee's Address (Optional)

Access the Event Attendee Address page.

Phone/Address Information

Phone Type	The phone number to use for contacting this attendee. If the attendee has an ID in your database, the system displays the Home phone type and home phone number associated with the home address specified on the Installation Table - SA Options page. You can select a different phone type. If the attendee does not have an ID in your database, enter the phone number manually.
Address Type	The address to use for contacting this attendee. If the attendee has an ID in your database, the system displays the Home address type and home address data specified on the Installation Table - SA Options page. You can select a different address type. If the attendee does not have an ID in your database, enter the address manually.
Attendee's Phones	Click to access the Phone Number page, where you can add or edit the phone numbers for this attendee.
Attendee's Addresses	Click to access the Addresses page, where you can add or edit the address data for this attendee.

Reviewing Events, Meetings, and Attendees

After you enter campus events, you can review the information in several ways. You can review events by facility, review all meetings or all attendees for an event, or review attendees for a meeting. You can even search meetings and events to determine if a specific individual is an attendee.

This section discusses how to:

Review events by facility and meeting date.
Review event meetings.
Review attendees for an event.
Review attendees by meeting.
Review event meetings for an attendee.
Review an attendee's event summary.
Review an attendee's event meetings summary.
Review an attendee's guests.

Pages Used to Review Events, Meetings, and Attendance

Page Name	Object Name	Navigation	Usage
Campus Meeting Details	CAMPUS_MTG_DSPL	Campus Community, Campus Event Planning, View Event Information, Campus Meeting Details	Review events by facility and meeting date.
Event Meeting	CAMPUS_ATT_SUM_INI	Campus Community, Campus Event Planning, View Event Information, Event Summary, Event Meeting	Review all meetings for an event.
Event Attendee	CAMPUS_MTG_ATT_INI	Campus Community, Campus Event Planning, View Event Information, Event Summary, Event Attendee	Review all attendees for an event.
Event Meeting Attendees	ATTENDEE_SUMMARY	Campus Community, Campus Event Planning, View Event Information, Event Summary, Event Meeting Attendees	Review attendees for meetings of an event.
Event Attendee Meeting	ATTENDEE_MTG_SUM	Campus Community, Campus Event Planning, View Event Information, Event Summary, Event Attendee Meeting	Review meetings scheduled for specific attendees.
Person Event Summary	PERSON_EVENT_SUMM	Campus Community, Campus Event Planning, View Event Information, Person Event Summary	Review all of the events for which an individual is an attendee. This information is useful for viewing a summary of the individual's meeting schedule.
Attendee Meetings	EVENT_MEETING2_SEC	Click the Meeting button on the Person Event Summary page.	Review the specific meetings that an individual is scheduled to attend at an event.
Attendee Guests	ATTENDEE_GUEST_SEC	Click the Guest button on the Person Event Summary page.	Review all guests assigned to an individual for an event.

Reviewing Events by Facility and Meeting Date

Access the Campus Meeting Details page

Meeting Date

The calendar date to review to determine if any meetings are scheduled for this facility.

Search

Click this button to launch the search for meetings scheduled for the specified calendar date. If the system finds meetings scheduled for that date, it displays the data in the Campus Meeting Info scroll area at the bottom of the page.

Reviewing Event Meetings

Access the Event Meeting page.

This page is for viewing purposes only. You cannot enter or modify data here.

Reviewing Attendees for an Event

Access the Event Attendee page.

This page is for viewing purposes only. You cannot enter or modify data here.

Reviewing Attendees by Meeting

Access the Event Meeting Attendees page.

Event Meeting

The number of the meeting whose attendees you want to review. An event meeting number is required.

Sort By

Select how you want the system to sort the results.

Search

Click this button to launch the search based on the criteria that you selected.

Reviewing Event Meetings for an Attendee

Access the Event Attendee Meeting page.

Attendee

The attendee number of the attendee whose meetings you want to review. An attendee number is required.

Sort By

Select how you want the system to sort the results.

Search

Click this button to launch the search based on the criteria you selected.

Reviewing an Attendee's Event Summary

Access the Person Event Summary page.

This page is for viewing purposes only. You cannot enter or modify data here.

Meeting	Click to access the Attendee Meetings page, where you can view the specific meetings that the individual is scheduled to attend at an event.
Guest	Click to access the Attendee Guests page, where you can view all guests assigned to this individual for an event.

Reviewing an Attendee's Event Meetings Summary

Access the Attendee Meetings page.

This page is for viewing purposes only. You cannot enter or modify data here.

Reviewing an Attendee's Guests

Access the Attendee Guests page.

This page is for viewing purposes only. You cannot enter or modify data here.

Event ID	When you create a new event, the event ID is all zeros until you save the page. After you save the page, the system assigns the next available event ID.
Event Type	The type, from the Event Types page, that describes this event.
Academic Institution	The academic institution responsible for this event.
Event Manager	The individual at your institution who is managing this event.
Primary Meeting	After you identify a primary meeting for this event on the Event Template page and save that page, the system displays the number of that meeting here. The system displays the location for the meeting in the Location field.
Comment	Comments to further identify or describe this event.
Delete	Click this button to delete this event from your database.

Attendee	The number of this individual on the list of attendees for this event. For example, attendee 00015 is the 15^th attendee on the list of attendees in the system for this event. Note. If you are entering an attendee for the first time, the Attendee field is all zeros. Do not override this value. After you enter data and save the page, the system assigns and displays the next sequential attendee number.
Meeting	Click to access the Attendee Meetings page, where you can identify the meetings to which the attendee is invited.
ID	The attendee's ID, if he or she exists in your database.
Name	When you select the attendee's ID, the system automatically displays the individual's name here. If the attendee does not exist in your database, you must enter the attendee's name here.
External Organization ID	The organization's ID, if the attendee is from an organization in your database.
Name	When you select the organization's ID, the system automatically displays the organization's name here. If the organization does not exist in your database, you must enter the organization's name here.
Guest of Attendee	The attendee number of the individual whose guest this individual is. An attendee can have multiple guests. Note. You must first create guests as new entries on the list of attendees. You can then select them from that list and associate them as guests of the attendee described on this page.
Guest Relationship	The relationship between the host attendee and the guest attendee. If a guest is identified, the guest relationship is required. If you do not know the relationship, select Unknown. When you save the page, the system lists all guests of the host attendee at the bottom of this page. Values for this field are delivered with the system. You can modify these.
Relationships	Click this link to access the Relationships search box page, where you can create or review a relationship between two individuals in your database. Guest Relationship values are independent of the relationships that you set up on the Relationships page. Guest relationship is a quick method of identifying the association between two attendees specifically for an event.

Meeting Date	The calendar date to review to determine if any meetings are scheduled for this facility.
Search	Click this button to launch the search for meetings scheduled for the specified calendar date. If the system finds meetings scheduled for that date, it displays the data in the Campus Meeting Info scroll area at the bottom of the page.