The accounting of who was present at an event or function, as opposed to who signed up to attend (see registration). Because of no-shows, attendance figures will be lower than registration numbers. Accurate attendance tracking is important for awarding continuing education units, so the Update Attendance facility lets you mark verified attendees (or unmark no-shows).
A nametag that is given to each attendee to wear at the event. Badge formats usually feature the individual's nickname or first name, enlarged for readability, and include other identifying information such as full name, title, company, city, and state. Sometimes, each badge is marked with a color-coded strip to differentiate groups of attendees: customers, guests, exhibitors, speakers, and staff.
Refers to whoever is responsible for paying the registrant's event fees. This may be the registrant or, as in many cases, a third party such as the registrant's company or employer. When a Bill To party is identified, all accounting and invoice transactions are tracked under the Bill To ID. However, all participation history continues to be tracked under the individual registrant's ID (if represented in the customer database).
An official document awarded to an individual to recognize participation in a specific educational seminar or program. Certificates can be used as proof of participation.
Continuing education units (CEU), often expressed in hours or points, can be awarded to individuals who participate in or attend a specific educational seminar or program. These units are important for many professionals to earn certification and meet continuing education requirements.
A letter or notice confirming receipt of a registration and listing any fees that is sent to a registrant. A confirmation usually lists all of the functions the registrant selected and other details and instructions the registrant included, such as guest information. It may show the current status of the registration and include specific or general comments about the upcoming event, such as instructions for signing in on arrival and reminders of what materials to bring to the event.
A collection of related information that is organized into meaningful units to facilitate searching and updating the information.
A gathering, such as a seminar, convention, or board meeting, for which you need to organize, plan, and track details, including the list of expected attendees.
Amount charged for events such as educational workshops, seminars, and conventions. Typically, fees are charged for event registrations, but additional fees may be charged for individual functions (for example, workshops, social functions, and meals). In some cases, an event registration fee may entitle a registrant to attend certain functions, and the registrant can purchase additional guest tickets to those functions. Commonly, fees vary by type of registrant (for example, member, nonmember, and speaker) and by the date of the registration (for example, early, regular, and late).
An individual data element contained within a record. A field may appear in a data maintenance window in the form of a labeled text box or option. The components of the customer name in the Customer Portfolio, for example, are all fields. Note that field may be referred to as a column in certain cases.
A single session or activity within an event for which you need to assign fees or track attendees. A function can range from breakout sessions and educational workshops to social events such as golf tournaments, banquets, and tours. Because all fees are processed at the function level, you must set up at least one function record for each event or seminar for which fees are assigned.
The General Ledger account number to be credited with the fee charged for a particular class/function combination (for example, income or deferred-income account). This information is optional but should be entered if you are want transaction-level reports to print the appropriate account numbers.
Linking functions is a one-way shortcut for data entry by which registering for a primary function automatically registers for all linked functions (that is, selecting the parent selects the children).
A record is an individual unit within a table that consists of a collection of fields (which are consistent in number and type from one record to the next). For example, there is a separate record for each individual or company whose information is contained in iMIS. Records are sometimes referred to as table rows.
An individual who signs up to attend a particular event, typically by submitting a registration form along with payment of any registration fees. An individual registrant may not necessarily be a customer of the association holding the event or have a record in the customer database.
A broad group of registrants that enables you to process and handle registrants according to category. Class categories let you assign different fees for members and nonmembers, print badges separately (such as for color coding), and subdivide summary reports into meaningful registrant classes.
The recording of those signed up for an event or function, as opposed to those who actually attended (see attendance). Because of no-shows, registration figures will usually be higher than attendance figures.
A type of equipment, an individual, or some other asset needed to perform a task or service at an event function. Within iMIS Events, resources refer to both specific and categorical groupings used to describe room setup and planning needs.
A report listing registrants for events and/or individual functions within an event.This is different from the Company Roster which is shown in the Customer Portfolio.
Dictates the order in which the details are to be displayed or printed in a list or on a report.
Preprinted slips of paper that a registrant receives in advance for each function he or she is registered to attend. You can use tickets to control and track function attendance by restricting admission to ticketed registrants and by using collected tickets to verify attendance.
A list of registrants who are queued in hope of attending a function that has already reached its attendance limit. Wait list members may be allowed to attend the function if the attendance limit is changed, if additional sessions are added, or if other registrants cancel their registrations for the function.
10.6 Production Release. Updated 1/11/2006 3:00:51 PM
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