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Summit Event Manager Light User Manual

1. ccccccccceeccceeceeaeeeeeeeeeeaes 140 SOOUCING Crt iaa tastes uns cnc uh electnioat ieee 141 Session Attendance report cccccceeeeeeeeeeeees 234 Session Attendance Summary repott 6 234 Session Preferences and Attendance report 234 Special dietary requirements UNO aE E ete sausectes sates A eat A 166 FO DOIN soto O ete 139 217 263 Special fields definition ccecccceeeceeeeeeeeeeeeees 305 Staring Summit LIGHT saei a 12 Structure IMPOSE cece eeccceeeeeeeeeceeeseeeesseeeeeees 127 Sub records definition ccccccecceceeeeeeeeeeeeeeeeees 305 Summit DECKING MUO heireagan a 69 moving it to the eVENL ccccesseseseeeeseseesneeeens 86 optimising performance ccceececeeeeeeeeeeeeeeeeees 86 Summit Contact Manager regIStErng Mecs a a E 15 Summit Event Manager the About Summit form ccccceccceeceeeeeeeeeeeeeees 28 Support utiles eiea an e a ee 292 System checking act cec cease ecreecn cane eceveredon 109 System requirements ccceeccceececeeeecaeeeeseeeeeseeeeeees 2 Tables reference file 0 eee ceccceececeeeeeceececeecesaaeeeseeeesaes 119 Tabling amp Seating adding a QUIS SL is sce nts a E EAEN t 214 Tabling and seating status Of event nnnennnennnennnennnnrennrennrrnnrrnneene 215 Tabling and Seating listings ccceceeeceeseeeeeeaees 217 Tax amount in additional charges and
2. 252 Chapter 6 Main Menu Summit Event Manager Light 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 General Participation Profile Saved Quernes Multi Aegistration Multi Add On Are Multi Session FE Software Developer YT Industry Standards l Software Distributor r YT Legal Software Engineer Awards Industry Marketing C C Health M Consultant Journalist T Software R amp D Government Body MIS Manager E Mt ee k a EADE AE EAEE a ea Fax Tradewent E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit 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 Chapter 5 Main Menu 253 Summit Event Manager Light Saved Queries If you have very complex queries you can save them and retrieve them for later use You can also delete unwanted queries Reporter General Participation Profile Saved Quenes Multi Registration Multh4Add On Mul
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4. ccccccecccecceeec sess eeceeeeeeeseeeeeeseeeseeees 72 Create an Event Programe essccoucsdcececereaieneeba ton O saan eo E EN T 73 CUSTOMISE SUMM cticiuersteneveirdutes inves adeantedad mun teeadeeuindadmanetaasen teteaeg tetnauas tenes tend 15 Customise the Reporter Mail Merge Template ccccccsecceeeseeeeeeeeeeeeeeeneees 76 Deal With Dishonoured Cheques cccccccecceeceecseeteceeeeteeeeeeeeeteeceseteeeeseseeseenaes 76 Delete a ReCO arrenar ronaconstaapasantacie nda nda EES ai Determine your Messaging Profile ccccccccecceecceeeceeeseeeeeeseeeceecaeeseeeeeesaeesaees 78 ml gle Re hl gc 0 lt 0010 2 kit ence ent an i tet ee ee er er 80 Fix Mail Merge Problems ccccccccccccceeceeeceeeeeeseeeeeeseeceeeseeseeseeeseeseeeeeseeseeegeees 81 Follow Up Event Organisation Tasks ccccccccsccceecceeeeeeceeeceeeceeeseeeceeeeeesaeesaues 82 Issue a Call For Papers and Expressions of Interest cccccccseeceeeeeeeeeeeeenees 84 Issue an Event Registration Programme or BroChule ccccccsecceeeeeeeeeeeeaees 85 WOVE SUMMONS E Ve Mlee a a a 86 Optimise the Performance Of SUMMMIt cccccceeceecseeseeteeeeeeteeeseeteeeeeeeeeteeeeeees 86 Produce Name Badges for People who aren t on the Database 6 006 87 FRETUNG a Rayment eizten a Sah ucteGinsiesslGas lens luslouatausteuss 88 Reverse an Allocation Error cccccccceccecceeceeceeceeeeeeeeeeeeee
5. 34 Summit Event Manager Light Confirmed Attendees by Advertising Source report under Participation Breakdown on the Main Menu Open the Banking Details screen 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 Open the Equipment screen 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 Open the Options screen and set any applicable options Open the Payment Types screen 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 Open the Presentation Types screen and enter details of the presentation types applicable to this event The presentation type for example demonstration paper or poster is printed on the presenter s confirmation letter Open the Presenter Rules screen and mark the check boxes corresponding to the rules that apply to presenters at this event lf you re planning to target people
6. 82 Chapter 3 How To Summit Event Manager Light 10 Update any tasks that have started or finished Mark the Started and Finished check boxes for any tasks that you know have actually been started or finished Follow up late starting tasks Click on the Show All Tasks button then 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 that also have not yet been marked as started will be shown Follow up these tasks with the people they are assigned to Depending on the results of the follow up alter the planned start date and or planned finishing date and or reassign the task to somebody else Follow up late finishing tasks Click on the Show All Tasks button then 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 that have not yet been marked as finished will be shown Follow up these tasks with the people they are assigned to Depending on the results of the follow up alter the planned finishing date and or reassign the task to somebody else Update the list of tasks Add and assign any new tasks and delete any tasks that are no longer needed Follow up potentially late starting tasks Click on the Show All Tasks button and then enter the current date in the Start Date After field enter the current date plu
7. How to 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 From the Main 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 the Main 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 Click the Label button for address labels in family name alphabetical order or for address labels in ascending presort indicator orde
8. Install Summit on the computer at the event and then load the event file to the SEML directory Before leaving the event computer backup the event file to diskette and delete the SEML folder Copy your backed up event from a to c SEML 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 How to 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 lf your computer has less than the recommended processor speed Pentium 400 or memory 128Mb 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 Light s performance If you re using Summit in a multi user environment ensure that all systems other than the one containing the SEML 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 Make sure that your Microsoft Windows Virtual Memory swap file setting is
9. Select nstall Access 2000 Runtime and The application you are installing requires Microsoft Access 2000 Setup will now close and launch the message to the the Microsoft Sccess 2000 Runtime setup program right will be displayed Cancel 6 Chapter 1 Getting Started Summit Event Manager Light Installing Access 2000 Runtime Environment IMPORTANT NOTE If you have Access 97 and your computer and would like to keep it then you must select Customize and enter a new path and destination folder Otherwise this Access 2000 Runtime will overwrite your Access 97 Change the folder to one that clearly reflects the software in it In this example the folder name selected is Access2KRT i e Access 2000 Run Time Click on the OK button ie Microsoft Access 2000 Runtime Ready to Install Install Now Install Microsoft Access 2000 Runtime at C Program Files Microsoft Office Customize Choose the installation location For Microsoft Access 2000 Runtime Cancel ie Microsoft Access 2000 Runtime Installation Location Install Microsoft Access 7000 Runtime at c Access2KRT Browse 4yailable space on local hard disks volume Disk Size le 6l37MB OMB 17MB a1 SMB Chapter 1 Getting Started 7 You can see that the folder next to the Install Now button now reflects our changed folder name Now select nstall Now as the runtime will not overw
10. 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 htip www camtechcorporation com and the Commonwealth Bank All monies received via the secure payment gateway are deposited into a separate MIE Software Tr
11. Toolbar Buttons u 2 Click to delete the displayed receipt and reverse the allocation E a Click to reprint the selected receipt 286 Chapter 6 Main Menu Summit Event Manager Light 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 Tax Invoices and Adjustment Notes Reporter Documents to Select Tax Invoices Only Adjustment Notes Only Restrict to Tax Invoice Number Restrict ta Person Mumber Restrict ta part Family Name Restrict ta part Organisation Restrict to Tax Invoice printed on or after Restrict to Tax Invoice printed on or before Restrict ta Total equal to or greater than Restrict ta Total equal to or less than Reset Tax Generate E P his Invoices Tax Invoices Edt Preview Help Ewit You can select all tax invoices that 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 del
12. Chapter 5 Main Menu 163 Summit Event Manager Light 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 Professor Robert J Brittance PhD This Event Profile ee ee Software Developer l Has Esprassad interesti ae a a As a potential Software Engineer l Delegate Marketing F Presenter Confirmed SEELEN m Journalist 7 Previous Event s Software R amp D I Government Body I Cumulative History Me Manager To ceo T Participated as a Industry Standards I Delegate M Legal t 4 Awards Industry M Presenter M Health Last Imported Event DEMOUU September 200D summit Light Demonstration Event XI Help Cancel OK 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 presenter then had his record imported to this event he would be shown as a past delegate and a past presenter The Last Imported Event area of the form shows the event from that this person s in
13. If your computer doesn t have a C drive this feature won t work Toolbar Buttons k Letterhead Click to design your own letterhead S ips t Click to edit the top and bottom text of the selected correspondence prior to printing the letter x Click to e mail the correspondence m B Ie ka Click to fax the correspondence le Preview Click to print the selected correspondence Chapter 5 Main Menu 173 Summit Event Manager Light 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 Letterhead Designer l uF DEMO 2003 yy sunmeait Lieht Demonstration Eveni ri Picture Line Style Hide Size Position Clip Hide 7 Size Position L l Line VW widh J Left Margin Stretch with A _s Lett Margin H o Line Height __ Top Margin m Zoom Height A Top Margin Fon size 12 BI7 wl E all zeae eae Text Colour Background Colour Show Dividing Line 1 M Dividing Line 1 Thickness O g Show Dividing Line 2 M Dividing Line 2 Thickness O m m E moj mjm mjo f mj a a E m mj JAX Previews Help Cancel f 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
14. 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 Once Summit has determined that you have a valid update database a report will be produced showing the objects forms queries tables macros and modules that will be loaded into Summit If you ve made any modifications to an object in Summit you should ensure that you have copies of the objects you ve modified in another place so you can reapply your changes after the update If you haven t made any changes to Summit you can ignore this report by closing it Click on the Complete the update button at the bottom of the form Your copy of Summit will be updated 22 Chapter 1 Getting Started Summit Event Manager Light Update via the Web 1 Connect to our web site at http www miesoftware com Go first to the Free Downloads page and then to the Summit Event Manager Light Version 10 page If you want to proceed with the update go to Updates and Patches There are a number of update choices for example just the update database just the updated help file and one containing both Or you can download a complete overwrite database These will be in the form of exe files Depending where you re up to in your updates select the most appropriate file by clicking on the associated Download Now but
15. 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 C Zoom Click to drill down to the Personal Details form for the currently selected person 216 Chapter 6 Main Menu Summit Event Manager Light Click to choose from a number of different reports on tabling and seating The reports are all variations on a theme Tabling and Seating Listing Choices Listing Contents Orientation Favourite p People sorted by seat number hiding people not yet allocated a seat Portrait Special dietary requirements by table Special dietary requirements by table with seat numbers Table usage and capacity ia Preview Help Click on the record selector bar to the left of the required report for example Special Dietary Requirements by Seat 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 Preview Click to print the selected report Chapter 5 Main Menu 217 Summit Event Manager Light Registration Desk Worklist The main purpose of this form is to rapidly process delegates arriving at the event Registration Desk Worklist Find by Full Mame Previous Full At Satchel Mame Or
16. Summit Event Manager Light User Manual COPYRIGHT MIE Software Pty Ltd Summit Event Manager Light Version 10 17 August 2003 All rights reserved TRADEMARKS Summit and Microsoft Microsoft MS DOS Windows Windows 95 Windows 98 Windows NT Windows Me Windows XP Microsoft Access Microsoft Word and Microsoft Excel are registered trademarks of Microsoft Corporation Summit Event Management System operates in a graphics environment called Microsoft Windows created by Microsoft Corporation An extension of the MS DOS operating system Microsoft Windows gives a standard look and feel to Summit and all other Windows applications 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 ma
17. Summit Event Manager Light 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 screen Determine catering requirements 1 From the Setup Menu open the Catering Events screen 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 Click on the People button to produce an Attendance Listing 2 On the Main Menu select Catering Requirements from the Event Reports screen This will produce a report showing how many people need to be catered for at each catering event Check that the numbers on the two reports match If not refer to the Catering Events section in Chapter 4 for an explanation Assign Tables If you have fixed tabling from the Main Menu open the Tabling and Seating screen 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 processi
18. Summit Event Manager Light 10 Compact and Repair Software K Find i Summit Event Manager Pro d a On Line Documentation BD Help Summit Event Viewer Reset Summit Code Library Reference el 7 Summit Membership Manager Summit E vent Manager Light 10 The functions of these programs within this folder are as follows Compact and Repair Software Select to repack compact and repair the seml mdb file This file becomes fragmented when you make changes to a database or it may become corrupted An indication of a corrupted file is when you can t find a record you know is there The seml mdb file 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 The compacted seml mdb file is usually smaller and often provides better performance This process should be run at least weekly during period of frequent heavy use On Line Documentation This will initiate the On Line Help where you can search for specific items Summit Event Manager Light Select to start the Summit Event Manager Light Reset Summit Code Library Reference This will reset any library reference that Summit uses The main criterion for selecting this option is when you initiate Summit the following error message is displayed The expression you entered has a function name that lt event name gt can t find After selecting the op
19. 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 Select the type of paper from the pull down list of presentation types for example paper poster workshop demonstration etc This information is used on the Presenter Confirmation Letter If the type of presentation you require is not on the list double click in the Presentation Type field and you can enter it directly into the Presentation Types form 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 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 Present
20. 223 Summit Event Manager Light Introduction to MIE WebLink MIE WebLink enables potential attendees to enter registration information onto 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 the registration form can be updated automatically The specific interfaces are e Registration Without Payment using MIE WebLink e 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 that contains only the information needed to build a registration page It does not contain any financial data or attendee information 3 E mail us the event web file the evw file and any logo you want displayed and fill in the on line setup form with your preferences for the registration page 4 We setup 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
21. Back up the event file Chapter 2 Scenarios 39 Summit Event Manager Light 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 of the steps as apply to each person 1 2 3 From the Main Menu open the Personal Details screen Find the person s record lf you have a payment that hasn t been entered into the system click on the Money Menu button and then select Enter a Payment If you wish to allocate a payment that has been entered but is not yet fully allocated click on the Money Menu button and click on 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 9 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 Open the Correspondence screen and produce the desired correspondence type ie invoices and receipts Click on the Financial Reports button and print an Income Reconciliation Report to see ho
22. C Name Plus Three Columns Landscape n r Column 5 Registration Type Mame Plus Four Columns Landscape Group By None Default ie Name Plus Five Columns Landscape Show Number in Each Group a le Screen Label Preview Help Exit The form is divided into four sections 1 2 3 4 Participation Category what kind of delegate to list Date Filters a date from which new registrations or cancellations are listed Report Format how many columns portrait or landscape 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 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 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 o
23. Chapter 3 How To 77 Summit Event Manager Light How to Determine your Messaging Profile While the actual icons may vary depending upon which mail system you are using in most cases you can determine your messaging profile by taking the following steps From the desktop select Start then Settings then Control Panel Prograrns d Favorites Documents E Settings Aj Find Printers g Help H Taskbar amp Start Menu T Run z Active Desktop ta Log Off John Clingeleffer Z By Windows Update Bp Shut Down Enl esAy From within Control Panel select Mail and Fax by double clicking on the Mail and Fax icon D Mail and Fax Click on the Show Profiles button Microsoft Outlook Properties SEI ICES Delivery Addressing The following information services are set up in this profile Jntemet E mal _ Microsoft Mail Outlook Address Book Fersonal Folders Add Remove Properties Copy About Show Protiles Cancel Amply Help 78 Chapter 3 How To Summit Event Manager Light This will display the Mail and Fax form Hail and Fax General aL The following profiles are set up on this computer Microsoft Outlook Add Remove Properties Copy When starting Microsoft Windows Messaging use this Microsoft Outlook Bance Amply Help You then select the pro
24. Drug Interaction Pr Prima Co Gould Vice President Inf Drug and Alcohol The Ame i The Hea Jones Pharmacist The Ray Kitchener Special Projects Ol Environmental Che The Cor i Mariot Sales Representat Prima Co ype Patrick Moms Hospital Pharmacy The Roy Dr Kevin S rawnessy Chief Pharmacist The Roy tr wiliam Smith General Manager Pharmaceuticals D The Cor DCm oh Smith General Manager Best Ee hal hi Wat odetarcarkh ariar Parker rakha T a Record TH H of 18 Fill Column Clear Column Move Column an split From split From set Home Set Work Columns Given Mame Surname Address Address na a 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 Py Pye Pye Pots o o DMs DMs o r r Py o DMs o 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 e Correct or modify the details of any fields of the records by editing directly in the field
25. Help Exit To use this form select the desired report then click on the Graph or Preview button Toolbar Buttons ogo il Click to present the information in graphical form E Preview 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 lt Default Country gt This report shows how many and what percentage of confirmed delegates came from each geographical area The atten
26. New registration fees may be added after event fees have been locked and existing registration fees may have the descriptions modified Open the Add Ons screen 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 In the Programme Section open the Locations screen 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 and in the draft programme Chapter 2 Scenarios Summit Event Manager Light 18 19 20 21 22 23 24 25 26 Open the Catering Events screen 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 Open the Sessions screen and enter details of the presentation sessions for this event Sessions should be entered after location details have been entered as these are specified within a session Open the Import Demographics screen in the Utilities Menu and import name and address details from as many sources as you wish While it is pos
27. 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 nng oy rarm Name AVAIL W Aue E Find Organization Outstanding Balances mg Numbe FulName organisation Total Owing al 286 n Helene Hughes 500 oo 1 Mr John Adams Ace Computer Sellers Pty Ltd 3 118 00 VO3 Mr Peter Skinner Ace Computer Sellers Pty Ltd 400 00 2 Mr Peter Srath Acme Hospital Supplies Company 10 00 19 Mr Robert Albertson Acme Vendors Pty Ltd 3 550 00 You could find the record this way but if you apply a filter you can reduce the size of the pull down 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 g Find by Family Mame Outstanding Balances Only tta Ean on e Find by Family Mame Available to Allocate rt Organisation Find by Organisation Outstanding Balances en jamourt Owed Tnmbel Fut Nae tal Owing 1 Mr John Adams Ace Computer Sellers Pty Ltd 3 118 00 r Mr Peter Skinner Ace Computer Sellers Pty Ltd 400 00 If you also entered 400 into the Restrict to Matching Amount Owed field as shown here then clicked on
28. Primo Computer Systemae e29 Hh Roed ABBOTSFORD we Protessional People ne 7 lowbne BRisBane ao Serious Business Software foson woon ea Smith Smith Smin Jones Geno Men Crescent PERTH OOOO wa OOOO The Department of Technology n Gove 212 Olsen Street NORWOOD sa meim OOOO O O Deye estee ACS The industry Awards Association 69 Man Street MELBOURNE Wwe The Royal Hospital 2 Main Crescent FAIRFIELD The Standard Keepers BB Lowy Street KENSINGTON Total Technology Magazine PO Blox 3990 SYDNEY JEJA Help Cancel OK Record 14 4 l4 r l oF 18 Toolbar Buttons All these forms are described further under their own headings gt EOI and Profile 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 Extra Detail f I Click to open the Extra Details form It s through here you enter the accompanying person details diet etc for this person Chapter 5 Main Menu 161 Summit Event Manager Light LI Register Click to open the Registration Details to register this person as well as enter add on 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 Mone is Hernu Click to open the Money Menu This menu has the following buttons nter a ayment p
29. Refund notice POMC aoia a A 235 REINIS Anena Ae ea ned Galea oda 184 IAT massera ien eRT eRT a 237 Register Summit Contact Manager ccccseeeeeeeees 15 Registering many people with the same details 0 198 Registration cancelling nessas A 169 data entry SCIGeNy eae eke 168 MOOS sco seaceaaatracs A ee ctaaan 129 TOR AN CLO VEIN ii ocsiles dieters da teulel see tacdabeundecedensedeeveanaes 168 issuing the programme or brochule 00c000 85 Registration Desk Worklist liSting cccceeeeeeees 279 Repair event file vaccticc tied cccese ssbecdtsadcas Mivedaed Seis 21 Reporter SUNOS aa aaa truenctuatsanutaraaiee a acar 262 MUITI AAG ONS 0 ccc cecc cece eecceeeeeeeeeeeeeeaseeeeeeeeeaeees 256 multi registration cccccccssececeeseseseeseeeeenseeeseaees 255 MUNTIHSESSIONS ainina ain eaes 256 selection SCE ON deevsscs2stecs spcdevsceecuatesneteedenenuieean 250 Reports changing Margins vtsens sicdctoeawannict since siatveies aeons 67 CIOSTING eoo area bacestil a a a a 27 from the Reporter c cccseeeeesseseeeeees See Listings output to Excel RTF text amp HTML 26 DrINUNO acrriru kne a enant 26 REDrinUreCelipl Ae eee ee eA 185 Reset Summit code library reference cccees 12 Restore an event file 0 0 cccccceceeeeeeeceeeeseeeeseeeeees 69 Results repon S oran aAa 223 Reverse an allocation ccccccssccsseeceeeccesecee
30. Repeat the above steps until all the sessions have been entered for the person then click on the OK button 170 Chapter 6 Main Menu Summit Event Manager Light 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 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 r
31. Sorted by date s 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 Incoming Enquiry contact types between 1 January 2001 and 31 March 2001 you would enter 01 01 01 in Restrict to Original Contact Date on or after 31 03 01 in Restrict to Original Contact Date on or before and select Incoming Enquiry from the Restrict to Contact Type pull down list To see the result 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 E Prei Click to print a report in Print Preview of the contacts selected 204 Chapter 6 Main Menu Summit Event Manager Light Reassign Organising Tasks This option enables all the tasks currently assigned to one person to be reassigned to another person Reassign Organising Tasks Remove Tasks Fom Reassign Tasks To fot Reassign 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
32. 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 For example if the spreadsheet was called demodata xls and was located on the a disk drive you would enter a demodata xls 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 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 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 t
33. 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 10 Do a Banking Run found on the Main 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 11 Open the Correspondence screen and produce the desired correspondence receipts invoices confirmation letters etc 12 Print an Income Reconciliation Report from Financial Reports to see how the event is going and check that all financial data is correct 13 Exit Summit 14 Back up the event file 62 Chapter 2 Scenarios Summit Event Manager Light 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 Main Menu open the Name Badges and Tickets screen by clicking on the Name Badges and Tickets button Click on the Produce Name Badges option button If you only want to produce new badges yet click on the Only Produce New Badges or Tickets option button If you want to produce all badges w
34. produce a report showing how many people need to be catered for at each catering event Check that the numbers on the two reports match If not refer to the Catering Events section in Chapter 4 for an explanation Determine equipment requirements 1 From the Setup Menu open the Catering Events screen Check that the equipment requirements of each catering event have been correctly entered 2 From the Setup Menu open the Sessions screen Check that the standard equipment requirements of each session have been correctly entered 50 Chapter 2 Scenarios Summit Event Manager Light 3 On the Main 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 4 From the Main Menu open the Equipment Requirement Reports screen Select the report that you want to print 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 1 From the Main Menu open the Registration Desk Worklist screen 2 Click on the Preview button to produc
35. 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 Presenter Rules This option is for maintaining information related to the rules if any for confirmed presenters at the event Presenter Rules M Presenters must submit final Papers M Presenters must send in Biographies IM Presenters must send in Technical Requirements l Presenters must send in Photos M Presenters must Register Cancel 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 Chapter 4 Setup 99 Summit Event Manager Light 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 with 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 100 Chapter 4 Setup Summit Event Manager Light The Usual Registration Thi
36. s Presenter Details screen or for a large group of papers by opening the Abstract Status screen from the Programmer 296 Troubleshooting Guide 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 e Pre or post conference workshops not attended by all delegates e 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 e Individual events a
37. the summary reports are produced as bank deposit slips 2 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 3 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 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 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 Chapter 4 Setup 135 Summit Event Manager Light 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 Ca
38. 105 Listings GEICO ALCS sierde 228 from the ReEportel ccccccceceeceeseeeeseeeseeeeeaeees 262 Locations reference file screen cccccccceececeeceseeeeeeeeeeeees 116 Locking event fees cccceecccseseeeceessecseeeeeseeeeeeees 133 62110 1 0 eee ate meee ot ene a een Oe 301 Locking fees Ad ONS ssn tetas Least E ee 132 Registration TYP s cccccccssscessseesssseseeeesseeeens 130 NAGI Srno a Ohta e e areata ENA 292 Mail merge creating different documents cccccseeeeeees 108 CUSTOMS ING saab insist E Hv eurecentie 76 fixing Problems eari e nen atu ae eens 81 Mail merge document NAMES ccseceeseeeeeeeeeeees 108 Mailto d mon sosna ea Ne a 301 DrOtOCOl aaea a eee 226 MAPI COMPNANCE sireisas a aaa 226 denion erse od estecten neue de ee deea aes 301 Marketing Breakdown report ccccseeeeeeeeeeeeeeees 271 Master database oe 2 hl Maen eae nen rt Saeed Senaet Cet mere ne re 160 initiate search cccceccceeccseeccececeeeceueecueeceeeseeeeaes 157 SOO ee eee ee ee ee 160 setting locations sennen 105 Mastercard enn ee ee oe oe 135 Maximise definition cccccccecceseeceeeeeeeeeeseeeeees 302 Menu repo aar oes 5 Stew a acan E T 232 Merge different documents for different categories 108 TOM OTC S aaen a ateen 245 from Form Letters cccecccceeceeeeeeeaeeeseeeeeaeees 243 from the Reportelr ccccccc
39. 13 000 postcodes until it finds a match This can take some time if there are a large number of records to Proces Matches will only be found for records with a valid postcode Tip Get the bulk code for a single person s record by double clicking in the Postal Code or Bulk Code field Press OF to proceed with the presort update process Press Cancel to terminate this process now 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 This process takes each person s Suburb Town and State and matches it against the 13 600 postcodes on file If it can t find a match it leaves the Bulk Code field blank If you don t know the postcode or bulk mail code for an Australian address double click 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 For more information tips and hints on the quickest way to find a postcode refer to the Find a Postcode topic in the Chapter 3 How To Chapter 6 Utilities 293 TROUBLESHOOTING GUIDE For more information please visit our website www miesoftware com and go to the Support On line section Difference in Numbers on Catering Requirements Report and Function Attendance Listing The Catering Requirements report on the
40. 2 Enter the Service Provider s Goods amp Services Tax Details for Invoices text you wish to appear on receipts invoice statements and tax invoices relating to your GST VAT Sales Tax number 3 Enter the GST Invoice Heading Text to appear at the top of tax invoices Eg 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 receipts For example Official Receipt 6 Enter the GST Credit Adjustment Note Total Text to appear at the bottom of receipts beside the total For example Total or Total Including GST Enter the Default Adjustment Note Reason for the GST Credit Adjustment notes Enter the tax percentage amount you will be charging on Additional Charges and or Discounts in the Registration form 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 GST Credit Adjustment Notes 112 Chapter 4 Setup Summit Event Manager Light Australian GST Notes There have been a number of changes made for the introduction of a Goods amp Services Tax on July 1 2000 Major Changes Registration Types set up on the Registration Types screen on the Setup Menu Each registration type can have a GST either as a percentage or a specific amo
41. 5 Main Menu 201 Summit Event Manager Light O O O V UJ C O 5 N Contact aoa 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 Reassign Tasks Click to move all the event organisation tasks currently assigned to one person to another person See Reassign Organising Tasks status 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 Running Sheet dus Click to open the Running Sheet Notes form to enter a note to be included on the Running Sheet See Running Sheet Notes Running sheet Running Click to print a Running Sheet in landscape layout G T at 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 JE Preview 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 op
42. 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
43. AJOON oaa E Pee a a a ee 131 LOCK EVENE F ECS imainan aE EO a ETEO 133 BANKIN Cla S oe E atu ran teud tea sate dem anoedieanttedt tan 134 KAE el I 8 e eee ee ene Oe ete nei ee EE te ese nee E ne ey eae Otero eer ne 135 By eee ema 2 nce aeaniee a a T ene Se ee eR ne eee 136 CENO EVEN crc crs ene Tce Tecan ecient E a E R 136 SESSIONS ve ccszeccncsarciancsezctanesszetmnecancacnesenetencecnenenesaqumneecaeneneseeamnersneaanee mecaneeecnadans 140 SESSION SLAW Scosche as ee Se ee ce aa ae ee ee a te te aa 143 Name Badge and Ticket DeSIQN ccccccecceecseeeeeeeeeceeeeeeseeseeeseeseeeaeeseeseeeeees 144 PariclpatlOne SEMN Sarea te tcatacdbs sadctampades a aa a era amaalite ss ET 154 CHAPTER 5 MAIN MENU 0 0 ccccsssscccssssseccccnssecccsnsessecnsesceeonsseseennseeseennassesennasseeeonassess 155 DATA ENIR Gee er Re a es Re ae we ee ee 156 Personal Detall seerde a a a aa 156 Expression of Interest EOI and Profile cccccecccecceeeceeeseeeeeeeseeseeeseeesaeees 164 p 4 fs Ay re oan ae E eRe Ae eA Ree eee ee eR eRe 166 FREOISTFATION IGANG cenena a E 168 mdivid al Corresponde CE nanan E E E 172 L terhead DESIGNET seronrainki aiina a a a G 174 P MaS n easa AE A AE A E A E A A OASAN 176 Contact Detalls aansen aa unt Guster vague tutte ioe 177 Table of Contents iii Summit Event Manager Light MONS MENU saonenn ana aa E 178 ENE rA F AVNEN csaissastcasssane pongeaus Sangre dean saute dain bnsadaus bate dnae p
44. 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 e a Summary of Mail Order Telephone Order transactions for American Express Bankcard Mastercard Visa and Generic credit cards e a Summary of Sales Voucher transactions for Bankcard Mastercard Visa American Express and Generic credit cards e a Debit Mail Order Summary of charges for Diners Club 4 Produce a summary report for Reversals 5 Produce a summary report for Refunds 6 Prompt to check if everything has been printed correctly If you confirm that everything has been printed correctly the Payments Processed on lt the current date gt 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 E B Click to process the payments and print the deposit slips and summary reports Chapter 5 Main Menu 281 Summit Event Manager Light Re Do Banking Run You can re do
45. Event Manager Light in it s own program group You can change the folder if you wish but it s not recommended Don t install Summit Light onto a server It needs to be installed onto the C drive of each user s computer See Summit in a Networked Environment Select the Continue button or just press Enter Once that s finished you will get the message that the MIE Software Installer Setup was completed successfully Summit uses three Microsoft programs 1 the Calendar Control mscal ocx 2 the Slider Bars comctl32 ocx and 3 the File Open Dialog box comdlg32 ocx The message to the right will be displayed if any of the above program versions of yours are older than ours Always respond Yes to this question as your version of the file may be required by other programs you may be running If part way through the installation the dialog box to the right is displayed click on the gnore button This file is often in use and by ignoring it does no harm The same goes for URLMON DLL amp HLINK DLL 10 Chapter 1 Getting Started Setup will add items to the group shown in the Program Group box Summit Event Manager Light You can enter a new group name or select one From the Existing Groups list Program Sroaup Existing Groups MIE Software Installer MYOB Accounting Plus 10 MYOB Accounting Plus i0 5 Online Services Smart Label Printer St
46. 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 e anyone could go to any or all of the workshops e 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 Function Attendance Listing Is Correct In some circumstances though the above method of working c
47. F __ Top Margin a Content User Defined Text 1 k Text rotra See E Text Colour Background Colour m m m e n E m m m mj n E m m 5 Select the characteristics you want for the text Choose a font from the pull down Font list 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 ee fai ight Centre In this case centre alignment is selected 7 Determine the text colour for this line the default is black Text Colour EE_E E_E In this case the text colour is left black 8 Determine the background colour for this line The default is white clear Background Colour EE E D nn In this case the background colour of light grey is selected The badge would now look like this on the design form Hame Badge and Ticket Design Event Long Name rja Badge Name or Given Name amp Family Name Add On Description Tid Defined Text 1 Syst The badge would now look like this on the Preview form with sample data 148 Chapter 4 Setup Summit Event Manager Light
48. How To 71 Summit Event Manager Light 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 Main Menu 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 How to 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 men
49. IS Name Badge or Ticket The Third Mifleniu Management Cor fhe Third Mifenium Event Management Conference Hyacinth Fitzwillie Hyacinth Fitzw Smythe Smythe Conference Dinner Black Tie 33 Conference Dinner Ble The Third Mifenium Event The Third Mifenit Management Conference Management Cor Hyacinth Fitzwillie Hyacinth Fitzw Finally give the design a name and enter this in the space provided Format 3 Name Defaut Add On Ticket With Picture 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 spacings 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 Chapter 4 Setup 149 Summit Event Manager Light Formet 10 Name Stationery standard Standard Stationery Width 3 Height Unit of Measure gima Determ
50. J Britt 4 Sneak Previews of the Awards Protessor Robert J Grit An Introduction to the Day i Ms Pauline Jones Mew Legislation Are You Still OK Where to Watch Your Step E ob Brittance 15 un 00 10 ul 00 D Le Roux Bouvier 16 Jun 00 14 Jul 00 Me Helen valentine What was Good What was Bad and What is Awaiting Judgement Bob Brittance ey 15Jul 00 10 Jul 00 a ee Le Rous Bouvier 16 Jun 00 14 Jul 00 C Zoom hl 7 El 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 Record 14 4 1 et oF 7 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 7 and or Reviewer 2 the Date Sent or the Date Returned Toolbar Buttons Zoom Click on this button to drill down to the selected person s Personal Details form Chapter 5 Main Menu 213 Summit Event Manager Light Tabling and Seating This option enables you to place people attending a tabled catering event at tables and or seats Tabling and Seating Find by Full Name arene Tabling and seating for the The Awards Dinner on Sunday 13 July 2003 Name for Table Seating Lists Table Seat Unknown Lock Primary P
51. Light 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 3 From the Main Menu open the Participation Breakdown screen You should produce all of the reports available from this screen as they each serve a different purpose Select each report and then click on the Graph or Preview button to produce it 4 On the Main Menu click on the Marketing Breakdown button to 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 46 Chapter 2 Scenarios Summit Event Manager Light 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 pos
52. PINDO Microsoft Office Toole d money ni TETTI Microsoft FrontPage Compact and Repair Software sek Mette z k E a a e Ro amp On Line Documentation Properties Summit Event Manager Light v10 E Summit Event Manager Light v10 2 Display your desktop either by minimising all your open applications or by clicking on the desktop icon as shown below Show Desktop 3 Right mouse click on your desktop and select Paste Active Desktop Arange cong Line Up Icons Refresh Paste Shortcut Undo Delete New Properties 4 The Summit Light icon will be pasted as a shortcut Fa Summit E venk Manager Light 10 16 Chapter 1 Getting Started Summit Event Manager Light 5 If you find that you can t position the shortcut where you want to you may have Auto Arrange set to Yes To turn this off click somewhere else on the desktop with the right mouse button and select Arrange Icons If there is a tick next to Auto Arrange select it This will turn it off Active Desktop Arrange cans Line Up Icons Refresh Paste Paste Shorbeut Undo Delete New Properties by Hame by Type by Size by Date W Auto Arrange Chapter 1 Getting Started 17 Summit Event Manager Light Entry Menu The Entry Menu is the normal entry and exit point for Summit Light To choose any of the sub menus click on the appropriate button Summit Event Manager Light DEMO Su
53. Sent Date C with Delegate Kit Sent Date Before with No Delegate Form Letter Sent Date with Delegate Form Letter Sent Date Before 2 Preview Help Exit 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 lt Participation Category gt 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 lt Participation Category gt 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 lt Participation Category gt 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 lt Participation Category gt 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 Summit will produce the form letters and the corresponding address labels 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
54. Set Up Click on the File button on the Front Menu to open the File screen 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 Update the Event Details screen 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 lf 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 screen and import as much of the structure as will be appropriate for this event If you have imported all the structure from a previous event the following setup steps are only to ensure that the imported information matches the requirements of this event Open the Registration Types screen 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 Open the Add Ons screen and enter the description and costs of accompanying people and any other extras These add ons may be modified or dele
55. Stationery cccccccccseeeeeeseeeeeeeeeeeeeeseeeeeeeeeeeeseeeeeesaeeeeeas 295 Name Badges With Pictures Have Out of Memory Problems When Printing 0008 296 Presenters are Marked as Confirmed But Their Presentations Don t Appear in the Draft Programme I mets cuca tears ctr he re tae cele pesig E ace ep A ase nsennea een date sean 296 GLOSSARY rnas aa a a N mandi aaa 297 INDE X aor E EEE A EE E E E 306 Table of Contents vi CHAPTER 1 GETTING STARTED Welcome to Summit Event Manager Light Summit Event Manager Light DEMO Summit Light Demonstration Event 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 during and after the event and housekeeping activities This is why we have separate Setup Main and Utilities 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 e System Requirements e Conventions used in this manual and the software e Software Registration and Introduction to Summit forms e Navigating in Summit What all the standard buttons are and what they do e Help General and specific e Shortcut keys How to perform tasks quickly and move aroun
56. 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 To check and or modify your screen resolution take the following steps Ta m Ey methings inter askbar amp Start Menu older Options 1 Choose Control Panel from Active Desktop Tl x 00 the Start Menu g Hun windows Update Log Off PIZ OO Shut Down 2 From the Control Panel wi choose Display Display Display Properties Ei ES Background Screen Saver Appearance Effects Web settings 3 Change the Settings to be the same as those shown below 800 by 600 pixels with small fonts Click on the Apply button then click on the OK button Display Plug and Play Monitor on S3 Ine Tos rds 362966 W1 00 34 Colors Screen area True Color 24 bit a S00 by GOO pels ie Sha Mi endans desktop antatie marnitan Advanced Slide this bar along mea n 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 4 Chapter 1 Getting Started Summit Event Manager Light Installing Summit Light From CD or Web There are two methods for installing Sum
57. Summit Event Manager Light 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 Name of Yenue The Hotel Magnificent Contact Mame Ms Kylie Smith Contact Title Conference amp Banquet Manager street Line 1 street Line 2 505 Kennett Boulevard Suburb Town State Country AUSTRALIA Phonej 51 3 9555 1234 Pax 51 3 9555 5675 Mobile 0146 999 bbb Fager E Mail HotelMagmozzienet com au 2 Listing Help Cancel 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 98 Chapter 4 Setup Summit Event Manager Light Organisers This option is for maintaining the names of people committees or organisations who are involved in organising the event Organisers Sfx Delete Listing Help Cancel Record 14 d 1 r gt oF 6 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
58. 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 e You are not using profiles e 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 e 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 e 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 will be converted into past presenters 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
59. 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 e 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 122 Chapter 4 Setup Summit Event Manager Light 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 Microsoft Excel the records you wish to import may be stored in Excel with one record per row optimally in the following format
60. WebLink file For more information on MIE WebLink the Internet Registration software please refer to the Internet Assistant in Chapter 5 The information is collected on the EOI and Profile form from the Personal Details form when you assign profiles to people on the database One person can have many profiles The information from this form is displayed on the draft Expression of Interest EOI report and the draft Registration report in Event Reports Interest and involvement by profile is reported on in the Profiles Breakdown and Participation Breakdown reports 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 CEOs 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 If you choose to import profiles any profile settings you make here will be overwritten by the profiles from the import source Chapter 4 Setup 117 Summit Event Manager Light Toolbar Buttons Reset a E a 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 w
61. a Banking Run even though you have confirmed the Run was completed successfully If there are no unprocessed payments the following message is displayed Hothing To Process i There are no unprocessed payments Click Cancel to Exit Click OF to undo a Banking Run so You can re run it 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 Confirm Undo Q There are 7 payments marked as processed an Thursday 3 May 2001 Are You sure you want to Unde this and mark these payments as unbanked If you select Yes the Confirm Banking Run message is displayed and you can re do the Banking Run now or later 282 Chapter 6 Main Menu Summit Event Manager Light 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 Payments In Reporter Restrict ta Payment Type Restrict to Payments received on or after Restrict ta Payments received on or before Restrict ta Payments banked on or after Restrict ta Payments banked on or before Restrict to Payment Amount equal to or greater than Restrict ta Payment Amount equal to or less than Restrict to part Drawer or Cardholder details Restrict ta part Bank details Restrict to Cheque Number equal to Restrict to
62. aaa aa E 33 Confirmation letters cccccccceececeeeeceeeeeeeeeeeeeeeeees 238 to delegates n nneenneennennnennnrnnerrenrrrrrrrerreerreee 238 tO DFESENICKS fice eit eA atch eco 238 Confirmed delegates GTA ON meere a a 298 PODONIS asad ea a 269 Confirmed presenter definition cccceeeee ees 298 Contact details Index 306 Summit Event Manager Pro TOU OWE UD foo riducantcavotannt tured ctoveimenauietnloseteeedtdesse 203 COMACIAY DOS akc ea ed eee 115 Contacts record from the Reporter cccccsecesseeeseeeeees 261 Contacts Reporter ccccceccccseeceseceseeeeseeeesaeeeees 204 DUTON epee seems E Sone mere 203 CONVENTIONS era sacar EE 2 CODY activi y eene e a a N a age 198 Correspondence for the one person cccceccceeccceeeeeceeceeaeeeeeeeeeees 172 ES E A A EE AA S A E AET 236 to groups of people n nannnnnnnnnnnnnnnnnnnnnnnnnrsnneni 235 turn off correspondence I0 cccseeeeeeeeeeeeeeees 103 turmi oN FOOLER oone ose oasptod ceseo nea enspied 105 turn off header seca tenses enter Acasa cele les eat ctenedeesaoate 105 turn off or on PIN number inclusion 6 105 Counting reCOrdS wii k eee el 72 Create HO TUING acd sa seete aise da ncagecs a 184 Credit card commissions breakdown repott ccceeeeeeeeees 276 ON y sais Dorrie alacead Sagas Weeeatcona dave avecetaeaaieoue 166 SUMMIVIANCS wise ce bs hee che Soe
63. 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 and is included in the event fee Is this a session that is chargeable optional If yes then this session needs to be entered as an and is not included in the event fee add on as well When defining an add on Is this something that applies to all If yes then this is not an add on It is either a participants automatically 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 prog
64. add ons This will look something like this Down arrow for listing add ons Add Ons Qty Add On Descriptio E w 2 Ye twarda Might Ticket El Awards Might Ticket z Complimentary Awards Might Ticket 3 Select the appropriate add on by selecting it In this example we ll select add on number 1 Award Night Ticket 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 4 After selecting the add on the Add On section will look like this Chapter 5 Main Menu 169 Summit Event Manager Light A pencil means the record has not been saved yet 5 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 6 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 7 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
65. 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 Is this something that applies to all If yes then no further action is needed You do not participants automatically need to define this thing as an add on as well Is this a function that applies only to some If yes then this function needs to be entered as an participants such as a gala dinner or board add on as well and entered in the Add Ons luncheon Covered By This Catering Event section of the Catering Events form 94 Chapter 4 Setup Summit Event Manager Light When defining a session Question Answer Is this something that is included in the If yes then no further
66. as large as the recommended size and is permanent rather than temporary 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 Defragment your hard disk regularly 86 Chapter 3 How To Summit Event Manager Light 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 2 3 From the Menu open the Name Badges and Tickets form Mark the Produce Name Badges option button Select Will Enter All Badge Details from the Restrict Name Badges Produced section of the form Click on the Preview button This will open the Edit Badge or Ticket Details form 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 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 2 From the Menu open the Name Badges and Tickets form Select fo
67. attending e the number of people who have been confirmed as attending the session Session Status Session Cade session Mame The Year in Review A Retrospective Number who indicated a Preference ee Number Confirmed as Attending Maximum Mumber 100 Remaining Unconfirmed Places oo D session Population Options f Move Preferences to Confirmed even if maximum number Is exceeded Co Only move Preferences to Confirmed until maximum number is reached priority to earhest registered A Populate 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 Once you ve selected the method you want click on the Populate button at the bottom of the form 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 If you don t want to use the automatic population mechanism the only way to move someone from indicat
68. 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 Helo 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 e 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 e 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 e 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 e Process Choice forms are not used for collecti
69. badge Line Hide Size Position with Lett Margin F Height __ Top Margin e Text Colour Background Colour CE m ol joj m m m m a u E m m 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 it s 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 scroll bars to set the size of the line and it s 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 Chapter 4 Setup 147 Summit Event Manager Light Line Hide Size Position Width Fs Let Margin ao A Height
70. 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 allocate the payment based on the amount owing in Event Charges includes the registration fee and any add ons 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 Event Charges in the This Payment column The payment amount doesn t need to match the Stil 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 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 fo
71. 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 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 192 Chapter 6 Main Menu Summit Event Manager Light 10 11 12 13 14 15 16 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 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 De
72. by entering the record number in the field indicated below Miro ane pp 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 C 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 302 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 two participation categories are delegate and presenter These can be further divided into Potential or Confirmed 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 regar
73. 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 Financial Group a Financial Group Name 1 Professor Rober J Grittance PhO The Industry Awards Association MELBOURNE Nominate as Group Leader T OF Join a Group led by Professor Robert J Erittance PhO The Industry Awards AMEMA People Help Cancel ORK 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 CtrltF1 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 Chapter 5 Main Menu 191 Summit Event Manager Light Presenter Details This option is for maintaining information on people giving presentations the presentations themselves and equipment required for the presentations Presenter Details d Professor Robert J Brittance PhD Confirmed as Presenter W Biography Presenter Kit Sent 20 May 02 Photo Received I Text Confirmation Letter Sent 20 Jul 02 Biography Received I Last Form Letter Sent T Presentation Details Abstract Authors names for programme Order in Paper s Pa
74. cccccccecccceseeeeeeeeeeeeeeseeeeeeseeeeeesaeeeeeseeeeesaaeeessaeeees 233 Schedule snt Aloe ohne cst late eaten Seatac tend cates te etee iat heat sa optus dee ates daa octal Anatase A 233 SCNECUIE DY OC ALON sipresse tact feat tpectarctst ddudalon sata Seteusedeldieiaeesaneme emi Denman eat 234 SESSION ACT ANN CO ea wt fit inc eeeaet a ett pues dd a eecametel nea cetera dees calls 234 SESSION Allend ance SUMMATY caeissatacse series lente ocala oaueedu es cele ienetredehd e aa a 234 Session Chall RE POM iniiae a e a a a ai 234 Session Choice by PeLSON ccccsesccccceseeeceeseeccseseccceeueeecseeeeecsadeeeceageeeeseueeessgeeeesegeeesseaseeeseas 234 Session Preferences and Attendance cccccccssscecceeseeeccesseecceeeecseseecseseeessaueessseneesssaseesens 234 COR ESDON GENCE srsrnan ra a E NA 239 individual Receipts and Refunds iissa siiin ninannna a ania aa han A aa aaa a aaa aa Taak aaah 237 Organisation REcCeIDIS n rirnan a a a Hats age O Ade 237 Receipts Processed on lt Date gt Report ccccccccsecccssceceeeceeeecseeceaeeceuceseeecseeseueecsueeeaeessueenaes 231 Conima on CUES nin a a ee Ame a O O e a i 238 Delegate Confirmation Letters With Money Details ccccccecceesseeeeeseeeeeeseeeeessaeeeeeeaeeeeeas 238 Delegate Confirmation Letters Without Money Details cccccceecceeeeeeeeeeaeeeeeeeeeeeeeeeeeeeas 238 Presenter Coniimatiomn COETS nenna God a E chen tlen oe ae cana Seay Gee cece te
75. computer commands are in Bold User defined words are enclosed in angled brackets i e lt gt 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 2 Chapter 1 Getting Started Summit Event Manager Light Summit in a Networked Environment If you have a multi user copy of Summit you are licensed to load it on up to ten computers on a local area network LAN Illustrated below are two examples of network set ups Client Server Network File Server Holds event data eve files but should not be loaded with Summit User 1 ser 3 User 4 Copy of Summit Copy of Summit Copy of Summit Copy of Summit al EOK q5 eT X ea N Peer to Peer Network S e D a User 1 User 2 User 3 User 4 Copy of Summit Copy of Summit Copy of Summit Copy of Summit and the event eve files NOTE The seml 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 seml mdb file as a shared application will create conflicts with multiple users overwriting and clearing each other s work tables Chapter 1 Getting Started 3 Summit Event Manager Light Changing the Screen Resolution Prior to installing
76. 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 236 Chapter 6 Main Menu Summit Event Manager Light Toolbar Buttons b Select ME 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 Fa a Edt Click to edit the top and bottom text of the selected correspondence prior to printing the letter E Previa 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
77. display Sunday as the first column on the calendar If you wish to you can change this to any day of the week by selecting the day you want from the pull down list of First Column First Column Begins vVvith ayer July 2003 Event Starting Date Sunday 13 Juby 2005 The calendar displays one month at a time If the date you want is currently displayed position the mouse on the date you want then click on the left mouse button to select it If the month or year you want is not displayed select them from the pull down lists Click on the OK button to update the field on the original form Click on the Cancel button to close the calendar without updating the field on the original form Chapter 1 Getting Started 29 Summit Event Manager Light 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 CtrltG 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 Ctrl G Ctrl F Ctrl O Ctrl W 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 Get the postcode and pre s
78. duplication After you ve imported demographics open the Reporter screen on the Main 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 Open the Correspondence Text screen from the Correspondence screen on the Main Menu 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 Open the Name Badge and Ticket screen and click on the Design button to define the name badge style for this event Open the Events Report screen and print a schedule and a schedule by location Open the Event Reports screen and print a draft expression of interest form a draft registration form and a draft front page Check all the information on the reports created above and change where necessary Open the Lock Event Fees screen on the Utilities Menu and lock the fees into place 42 Chapter 2 Scenarios Summit Event Manager Light 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
79. equipment requirements details 9 Open the Correspondence screen and produce the desired correspondence confirmation letter participation record etc 10 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 11 Exit Summit 12 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 Main Menu open the Name Badges and Tickets 2 Click on the Produce Name Badges option button Chapter 2 Scenarios 43 9 Summit Event Manager Light If you only want to produce new badges 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 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 Select
80. 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 Import Structure W Event Details I Advertising Sources M Registration ipee W Letterhead Design M Secretariat Details i Contact Types is Addons i Correspondence Text M Venue Details M Equipment M Banking Details M Organiser Tasks M Event Options M Locations M Payment Types M Presenter Rules Organisers P Gatering Events eve pete enlce p Gl Frage Ol cae Prompt Before REL ATTEN W Tables MW Name Badge Designs C Always Overwrite dl Help 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 fi
81. event or session takes place Locations Location Counter 10 Location Main Hall wl Aye KW Delete Listing Help Cancel 7 Record 14 4 1 rt gt oF 6 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 cant delete a location once it has been used in either a session or a catering event 116 Chapter 4 Setup Summit Event Manager Light 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 gt Include in MIE VebLink File Profile Type 1 Profile Type 2 Profile Type 3 Profle Type 4 Profile Type 5 Profile Type 6 Profle Type 7 Profile Type 8 Profle Type 3 Profle Type 10 Profle Type 11 Profile Type 12 Legal Profile Type 13 Awards Industry Profile Type 14 Health Profile Type 15 Profile Type 16 Profile Type 17 Profile Type 16 Profile Type 19 Profile Type 20 a lt 1 lt 1 lt 1 lt 1 41 lt 1 lt 1 lt 1 4 4 41 4 lt 1 lt 1 4 4 41 lt lt Reset a 2 x y Profile Listing EARS You can also mark whether each profile is to be included in the MIE
82. file SCFEON ccccccceeeceeeeceeeteeeeaneeneeees 115 Equipment reports discrepancies ccccecccseeccececseeceeeeceseseeeseeeeseeens 295 ENOL 22 AS Jere eer hm ee ORS ee er ee oT 295 Ermrorinstalihg eneon aS 10 Error message The expression you entered has a function name that lt event name gt can t find ccceceeeee eens 12 Erormessage S senenn 295 Event activity report oscisiiari ninn naidaan 232 VEIN COLAIIS izes set te ersestue anc se cieesiwach a A 96 Event documents screen cccccceeeeseeeeeeeeeeeeseeees 108 Event file NOtify WNEN OPEN ccccceeeecceeeeecseeseeceeeeessaaees 103 Event file conversion report ceccceeeeeeeeeeeeeeeeeees 232 Event ODLOMS asrni a AERE 104 Event TOD OINS dorse ia NAE 230 Export badge data in Tradevent format cccceee 250 badge data in Tradevent format c 00ee 257 data to MYOB Card File cccecceceeeeseeeeeeeeeees 257 name and address details to diskette 258 reports AS WED pages cccccececeseceeeeceeeceeeseeeenes 26 reports to a text file een ee ee 26 reports to Excel cccccscccssecceeeceeeseeeeceeeseeeseeeenas 26 reports to RTF or WOMd ccccceccceeeeeeeeeeeeeaeeeaes 26 to data interchange table cccceceeseeeeeeeeeeees 258 MO CISKOUC niiin A iA 250 Expression of interest EOI data entry SCION cccccccseccsse
83. 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 The field Include in MIE WebLink File relates to the inclusion of each nominated Advertising Source into the MIE WebLink file For more information on MIE WebLink the Internet Registration software please refer to the Internet Assistant in Chapter 5 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 Main Menu under Participation Breakdown can assist in promoting current and future events by identifying the most effective means of advertising DCM 200i DaTh krki Fe A ee T ee a o lim Dangan by Iila Toa oe 114 Chapter 4 Setup Summit Event Manager Light 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 confirmation letters brochure mailouts and thank you letters Contact Types counter 1 Contact lypes Expression of Interest Record 14 4 iF r of 4 You can t
84. 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 Confirm Payment 4mount x 3 Please check that the payment amount i 396 00 and that the Payment Type is Cheque Once you accept a payment the payment amount may no longer be changed it may only be reversed with negative payments and allocations Do You want to continue 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 ae i Click to open the Allocate Payment form 180 Chapter 6 Main Menu Summit Event Manager Light 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 Unallocated Payments Payment Number Payment Amount Date Received Date Banked Processed Payment Type Drawer or Cardholder Bank Branch Cheque Number Credit Card Number Auth
85. 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 e 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 e Choose to abandon the import process by clicking on the Exit button e Choose to continue by clicking on the mport button Chapter 4 Setup 125 Summit Event Manager Light O e O D UJ C O 5 N Fill Column Clear Column Move Column Swap Columns Split From Given Mame Split From SUFI Set Home Address Set Work Address Aa eae ot 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 sa
86. on your keyboard The system will ask you to confirm that you wish to delete the task prior to you deleting it If you confirm deletion the selected task will be deleted and the display will be updated as shown below Determine Audio visual Requirements Megotiate and Sign Up Audio visual Supplier repare and lasue Press Releases Prepare amp Print Brochure on the Factory 4 Add any new tasks specific to your event by clicking on the New button and entering the tasks or you can type over an existing task For as many tasks as possible assign a person a start date and a finish date It may not be possible to assign these details to all tasks at this early stage of the event organisation process On a regular basis usually weekly depending on event complexity 1 Check for any tasks still not assigned to anyone Mark the Unassigned check box Only tasks that have not yet been assigned to anyone will be displayed Assign these tasks if possible 2 Check for any tasks that don t have a start date Click on the Show All Tasks button and then mark the No Start Date check box Only tasks that have not yet had a due start date entered will be displayed Set a start date if possible 3 Check for any tasks that don t have a finish date Click on the Show All Tasks button and then mark the No Finish Date check box Only tasks that have not yet had a due finish date entered will be displayed Set a finish date if possible
87. option is for displaying receipts that have been previously issued to enable you to reprint or delete any receipt Receipts Find by Family Mare 4Previous Receipt Number 2 Wnprinted is Receipt Total 396 00 Mir Samuel Alberts The Standard Keepers Amount Event Charges 396 00 Delete Preview Help Exit 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 Record 14 4 1 ri gt oF 6 Once you ve located the required receipt click on the Preview button if you wish to reprint it you can elect to have the word Copy printed on the receipt in red if you ve a colour printer or press the Delete button to delete it 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
88. organisation you will have to enter those details yourself 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 Expiry Date and Security Code 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 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 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
89. outage that eae aae ea adaa Baas 187 Group receipt VIVA a cierto Se e a tare eee 187 Group receipts DAK ranea ee ere eee ee ee ene ee ree Penne eat 241 Group Tax Invoices BUIK pees tea ere erence er ne eee ree ee 242 WACUIVICUUAll isss ss tues essence tact era 187 7 9 0 012 Nee ree one e eo oe eee 190 GST TOUTES TOR BAS ices sede hdl a ian 277 notes for Australians scscseseseescania seed wieececnadecedeaeses 113 Payment Receipts and Payments report 217 Payment Record report ccccececeeeeeeeeeeeeeeenees 277 SENNO UD eener ea eiai 112 Guest name on Table Listing cccceseeeeeeeeeeeeeeeeeees 214 Housekeeping definition ccsecceecseeeeeeeeeeeeaees 301 HTML GETING OM ssaa R 301 leon denio e hei ad Mover sisi tSind Makes ca 301 Import demographics airsan or a ctosecueys 120 demographics table cccccccssssessssesseeseeeeens 125 from a comma delimited text file eee 123 from a Microsoft Access database 006 124 from a previous event that used this software 121 from a Summit data Collector file 121 MOMMA CCCS S oi sestaies ol ecaaeten cesta E 124 from an Excel spreadsheet ccccceseeeeeeeeeees 123 from another MIE Software application 122 SIMIC TING sapien cise tusmeinicigetat R saute 127 Importer eee eee 125 Income Reconciliation report cccceeceeeeeeeeeeeeees 2
90. payments that have been entered into the system Credit Card Commissions Breakdown Restrict ta Payment Type Restrict ta Payments received on or after Restrict to Payments received on or before Restrict to Payments banked on or after Restrict ta Payments banked on or before 3 Preview Help Exit 276 Chapter 6 Main Menu Summit Event Manager Light 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 Discounts This report shows all people who have been given a discount and the reason the discount was given Discounts are entered on the Registration Details form The report is sorted in descending discount amount Financial Groups This report lists all people and their associated Financial Groups that have been set up within this event First it will list all those people not in a Group then the name of each Group The format of the name is selected within the Event Options Name and Address Format tab All Financial Group Name Formats begin with the group leader s PIN All people within each Group are then lis
91. 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 attendees or presenters 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 been sent a confirmation letter the date the letter was produced is shown in the Confirmation Letter Sent date field on the Registration or Presenter Details screen To re send 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 Main Menu open the Correspondence screen 2 Select the appropriate Correspondence Type option button 3 Click on the Edit button and check that the modifiable section of the letter matches your requirements then exit the Edit screen 4 Click on the Preview button This will produce the confirmation letters and associated address labels Chapter 2 Scenarios 37 Summit Event Manager Light 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
92. repon Sean ee ocspn stacteresnce ane O a 110 National presort indicator See Bulk mail code Navigation buttons definition cccceceeeeeee eens 302 New entering a new person s detalls cccceeceeee 156 Open existing EVENL cceceeeeeeceeeeeeeeeeeesaeeeeeseeeeeeas 21 ODOM DOK xarea E 24 Option buttons definition ccceccceeeeeeeeeeeeeeees 302 Options for each event cece ceeccceececseeeeceeecesesaeeeeaeeeeees 104 global for all events eee cccseeceeeeeeeeeeeeeeeeaees 102 SMOMCUL KEY aaee oeee eau 30 Organisation many people from the one entry 0600 161 Organisation reCeipts ccccecccesseeeeeseeeeeeeeeeesaeeees 237 Organisations by Registration Type report 233 Organiser data entry screen socisdicsihvanceedeedi aa abcandienenenduxeels 200 GETIPINO Re sesupe e e usa and r e 302 how to monitor tasks c cece ceeeeeeeeeeeeeeeeeeaeeeaes 82 reassigning tasks asetan eee ea eee 205 running Sheet Notes cccccseeeesseeeeseeeeeeeeeeeeeees 207 TASK IISES ALIS a 5 sha sees Si ttn a a 206 Outstanding payment report cceceeeeeeeseeeeeeeeeees 278 OVID AV IMCs a acess 2 cdcesrcsees cede eaves ceaeadandnwsiaeusaeidad 88 Overpayments repoOrt cccccccceeccceeeeseeeeeeeeeseeeeees 279 PAD OM eee eee tee eee Salen esuaesananiuls See Abstract definition cece ceccceecccceee
93. 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 lt Correspondence Type gt Date Sent field 172 Chapter 6 Main Menu Summit Event Manager Light This will prevent the person being sent another letter from the Correspondence form on the Main Menu 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 in the root directory i e in C
94. 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 and Presenter Details form presenter 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 presentation is recorded for them they are not deemed to be delegates and no letter would be produced for them Both delegate confirmation letters with and without money de
95. 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 Receipts Processed on lt Date gt 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 Chapter 5 Main Menu 237 Summit Event Manager Light Confirmation Letters Confirmation letters are used to advise the different participation categories of their inclusion in the event The categories are delegate and presenter 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
96. that may require different preparations or instructions to presenters for example demonstration paper or poster Open the Secretariat Details screen and enter details of the secretariat office address for correspondence and enquiries for this event 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 screen 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 Open the Venue Details screen and enter details of the venue of this event Open the Locations screen 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 and in the draft programme Open the Catering Events screen 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 Open the Sessions screen and enter d
97. the registration form in your programme has all the fields shown on the draft registration form From the Main 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 Click on the Label button for address labels in family name organisation or in postal code order 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 Chapter 3 How To 85 Summit Event Manager Light 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 CtrltW at the Main Menu or select Help in the top left corner of the screen then select Where Am Once you re sure that you have successfully loaded the event file onto a diskette rename the event file on your normal computer to something like lt event filename gt 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
98. 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 5 Ifall participants in this event are entitled to go to this function mark the nclusive 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 136 Chapter 4 Setup Summit Event Manager Light 10 11 12 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
99. the Edit Badge or Ticket Details form is displayed Edit Badge or Ticket Details People who have not had a ticket produced who are attending the The Awards Dinner catering event Find by Name rene EAP Sorting sorting Family Mame Organisation Line 1 Information Line 2 Information Line 3 Information Line 4 Information Line 5 Information The Industry Av Surmrmit Light Demonstrat Complimentary Awards Barbra Finklestein Black Tie Acme Vendors Summit Light Demonstrat wards Might Ticket Robert Smith Black Tie M frmetrong Blue Sky Softw Summit Light Demonstrat Awards Nght Ticket Brian Armstrong Backte f 2 4 Record I 4 1 r r of 24 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 Chapter 5 Main Menu 247 Summit Event Manager Light 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 dBase 5 0 dBase Ill dBase M Lotus 1 2 3 WKT Lotus 1 2 3 WWE Microsoft Access Wicrosoft Excel W Show Field Names in First Row Help Cancel OK You will be asked the name of the file you w
100. the displayed Tax Invoice m F Click to delete the displayed Tax Invoice 290 Chapter 6 Main Menu This chapter describes the options on the Utilities Menu These options enable you to perform support functions updatebulk mail codes Support Utilities Database Table ACCESS Run Macro Update Bulk Mail CHAPTER 6 UTILITIES Chapter 6 Utilities 291 Summit Event Manager Light 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 Edit Tables x This will allow you to directh edit a table in the event database fou should only proceed if you know the name of the table and the exact details of the changes you wish to make Note that if you make incorrect changes or deletions you can corrupt the event file Do you wish to proceed Run Macro This utility can run specialised macros and should only be used under the direct supervision of your qualified support centre 292 Chapter 6 Utilities Summit Event Manager Light Update Bulk Mail Codes This process inserts the national presort indicator for all records with an Australian address that don t have one This process can take quite a while Lengthy Batch Process Warning ra This i a batch process which matches each person s record without 4 presort indicator against all
101. the people at another table The process will check that there is sufficient capacity at each table Swap Tables swap Table Table Two With Table Table Three Cancel Chapter 5 Main Menu 215 Summit Event Manager Light Tables i Click to clear people from one to many tables Clear Tables From Table p To Table JX Help Cancel OK Remove Click to set the Table Number to zero for the person whose record is currently selected This effectively removes them from a table mh N Aut a Table Click to open the Auto Table form This form enables you to automatically seat people at tables based on the criteria you choose Auto Table Auto Tabling Options for People Without a Table Number Move people to tables with space remaining keeping people associated with the same primary person together Move people to tables with space remaining spreading people associated with the same primary person around different tables Move people to tables with space remaining keeping people from the same organisation together Move people to tables with space remaining spreading people from the same organisation around different tables Move people with a nominated profile to tables with space remaining keeping people with that profile together Move people with a nominated profile to tables with space remaining spreading people with that profile around diferent tables X Help Cancel OK
102. the top left hand corner of the screen _ i File Help Close Frink Setup Print Ctrl F Send Output To Excel Output To Rich Text Format Oukpuk To Text Output To HTML DEMO Output To Snapshot SUME Event Manager F Advertising Fe Advertising Source Advertisement in Trade Journal mom e If you select Close you close the report e If you select Print Setup you can change the margins of the report e 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 e The Send button if enabled interfaces to the Mailing system on your network e If you select Output to Excel the report will be exported to Excel e 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 e If you select Output to Text the report will be exported to a text file e If you select Output to HTML the report will be exported as a web page 26 Chapter 1 Getting Started Summit Event Manager Light Closing Reports You can close reports in Summit in three ways 1 Select File then the Close or press Alt tF C as shown below Eie Help Close Dri Close N Print Setup Print Ctrl F Send Output To Excel Gutput To Rich Text Format Mukouk To Text Output To HTML D
103. they have been given a satchel This report is the listing from the Registration Desk Worklist form and is used for registering delegates on arrival Chapter 5 Main Menu 279 Summit Event Manager Light 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 Confirm Banking Run c This process will produce bank deposit slips and credit card summary reports a As this process updates the payments file it should not be run if any users are still entering or allocating payments Do you wish to continue 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 Payments To Be Banked on Thursday 30 May 2002 4 Payment Number Electronic Receipt Number Date Receed 29 May 02 Payment Amount p46 U0 Date Ganked ns Unallocated Amount 0 00 Payment Type Cheque Details Drawer The Industry Awards Association Bank JAN Branch Melbourne Cheque Number 495673945 Credit Card Details Cardholders Mame The Industry Awards Association Cred
104. 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 e your e mail software package is MAPI compliant e the form on your web page are set up to provide the information in exactly the format Summit is expecting this is automatic using MIE WebLink e your web server supports the mailto protocol to be able to send you the e mail messages e 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 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 check for possible duplicates and produce a report on the messages that have been collected At this stage no information has been ad
105. 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 gt Event Options gt Tax tab 240 Chapter 6 Main Menu Summit Event Manager Light Group Correspondence Tab Correspondence Individual Group Produce Correspondence Type New Correspondence Only C Redo Correspondence from ee E i Receipts C Invoices for Anyone Who Owes Money C Tax Invoices and Adjustment Notes Produce Labels with Correspondence C Dont Produce Labels Invoices for People Who Havent Had One Since Ep ahels Correspondence Log Z Number of Entries 29 May 02 Earliest Entry 24 May O2 Latest Entry Find Log Entries From To Containing Text Be ES Sees I Delete hPrevicny Select gA 7 Eeit etterhead Edit Preview Help Exit 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 paymen
106. 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 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 Click on the Columns Content button on the toolbar The following form is displayed User Specified Report Columns Column 1 Position Column 2 Organisation Column 3 Business Telephone Number Column 4 Accompanying Person Full Name Column 5 Cancellation Date z Show Mumberin Each Group 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 If you elect to have data in the Group By field the report will effectively be sorted grouped by that data If you mark the Show Number in Each Group field Summit will total th
107. when entering payments for the event Payment Types Payment Type American Express Merchant Number 304955095 Merchant Mame Industry Awards Association Inc Merchant Location Melbourne Commission Percentage 5 000 summary Report Format American Express Summary ZERAX Mew Delete Listing Help Cancel Record 14 4 1 r gt oF 6 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
108. 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 Chapter 5 Main Menu 221 Summit Event Manager Light 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 Add On Golf Tournament Person Place Tore Hours Minutes Dyin Beans el e o n eons per fao o o n ME E E E E Mke o el o o n L peiemsrin o o o Auto Place Setting C Highest Score Wins C Highest Time Wins Lowest Score Wins C Lowest Time Wins Auto Place Record 14 4 3 et oF 11 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 re
109. 0 Version T Copyright C 1995 2003 MIE Software Pty Ltd Select the Setup button or just Click Setup to install Summit Event Manager Light Cancel press Enter More information and updates www miesoftware com About Wineip Self Extractor Nico Mak Computing Inc http swe winzip com Chapter 1 Getting Started 5 Summit Event Manager Light Initiating the Installation Process from the CD Place the CD in your CD ROM drive The CD Browser screen will display It may take up to 30 seconds depending on the speed of your machine If the program doesn t begin open Windows Explorer double click on your CD drive to view the contents of the CD then double click on mie exe Welcome MIE Software Collection CD 9 Move mouse over logo for a detailed description Click on appropriate logo to proceed Installation Shortcut You have two options to install the Summit Suite of Software 1 Click the Summit Suite of Software logo on the left then click the Product Overview button It is from this screen that you choose the product that you wish to install 2 Click the Installation Shortcut button If you don t have Access 2000 or 2002 on your machine you will need to install the Access 2000 Runtime Environment first The following shows the process of installation If you have a copy of Access 2000 or 2002 on your computer skip this section and go straight to Installing Summit Event Manager Light
110. 1 00 27 00 2 Awards Night Ticket 165 00 15 00 Delete Preview Help Exit 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 Record 14 4 r gt oF 16 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 Chapter 5 Main Menu 289 Summit Event Manager Light Toolbar Buttons E Click to print
111. 4 Jul 02 Record 14 4 1 r oF 1 Filtered 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 Chapter 5 Main Menu 195 Summit Event Manager Light 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 Edit Ticket Names Find by Mame Tickets are restricted to those for person number 1 Professor Robert J 4 Previous Brittance PhO Only Show Tickets With Unknown Name D Ticket Ticket Unknown Lock ID Primary Person Ticket For Mumber Tithe Given Mame Family Mame Mame In F TESss0rF MOME F egistralon YPE Carly OIF BMINar MEL FOoTe ROne Ftance b 1 Prot Robert Britt Registration T Early Bird Semi Fi 1 Protes Fiobert Britt 61 Profes
112. 5 Main Menu 175 Summit Event Manager Light E Mails To send e mails using this software you must let the software know what messaging profile you want to use If you don t know your messaging profile go to the topic Determining your Messaging Profile in Chapter 3 How to E Mail Details salutation Text Dear Message Subject Message Subject Message Message Text Messaging Profle Microsott Outlook Attachment Browse When you first open this form by double clicking in the E Mail field on Personal Details the details you entered on your last e mail will be displayed You can change any of these details before clicking the Send button to send the e mail To send an e mail take the following steps 1 If you enter anything in Salutation Text whatever you entered plus the person s salutation followed by a blank line will be placed at the top of the body of the e mail If you don t have anything in Salutation Text then only the actual message content will be displayed The default is Dear but you can change it to say Hi or Hello 2 Whatever you enter in Message Subject will be displayed as the subject of the message in your mail system s out tray and the recipient s mail system s in tray 3 The Message field is where you enter the actual details of the message you want to send This where you say which Messaging Profile you want to use when sending e mail The profile you enter here must match exactly
113. 6 Chapter 6 Main Menu Summit Event Manager Light 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 Inthe 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 Edit Before Production Do vou wish to make any changes to the information on the badges or tickets before they are produced If you click on Yes
114. 77 Incomplete Participation report cccceeeeeeeeee ees 270 In house conference SCENALMIO cccsecceeeeceeeeeeeaeees 41 Interchange table demographic contents ccccceeeeeseeeseeeeeeeeens 125 Interest prole arenan See Profile Internet ISS lanG a elated asus bas 225 MAPI definition aannnannnannnnnnnnnennnnnnnnnnnrsnnennnen 301 regis tatom ena in eaten nina 225 transmission FEPOMt ccccceeecceeecseesceeeceeeseeeeees 227 Internet registration ccccceeeeees See MIE WebLink AG VEY lOG teas sedtuednds 226 check requests before proceSSINg 0000008 109 G MalliCMnECKING cenuara a A ETE 226 308 Index Summit Event Manager Pro processing StatUS cccecccceeeecseeeeeeeeeeeeeeseeeeeees 227 unprocessed requests c cecceeceeeeeseeeeeeeeaeeeaes 226 Invoices for selected people cccccceecccsececseeeeseeeeeaeees 239 DA ea E er rn rer Tone 239 printing from participant screen ccceeeeeee eee 184 Issue Call Tor PAPC I S asai E E deena 84 expressions Of INterest ccccccesececeeeeeeeeseeeeees 84 registration programme or brochure 0066 85 Label stationery iesnas 102 Large conference SCENALIO ccccseeeeeeeeeeeeeeeeeeeaees 33 Letterhead ge OMe 174 secretariat details in footer ccccceceeeeeeeeeeeees 97 using your OWN or SUMMITS cceeeeeeeeeeeeeeeees
115. 9 SMOMCUE INC YS eree A AA A A 30 WISCE AMC OUS snesen a a a e a 30 CODY ING meae A 30 DEIEUNO Senasa shat lrceecrerdha ipa begat arenas ee nbouineaton ad Ne tno emote osaeeis tanta setauentammenntueliae 30 TSX ORI AUTING eane a Saeomantaned pailasdonausatutie emtat aA 30 Undoing Changes signs 5 ncusatat Seas ct ions e dint oeeaceti a ea laos caameniaetsaass an usage be seaemnes aleancuitine 31 MOVING AOUN escret aa e o totesktaadeetasiaetaades a 31 Combo BOxes and Ost BOXES aiii aaa i a eaa aa NA 31 CHAPTER 2 SCENARIOS oianean aaaeeeaa aAa aE aaa aAa Eada aaant 32 Large CONnTEKeEN Ce eraits a 33 SOUP Renee ai a a a a a a 33 BOOG sia a a a E aniesan 36 DONO erian a a E 38 AROR aaa a a E A 40 In House Seminar or Free Promotional SEMINALM cccccceccecceeeeeeeseeeeeeeeeeeaeeees 41 Table of Contents i Summit Event Manager Light acest ita se a a oak tie acted a a Tiare ctana sala eaaaulna tanec i tiameagaenaeaanntniaalt ata ags 41 BETO ere nitro ace eee see ac teens Ace netee crea eee Glee arctan eect ute ae AA aaa hee 43 DUD Gh seeds i ctaten Side tar ates olin aloha cethe condo Tu aeattan ald a Ps seen ined hee tc tte cean daaetedea ca caleas 45 PATI cic sec hee aston ote tere scarlet eet po tec ta eases N ae een te oem eeen nee a eee 46 Chargeable Training COurse ccccccccsscceseceeeceeeceeeceeeeeeceeeseeseeseeseeeaeeseeeseeens 47 SETUD SR een eer ete ce ee Oe Ste A en ee nr ee eee ee ee 47 BEIO ee eae nee ere Be e
116. Alt V 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 80 Chapter 3 How To Summit Event Manager Light How to 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 The form letter template is loaded but will not merge as there is no d
117. Badge Export Label Listing Help Exit Multi Session Select any of the required sessions from the pull down list Reporter General Participation Frotile Saved Queries Multi Aegistration Mult4dd On Multi Session Include These Sessions m2 p 1 Software Development Tools in Review Sunday 13 July 200 3 2 Standards in Review Sunday 13 July 2003 2 00prn f 3 Legislation in Review Sunday 13 July 2003 2 00pm E When Select Multiple Sessions Person can be confirmed in any ofthe selected Sessions OR C Person must be confirmed in all the selected sessions AND Pre k EAEN E A Fax Tradewent E Nail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit 256 Chapter 6 Main Menu Summit Event Manager Light Toolbar Buttons MOB A Click to export the name and address details for the selected records in the format Tradevent 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 characte
118. Buttons on Personal Detalls ccccccccececeeeseeeeneeeeaees 161 SAIS ING ANS soisi A N 29 Gall f r DADC US ena E EAA 84 Calling screen or form definition ccceceee eee 298 Cancel a registration ates Susecdaieiakvanedircloisrucecsduseteiwihueenyled 169 anad ON eea eine ne a i ein os 170 Catering events compared to add ons and SESSIONS 000000 94 deini O ee e a 298 EXIDE eee eee a eo ee 138 reference file screen cccccccceececeeeeeaeeeeseeeeeaes 136 Catering non attendance Catering Non Attendance report ccccceeee 231 data CIN ssaceoudebewtelontessuaxCaiarhtatinsensatedet setiaunaxtess 171 Catering reports discrepancy IN NUMDETS ccccceeseseeeeeeeeeenees 294 Catering Requirements report ccccseeeeeeeeeeees 231 Change report Marghe ssrin RE iin 67 Check duplicate reCords aarin A 70 unbanked Money ccceeccseececeseeseseeeneeeeseeeensuess 71 Check box AM AMMFOGUCTION eaei AE a 24 denona bebvceuticedena ower taeesais 298 Combo box AN introduction 00 0 cece ceccceeeeeeeeceeeeaeeeseeeseeeeaeeeaeeees 24 limit to list definition 0 cece ceeeeeeeeeeeeeeeeaes 298 not limit to list definition 20 0 cece eeeceeeeeee ees 298 Commissions credit card breakdown repott ccccseceeeeeeeees 276 Compact event file cc ecccceececeeeeeeeeseeeeeeeeesaeees 21 Conference MNOU SE iae E ae eee 41 LAOS
119. C ONG ascents otha aacndns sashes a heya es 273 Profile Confirmed Delegate by Profile report 268 GOTIMIGIO Midi seis hee eae ae ie cle 303 determining your messaging profile for e mails 78 parameter screen cccecceccceeceeeceeeceeseeeseeeseees 117 Profiles Breakdown report ccceececeeeeeeeeeeeees 233 POOS aa E EE 164 165 Program icon definition ccccceseeeeeeeeeeeeeeeeeeeaees 304 Programme how to create and modify ccccceeeeeeeeeeeeeeeeeeees 73 printing OF EXPOFTING ccceececeeceeeeeeeeeeeeeeeeeeaeees 208 Programmer data entry SCION cccccceseccsseceseseeceeeeseeeesseetens 208 RECSIDETUN riria an pa cette is ate canteen A 237 Receipts by organisation Ss asicisdsencsssaetwctncaaateieedctseabadaenseasenads 237 delle Rae e e eee ere ee 185 Cita ee ee 286 aAA EE E EEE AE A Satter aot cab uses ets eee 185 Receipts and Refunds DIMMING TOP ieee ole co oe S 237 Receipts Reporter oasis soeee asd el ec encees eee oniss ais alae 285 Record selector bar definition ccccceseeeeeeee 304 Records COUMUNO amanea Ea ce ca EA 72 GOIN Oe ene Uncen a annie easements TT Index 309 Recurring meeting UVSC OC We cise ces i hae a asec 53 MENOT Z a 57 Re do Banking RUM wicassseissctctereacsnrsacegersseereites 282 Reference file definition cccccceceeceeeeeeeeeeeeeees 304 FRETUNG a payment se i inrsritiii inresa 88
120. Catering Events screen Check that the equipment requirements of each catering event have been correctly entered 44 Chapter 2 Scenarios Summit Event Manager Light 2 From the Setup Menu open the Sessions screen Check that the standard equipment requirements of each session have been correctly entered 3 On the Main 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 4 From the Main Menu open the Equipment Requirement Reports screen Select the report that you want to print 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 1 From the Main Menu open the Registration Desk Worklist screen 2 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 a
121. Credits Contact Follow Up See a description of this form under the Organiser Chapter 5 Main Menu 273 Summit Event Manager Light 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 Unallocated Payments Payment Number Payment Amount Date Recelved Date Banked Processed Payment Type Drawer or Cardholder Bank Branch Cheque Number Credit Card Mumber Authorisation Number Expiry Date Comments Remaining Unallocated 296 U0 396 00 29 May 02 The Industry Awards Association AMZ Melbourne 490673940 Gf Allocate m hls Payment Delete Help f Record 14 4 1 m of 1 Filtered 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
122. 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 Entering Session Preferences and Attendance People can be registered for each individual session and can have the status of either Preferred or Confirmed 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 look like this Session Preferences and Attendance Session Session Details Preferred Confirmed Oe a E 2 Click on the down arrow to display the list of possible sessions Select the appropriate session by clicking on it The number in the Session field is the Session Counter the key to the Sessions reference file Sessions are sub records 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 Each session may be selected only once 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 wont stop you
123. EMO Gutput To Snapshot Surv Event Manager F Advertising Fe Advertising Source Advertisement in Trade Journal 2 Press Ctrl F4 3 Press the Esc button This last option is the easiest Chapter 1 Getting Started 27 Summit Event Manager Light Help General Help If you click on Help at the top of the screen a list of options is available as shown below F L Afat M L eral Help Register Exit Contents a e Gs a How to Use Help Where am I Abouk Summit nt Details MIE on the web MIE Home Downloads Support Online Useful Links e Contents is the table of contents to the help documentation Click on the area you d like to see e How to Use Help enables you to type in a keyword and a list of topics is returned e 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 e About Summit displays your registration details and version number e MIE on the Web will display a list of topics on the software You have to be connected to the Internet About Summit To display the About Summit form select About Summit from the Help menu This form displays details of the version of Summit Event Manager that is installed and to whom this copy of it is licensed If the information in the This product is licensed to box is Evaluation Software Only you re running the evaluation s
124. I a seminar Registration E r Far Esa es Sa are eas Fax Tradevent E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit You cannot combine the multiple tab data i e you cannot select Multi Registration and Multi Add On and or Multi Session Invalid Combination Ea i You can not combine a mulki add on selection with ether a multi registraton selection or a mulki zession selection The mult registration selection and the mult session selection will be deleted You can however select from a Multi tab and from General Participation Profile and or Saved Queries Produce Output a There i only 1 record of People who have a position egual to Chief Executive Officer who have one of the following 1 registration types Early Bird Seminar Registration Seminar Registration Do you still wish to produce a listing of the selected records Chapter 5 Main Menu 255 Summit Event Manager Light Multi Add On Select any of the required add ons from the pull down list General Participation Profile Saved Queries Multi A egistratior MultAdd On Multi Session Include These Add Ons 14 Awards Might Ticket A 8 Complimentary awards Might Ticket EE When Select Multiple Add Ons Person can have any ofthe selected Add Ons OR C Person must have allthe selected Add Ons AND Pre Nee ee ee ee ee ee Fax Tradevent E hail Merge Table Wrapper Satchel
125. Jacme Prints a report of all the tickets to which this person is entitled 196 Chapter 6 Main Menu Summit Event Manager Light E Preview Click to view and print the tickets for the displayed person The Ticket Preview Options form is displayed over page Ticket Preview Options Ticket Preview Options e Peron All Tickets Ticket Format Default Add On Ticket With Picture IAEA Design 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 A Preview 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 E Name Badge or Ticket Summit Light Summit Light 4 Demonstration Event Demonstration Event Hilda Brittance Robert Brittance Awards Night Ticket Black Tie51 Awards Night Ticket Black Tie 50 roll Summit Light TAE TA Demonstration Even
126. Letters without Money Details C Presenter Confirmation Letters C Presenter Confirmation Letters with Registration Details C Invoices for Anyone Who Owes Money C Invoices for People From a Particular Organisation Address Labels Produce Labels with Correspondence r Dont Produce Labels Correspondence Log Number of Entries i 29 May 02 Earliest Entry C Invoices for Selected People Invoices for People Who Havent Had One Since H C Participation Records with Money Details C Participation Records without Money Details 29 May 02 Latest Entry Find Log Entries From To Containing Text C Tax Invoices and Adjustment Notes selert F zai a ls ba Letterhead Edit Preview Help Exit 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 Select the Correspondence Type you require 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 Det
127. Light Presentation Status Presenter Follow Up C2 Zoom d 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 Click to print a report that shows the information on the Programmer form sorted in the same order Chapter 5 Main Menu 211 Summit Event Manager Light Abstract Status This option called from the Programmer form enables you to alter the status of an abstract or presentation Abstract stans Find by Full Mame a Previous Hame Abstract Title Received In Review Selected Rejected Withdrawn Mr Samuel Alberts The News Industry Standards Mr Samuel Alberts o Whence From Here Mr Gary Bernstein The Latest The Greatest and the Should Mever Have Been Released Sof Professor Robert J Grit 4 Sneak Preview of the Awards Professor Robert J Britt 4n Introduction to the Day hits Pauline Jones Mew Legislation Are You Still GK Where to Watch Your Step his Helen Valentine yvhat was Good What was Bad and What is Awaiting Judgement YOO OOO 9 OOO OPO eh OD OD PD ed eh 9 OOO OPO yO SPO O O S Record u 1 t r of 7 All abstracts held within the system are displayed regardless of the status of the presenter The abstracts ar
128. O OO OOO 0 0 Ty yy 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 2 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 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 li
129. P x Y session status People Mew Delete Listing Help Cancel Record 14 4 1 REI R of 5 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 140 Chapter 4 Setup Summit Event Manager Light 10 11 12 13 14 Enter a session name in the Session Name field 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 t
130. PPER CASE M Salutation Text Given Name Only C Title and Family Marne 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 7 Mark the Force Postal Code into UPPER CASE check box if you want the postal code automatically forced into
131. Spacing Column Spacing Column Size Width je Height je MW Same as Detail Column Layout C Down then Across EEEE f Across then Down pEr mA 8 Click on the OK button to see the effect of your entries Repeat the above procedure until it matches your custom stationery You can test this by printing one page and matching it against the badges Toolbar Buttons Participation See Click to define your own participation codes and text The Badge and Ticket Participation Settings form is displayed A Preview Click to see what your badge or ticket design will look like in production Summit uses sample data to display your layout Chapter 4 Setup 153 Summit Event Manager Light 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 Badge and Ticket Participation Settings Summary Display Code Priority Display Text Delegate Delegate Presenter speaker rqaniser session Chair IP Accompanying Person Accompanying Person Owes Money Cancel 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 participat
132. Summit Chapter 1 Getting Started 19 Summit Event Manager Light File This menu enables you to create new events connect to existing events or compact and repair existing events Compact amp Repair f Data File New Event To create an event file for a new event click on the New Event button Save jn E seml p3 Tl ce demo eve File name Save Jave as type Summit Event Files eve Cancel T Open as read only 2 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 and the filename you provide must end in eve For example our sample database is called demo eve yours could be called event2003 eve 20 Chapter 1 Getting Started Summit Event Manager Light Open Event To open an event that already exists click on the Open Event button and the following form will be displayed Event File To Open select the event file you wish to open from the pull down list If the event file you wish to open is not on the list click on the Browse button to locate it Just enter the file name for an event in the current C iseml10 directory Event File to Open mote Fy S 2 ls Open EditList Help Exit 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
133. Summit Event Manager Light 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 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 i
134. UPPER CASE Change current field to lower case Change current field to Title Case 30 Chapter 1 Getting Started Summit Event Manager Light Undoing Changes Ctrl Z or Alt Backspace Esc Undo typing 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 gt Ctrlt gt End Ctrl End Left Arrow lt 4 Ctrl lt Home CtrltHome Tab or Enter Shift Tab F5 F6 Ctrl Tab Ctrl Shift Tab Move one character to the right Move one word to the right Move to the end of the line Move to the end of the field in multiple line fields Move one character to the left Move one word to the left Move to the beginning of the line Move to the beginning of the field in multiple line fields Move to the next field Enter key moves to the next line in multiple line fields Move to the previous field Move to the record number box then type the number of the record you want to go to and press Enter Cycle forward through the header detail and footer of a form Exit the subform and move to the next field in the master form if not in a subform move to the next field 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 4 Down Arrow 4 Page Down
135. UPPER CASE as you enter new records If you don t mark this box the Postal Code will remain as you type it in 110 Chapter 4 Setup Summit Event Manager Light 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 i e 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 General Settings User Defined Event Documents System Checking Mame and Address Formats WinFax Pro Tax WinFax Pro Billing Code Summit Light Dema Time To Send Faxes 12 00 00 am The settings here relate to correspondence faxed from the Corr
136. Up Arrow Page Up Tab Open close a combo box or list box Move down one line in a combo box or list box Move down one set of values in a combo box or list box Move up one line Move up one set of values To exit the combo box or list box Chapter 1 Getting Started 31 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 e Large conference e In house conference or promotional seminar e Chargeable training course e Recurring meeting separate events e Recurring meeting combined in one event e Gala dinner Chapter 2 Scenarios 32 Summit Event Manager Light Large Conference This scenario describes the traditional large international conference Characteristics Held on a regular basis usually annually or less freq
137. abels are printed in family name order Listing 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 270 Chapter 6 Main Menu Summit Event Manager Light 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 e The Number column shows the number of people in each category e The Percentage of Database column shows the number of people in each category as a percentage of the t
138. acces iad ease cles 280 Credit notes ccccccecceeeeeeseees See Adjustment notes Currency Changing the symbol cccsccssseceeeeseneeeeseaees 70 Current EOI definition ccccccececseeeeeeeeeeeeeees 299 Custom DAD QOS eesue cattesiereuauss atoms neat oh atceateeenncuske 149 Database file definition cece cecceeeeeeeeeeeeaeees 299 Database table ACCESS cceccceccceeeeeeeeeeeeeaeeeaeeees 292 Dale CeclineG v 22 hose ed oes EEEa CEET e 171 Date format definition cc ceccceeececeeeeseeeenaeees 299 DALSTON ALS onre eee e ee iii 29 DECINE isian a a eaaa 171 Delegate confirmation letter ccccceeccceecceeeeeeeeeeeeeeeeeees 238 dennit Nsei eh elects ies tesa 299 SUS A SEERA PEE AEA SA T E ease artes 228 Delegates by Registration Date report cccceeeeeeeee eee 231 by Registration Type report cccceeeesseeeeeeeees 231 Delete POCONO E A edhe E E ainda cokes 185 Delete allowed definition cccccccceeceeeeeeeeeees 299 Deleting TECOIOS acses a a 7 Demographics iMport ccceccceeeeeeeeceeeeeeeeaeeeseeees 120 Design custom name DACGES c ceececseeeeseeeeeeeeeeeeeeeees 149 letterhead enen i 174 name badges and tickets cccsseeeeseeeeeeeeees 144 Dialogue box definition ce ceeeeeeeeeeeeeeeeeeeeeaees 299 Diet entry 0 See Special dietary requirements Diner
139. adge 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 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 letter was produced is shown in the Confirmation Letter Sent date field on the Registration or Presenter Details screen 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 Main Menu open the Correspondence screen 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 screen Chapter 2 Scenarios 63
140. against which the allocation will be made and then the distribution of the payment across the event activities for that person Toolbar Buttons ee i Click to allocate the selected payment m Click to delete the displayed payment 274 Chapter 6 Main Menu Summit Event Manager Light 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 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 Allocate Payment Search Filters Find by Family Mame Outstanding Balances Only f Restrict to Un bells Find by Family Name Available to Allocate Restrict to part Organization Find by Organisation Outstanding Balances Only 396 00 Restrict to Matching Amount Gwreg Find by Organisation 1 Professor Robert Brittance The Industry Awards Association Total Already This Still Amount Paid Payment Owing Total Allocated 000 i A Help Cancel OF Remaining Available to Allocate 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 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
141. aging 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 ar
142. ails 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 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 Select Redo Correspondence from lt date gt to lt date gt 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 Confirmation Sent field on the Registration Details form Chapter 5 Main Menu 235 Summit Event Manager Light 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 c
143. ails 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 CH Backup help Click to display the on line help for backing up your event Unlock ee fave Click to unlock event fees that have been previously locked B Lock fees Click to lock event fees to allow you to start registering delegates Chapter 4 Setup 133 Summit Event Manager Light Banking Details This option is for maintaining information related to the bank account being used for the event Banking Details Bank Mame Cormmonwealth Bank of Australia Branch velbourne Account Mame 2003 Industry Awards Trust Account Account Number 1234 095 65452 1 BS6 Routing Number 087 The information from this form is used on the cheque and cash Bank Deposit Slips produced when you do a Banking Run 134 Chapter 4 Setup Summit Event Manager Light Payment Types This option is for maintaining payment types that may be used
144. airing it will not damage it Chapter 1 Getting Started 21 Summit Event Manager Light Update When you click on the Update button on the Main Menu the following form is displayed This option enables you to update your copy of Summit to the latest version Note You can perform an update of this type at any time and without affecting any event files as only the new programs are loaded Update Software Connect to the update database Valid update database at This will update Summit from 1014 om nlete the update To update Summit to the latest version take the following steps Update via Diskette 1 Insert the diskette in your disk drive Open Windows Explorer and double click on the exe file in your diskette drive usually drive A This will open the WinZip dialogue box Click on the UnZip button The updated SEMLu udb and SEML hlp files will be unzipped into your SEML10 folder If you ve installed Summit into another folder change the location to where Summit is installed On completion close WinZip and close Windows Explorer If you haven t already done so open the Update Summit Software form by clicking on the Update button on the main Summit 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 called SEMLu udb The location will be the SEML10 folder or wherever you ve unzipped the files
145. al Charges gt field To save the changes click on the OK button This will return you to the Personal Details form Note Text within lt gt indicates that it is user defined This can be changed in the User Defined tab from within Event Options on the Setup Menu 76 Chapter 3 How To Summit Event Manager Light How to 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 Delete 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 dark grey as shown below Cty Description NA 1 Datashow J 1 Slide Projector 1 Coffee Urn 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 Cty Description mi Datashowy le i Cottee Urn Em
146. all people for whom you ve just produced a letter The Update lt Participation Category gt Sent Dates form will be displayed Update Delegate Sent Dates Poet or Reset the Delegate Kit Sent Date For These Records To Today s Date set or Reset the Delegate Form Letter Sent Date For These Records To Today s Date JX Help Cancel OK e Mark the Set or Reset the lt Participation Category gt 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 244 Chapter 6 Main Menu Summit Event Manager Light 6 e Mark the Set or Reset the lt Participation Category gt 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 2 Click on the Merge button The next form to be displayed is the Send Form Letters to Which lt Participation Category gt form See above for an explanation of all the options available through this form 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 partic
147. amily Marne Mame in p 8 2 tir Samuel Aeris Add On Awards Niort Ticket 4 pw Samuel pers 8 2 Wr Samuel Albers Add On Awards Niort Ticket 2 We Ere men 40 B Mr Le Roux Bouvier _ Add On Complmeriary Awards Nort Ti 1 Wr LeRou Bower z 7 7 Listing Help a 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 an Awards 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 OVA Ay yA OA Ay yA Record 14 4 1 r of 24 Filtered 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 Listing Click to list all people who will have a ticket produced for them Chapter 5 Main Menu 249 Summit Event Manager Light Reporter This form is the main mechanism for ad hoc reporting within Summit General Reporter General Participation Frofile Saved Queries Multi Aegistration Multi dd 0n Fram FIN To From Postal Code To From Registration Date To Registration Date With Reporter Wail Me
148. an 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 294 Troubleshooting Guide Summit Event Manager Pro 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 m
149. ant 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 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 ree Click to edit the ticket information before you print it The Edit Ticket Name form is displayed See next page for more details al A Click to open the Name Badge and Ticket Design form hi Click to export the selected details to file See above for more information E Preise Click to print the name badges or tickets in print preview 248 Chapter 6 Main Menu Summit Event Manager Light Edit Ticket Names This form allows you to modify the names that will appear on tickets and to lock those changes into place Edit Ticket Names Find by Mame sd People who have not had a ticket produced who are attending the The a Previous Hesti Awards Dinner catering event Only Show Tickets With Unknown Mame D Ticket Ticket Unknown Lock ID Primary Person Ticket For Mumber Tite Given Name F
150. artup Summit Contact Manager Summit Contact Manager 4 Summit Event Manager Light Summit Event Manager Light 10 nel Yersion Conflict 4 File being copied is not newer than the file currently on your system Itis recommended that you keep your existing File File name TOUWINDOW S575 TEMIMSCAL OCs Description Microsoft Calendar Contral Your version 9 0 0 3620 Do you want to keep this File Summit Event Manager Pro Setup AN An access violation occured while copying the file Ho Mo to All 2 Summit Event Manager Light 10 Choose Program CAWDD WSS SYS TEMAC WINDOWS SoS TEMSCOMOLG32 0LL Summit Event Manager Light If you Summit Event Manager Pro Setup selected Ignore at the amp previous error message select Yes when you see this one Summit Event Manager Light v10 Setup When the Setup process is finished the message to the right is displayed Chapter 1 Getting Started 11 Summit Event Manager Light Starting Summit Event Manager Light When you first install Summit a new submenu is added to the Programs menu Press Start then Programs and locate the Summit Event Manager Light folder It will probably be the last entry on your program list E Programs RadLight Real Ez Favorites d Smart Label Printer Ti Startp Documents i Summit Contact Manager 4 Eh Settings Summit Event Manager Light
151. as people assigned to it Toolbar Buttons qinin Clone Lm Tables Click to create a number of tables with the same capacity The following form will be displayed Confirm Creation of Tables pm 7 This process will create a number of tables with the same capacity a Table numbering will start at 11 one greater than your current highest table number Do you want to continue 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 Chapter 4 Setup 119 Summit Event Manager Light 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 Import Demographics f From a previous Event which used this software Mame address optional profiles and previous participation From a Summit Data Collector file Mame address profiles and user defined fields C From another MIE Software application Mame and address information only C From a Microsoft Excel Spreadsheet Mame and address information ont C From a Comma Delimited Text File Mame and address information ont C From a Microsoft Access Database Mame and address information ont Click on the option button corresponding to the source of the data you wish to import then click on the mport button to proceed with the import If you ve alread
152. 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 Chapter 5 Main Menu 265 Summit Event Manager Light Presenter Reports This form enables you to print reports of abstract presentation and presenter details Presenter Reports Listing Contents Orientation Favourite a el e E o Abstract Review Status This report lists by presenter each abstract and the status of the review process i e for each reviewer the date sent and the date returned Abstract Status This report lists all abstracts by abstract status and totals the number of abstracts within each status The report is then sorted by the presenter s family name then given name Presentation Status 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
153. ata 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 Chapter 3 How To 81 Summit Event Manager Light How to Follow Up Event Organisation Tasks To follow up the tasks involved in organising your event take the following steps When you first install Summit for this event 1 On the Organisers form on the Setup Menu enter the names of all the people or committees who will be taking part in organising the event Open the Organiser form on the Main Menu Delete any tasks from the default list that don t apply to your event by clicking on the record selector bar on the left hand side of the tasks you wish to delete The record selector bar will change colour from light grey to dark grey as shown below Determine Audio visual Requirements W Negotiate and Sign Up Audio visual Supplier Solicit Local Dignitary s to SupportiSttend Event Prepare and lasue Press Releases Prepare amp Print Brochure on the Factory Press the Delete key
154. ate inne sattabanabaue Sala aasebais sae 179 Unallocated PayMeENlS meee nner ere Reine ee te ee ee eet reer te ee ee eee ee eee eee eee 181 PUIOCANS FAY MOM nesenie nenea EE Eni 182 crede RSNI aA AAA 184 PAAVO E e E AEA 184 RECODO a E E EE E E E E ET 185 Tax Invoices and Adjustment Notes ccccceccseeceeseeeeeeceeceeeceeseeeaeesenseeeseees 186 GVOUD INVOICE serrr rnrn AEAEE 187 GTD RECEP rarnana A E A 187 Group Tax Invoices and Adjustment Notes ccccccceccseeeseeeeeeeeeeeeeseeeeeeeeees 187 Aut Traller uni AE AAEE 188 PIDO dA O cea eee a E ee ee 189 Fe EVA GIANG OWS seimeni eii 190 Presenter Detall Si eee 192 Abstract REVIEW StatUS inrsin EAE a Aa a atsa deed Aten eaten veetseuseeassetts 195 EOE TICKE IS soeone E A A A eave ea 196 Ticket PrEVICWODUTONS cainut E a E E tem A E 197 CODY A CUVIY eee nee Menon ter mee See ee ne ene ee 198 Single Label Envelope and Letter Choices ccccecceccseeceeeeeeseeteeeeeeeeeeeeenaes 199 OJISE Gann Pen nr ne ert Re nc nae P ne ne ne ere E he nen tire E tre pen earner ree ee tr ten one ee 200 COMact F OMOW O 525 asset case teers cnc ace ck ce Desh ee a a Feds 203 OAC TS I Oe P AE AEE E erie eae tuted A A tase mee oem ecnmmoseeen A 204 Reassign Organising Tasks isiciiice io ehed olescccdcccteidcchats teenies cadanbtowtecmd nendicvelelatle danctdansueheantonntcneeiels 205 Organiser Task List Satu Sicicetiiccses tcc es ocd dcea aaa aa aaa a a carol idddedxalalantonetdametetase
155. aten 280 ReDo Banking RU sgadirnece ah icerten ieutuae deer ata ren ern aaa ade ce aad aun eee ane 282 Payments IM CDORGN ouier lt voutee eee O E 283 Edit Incoming PAyMCNlS sicsiaceiescreeeianascotdvenielebancisetui ntcesvinacdvadahad aa a aa iaieiiea aani 284 FRECCIDIS REDONE arrere arareori ara a TaT TETA 285 EdC RECODO any en Renee mn a en ee a e eE e eee e E ee 286 Tax INVOICES REDONO ioraa a E E A 287 Edit Tax Invoices and Adjustment Notes ccccccsesccceeseeceseeeceseeeeseeeseseessaseessaeseseueeeneeeeenes 289 CHAPTER OS saeco dc cws teea saab eeccereva a a 291 SWI ORR WL NE shctasanatangearelanudenddancheastanceaesiundaameaancaceaandeaadsaaaiaadiaadanaaiangects 292 Database lable ACCESS renep sesccreto scene tai ceweteiarne EEE 292 1 SA Fy re ere rg ene eee eee te eee eee ee ee eee ee eee eee 292 Update Bulk Mall COGES sironnan Aaa 293 TROUBLESHOOTING GUIDE wicciwrriscaiicccieciadccdacavati erection ict hostdcedan ee bees ee 294 Difference in Numbers on Catering Requirements Report and Function Attendance Listing 294 Equipment Reports Don t Show Correct Equipment in SESSIONS ccccceeeceeeeeeeeeeeeeeeeeeeaees 295 MOF MESS Ag CS ausiesaturorwmaiuanveda nhoractausgumntan aviey due rasadikaatanadsagiandan eduinasiek Suiduaniiagal sibgisuccaaitncuands 295 Functions on Money Menu Don t Work c cccccsescecesececesececeseceneeeeseueeesaseeesseeseseeeseueseneeesens 295 Name Badges Don t Fit Properly ON
156. ay 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 Chapter 4 Setup 131 Summit Event Manager Light 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 Regi
157. base 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 Personal Details Find by Family Mame albertas Samuel b Alexander Arno 2 Armitidge Linda Family H armstrong Brian calul Subergine Paul Badge H Parrie Sheelagh Pq Bernstein Gary Black John n Bouvier Le Rioux Organig Grittance Robert J ation Street U Finklestein Barbra Street Foxyorthy David Jones Pauline SUBUFA g Murphy J Paul Papadopolous Louisa CO Smith Robert E a Professor Bulk Code 2300 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
158. 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 overcatering 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 Main Menu 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 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 Enter any additio
159. ble 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 124 Chapter 4 Setup Summit Event Manager Light 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 The records being imported will be added to those already in the system EXACTLY as shown below Please correct any incorrect data andor delete records Ifthe first row contains headings and not data delete it by selecting the row and pressing the Delete key When you have finished deleting and correcting click the Import button to complete the import or the Exit button to Cancel the import Title _ Given Name Middle Initial Sumame Postnominals Job Title Division Organi a E o Same ert Chie Phamacist The Aree yee iam Baggins General Manager PrimoCo Bouvier President The Inter Dime Principle Consultar North American Di Dow D C Fitzwalter President Australian Chapter The Inter Fos Mice President Oceania Division World w Fox Chief Pharmacologh ACME In Golden Systems Analyst
160. 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 Preis Click to print a Receipts Report aa Edit Click to edit a payment DL Chapter 5 Main Menu 285 Summit Event Manager Light Edit Receipts This
161. cate Payment The Allocate Payment form enables payments that have already been entered into the system to be allocated against people and their activities Allocate Payment Search Filters Rina br eens Hamne tautetanding Balances wry Reciriet to ert Para Eind Ey Family Hame Available to Allocate RESt eb ban ikat Who ehlsatiann Bar pe ae ere s TOEREN NENI iia ky agam sstien testandi Baam anil Restrict to Matching Amount Owed fa 236 00 Rina py wrganeaticn b1 Professor Robert Brittance The Industry Awards Association Total Already This Still Amount Paid Payment Owing Event Charges bb UU P0 00 Total Allocated 396 00 Remaining Available to Allocate P0 00 Help Cancel OK 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
162. cccececseeeeeeeeeseeeeeeeeeeaaees 90 Update definition ccccccccceecceeeeeaeeeeseeeeeeeeeeees 305 Updating SUMUIMNI gessdsnsces chic saddens ccoredadsdencteceseenoee 22 Summit Event Manager Pro US Paper SIZC cccccccccccccecccceeeeceeeeceseseeesseeeeseeeeees 67 User defined TEAS onc ctl acta naa 106 Venue Jetas ecu sector cat daueateatacds A a A 98 Version DUMDET orsus un e e 28 MIP GOTPINON a ea a 305 A E EEEE EES PEAT EE AOE E AAE S EE E EEE 135 Where am shortcut key c ccccessseesseseeneeseseeees 30 WinFax Pro SCUINGS cesis cette iti 111 Wrappers OUtSErtS ccccecceceececeeeeeeeeeaeeeeseeeesaes 258 Index 311
163. cceeeeceeeseeeesseeesseeeeseeeeeees 303 review Status rora iacuias endures Ari 195 Participation DIC AKGOWIN ssion aae 268 Participation and Financial Status report 279 Participation categories demtio eee a se cue ocheeetaene 303 Participation record SLETE RE a R A E E E N 240 Past EOI definition ccccceececeeeeeeeeeeeeeeeaeees 303 Payment ENUY herent ead Cea Pain eh aie ta 179 Payment types are E a aa 135 Payments allocating from personal details screen 182 amount UNPLOCESSE ccceeceeeeeeeeeeeeeaeeeseeeeeees 71 deleting eers E Gains Sebastian 72 editor 6 Meno ee ee een ers eee ee en ee ee 283 entered INCOFTECTLY ccccceecesesceceeeeenseeeneeseneuess 72 Outstanding Payments repott cccceceeeeeeees 278 Overpayments report cccecceseeeeeseeeeeeeeeeeeeees 279 ETUNA wstesd fesscenhords ou cessed rea esate are ie vas eace a 88 Payments in SUNG nee Sane en E On ae Sore a 284 Payments Reporte cccccescecsseeseseeeeeeeeseeeseaess 283 People button add ONS e ae eee te eg eee er ne ee 132 catering function attendance listing 139 financial GrOUDS aanren aene i aaa 191 registration types cccccsessecsseeseseeeeseeesenseseuess 130 SESSIONS son ranae a et eiecccaeta dente dacte 142 Personal details data entry SChOGMN accactisciretrnsthcaeittetnacanse medeaieeowee 156 PIN numbers IN
164. cen Soden 238 Presenter Confirmation Letter with Registration DetallS cccccccseeeeecseeeeeeseeeeeseeeeesaeeeeeas 239 INVOICES cSt a leash git gt ide Sere a a sedan ra 239 Invoices for Anyone Who Owes MOne y cccccscccccssseeeceeeeeceesececseuseeesseseeecsegseecsueeeessseesssaeess 239 Invoices for People from a Particular Organisation ccccscecccccseeeeeeeeseeeeaeeeeeseeeeeesaeneeesaaeeees 239 Invoices for All People Who Haven t Had Once SINCE cccceeccceececeeeeeeeeeeetaeeeeseeeeeeaeeeseeeeees 239 Invoices Tor Selected People es icciece todos sotedeaccbnahuetansdceiesctecbaiwslst iwersee sadly aeaeb eels deine ieiatget 239 Participation Records With Money Details ccccccceeceeseeeeeeseeeeeeseeeeeeseeeeeeeseseeseeeeesaeeeenens 240 Participation Records Without Money Details ccccccseeceeeeeeeeeeeeeeeeesaeeeeeseeeseesseaeeeesaeeeeas 240 Tax Invoices and Adjustment Notes ccccccccseeeeceeeeeceeeeeeeeeeeseeeeeseneeeseeeeseeeeesaeeeseueeesaneeesaees 240 Group Correspondence Tab cccccceecccsesceceeecceeececeeeeceucesseeeeseueeeseaeeeseacessuseesseeeseuseessnsessagees 241 GOUD ROCEDI irisa a a a E cedeabecutenot sd 241 Invoices for Anyone Who Owes MOney cccccccccccceeeeeeeaeceeeaeeeeeeseeeeeesseeeeesaeeeeeeeaeeeesseeeesaaeeees 241 Invoices for All People Who Haven t Had Once Since ccccceeccceececceecesseeesaeeceseeeeeeeeeeeeeeeas 241 Tax In
165. ceseseeseeseseneeseeeeens 164 dermito anae ae EE 300 ISSUING eree E A cm eoatie 84 Exma detalls naa E 166 Faxing correspondence SEWING S ruken a E a Eaa 111 Field An IntrOductiOn sesa n aa 24 Fill IN Organisation AetallS cccccecseeeeeeeeeeeeeeeeees 158 SIIOFICUE KEV aeaiia a a i a 30 FIILDUTOM anre 158 161 Financial groups PAPI e PAE A EEA E E ETE 110 Financial Groussen Ei 190 Financial groups report ccccccseceseeeceeeeaeeeseeeeeees 2177 Financial Te DOMs snoer ee 2 6 Financial Status of Delegates report ceeees 277 Find DUK COC saa e a aisles 80 li POSICOUG s aaia cies caer ae 80 Form Index 307 definition siie a 301 layout GePFINITION sarian a 300 types definition cs neu nelereiecesetdnadelncadss audios 300 FON IOIO cy eer ee eee ee eee ee 243 Frequent flyer details aie AEE E E E hat S E E edt 166 Fron page o a E E soydeeeted 232 Function Attendance reports ccccccceeeeseeeseeeeeees 232 Functions on Money Menu Don t Work 068 295 Gala dinner SCENAMIO ccccecccseeccceececeeeeeseeeeseeeeeees 60 Getting stared onsena ehh A een te ci 1 Global OPON S isere ra ee ea 102 Group Adjustment Notes 61 8 caer Renner mere Sekt tc Retr or ane Manteno ene eter nen he Meriter war erre 242 Group icon CefiNitiON cece cee ceeeeeeeeeeeeeeeeeaeees 301 Group invoices Kaeo Se erties eR eee ee 241 Group Invoices mdwid al co Ric
166. 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 lt Additional Charges gt field with details of the dishonour fee in the Reason for lt Addition
167. chitecture 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 Glossary 301 Summit Event Manager Pro 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 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 Mrecodt A O L The use of the navigation buttons is as follows Move to first record l lt Move to previous record lt Move to next record gt Move to last record gt If you know the record number you wish to move to you may move directly to that record
168. correspondence ccccceeeceeeceeeceeeceueeseeesaess 105 Possible Duplicates report cccceccceeeeeeeeseeeeeees 233 FOSlal COdGSIVIG wise i ae he eee lens 110 POSCO i site ere tara baa 80 158 293 298 SHOMCUL KOY Tareas e a ea E E eanans 30 Presentation review details Ontry ccccceseesssecesseeeseeeeseaees 195 Presentation Status report ccccccceeeceeeeeeeeeeeees 266 Presenter POSUPACTS ODOM coca sacs a a 266 Biographies report ccccceccceeceeeeeseeeeaeeeseeesaees 266 Confirmation letters ccccccecccseeceeeeeeeeeeeseeees 238 defining the rules c cccccccssssecceeeseeceseeesseeeeeees 99 denii enea E 303 Follow Up report ccccceccceeeceeeeseeeeeeeeeeeeseeeeaees 267 Presenter REDOMS 2k asedscdia cocaine eect vekscckeseectaceeseccekes 266 PreSort indicatoren See Bulk mail code Print a SUNG ease vaec rents coins A A 250 address labels cece ceccceeeeceeeeeeeeaeeeseeeeeeeeseeens 250 an address label ic neat aie ke enc knee A 199 an envelopa iee e E EAEE 199 name DAGGES chiese a ee 246 250 single badge 2 ase getc css dos sie tetwektamiser sda teawereeeesnaeeiees 163 GK OLS ar a Nr NT 246 Process arrivals at multiple registration pOints ccceeeceeeeeeeees 221 MANUANY Gi o a 219 ONIE ea eae tacade med a 220 Professional education credits allocating tO a SESSION cccecceseeeeeeeeeeeeeeeaeeeees 140 PO
169. csececeeeeseeeeeeeeeeeaeees 258 toja Word letter sins ee ce 250 Messaging profile ccccsecceseseeeeceeseesseeeeesseeeeeees 78 MIE WebLink Add ONS serrera E sociseacetdeaee 132 Advertising SOUFCeS ccccccseceseeeeseeeeseeeeseaeeens 114 Internet assistant acs hiseeve eis oii ewes cancteiabsdnceeeteaest 225 HATO GUCTOR sesira ai RE 224 Profle S otes a e a a 117 Registration types n nnsennennnsneenneerrerrrrerreerreee 130 SESSIONS aa e E a 141 Minimise definition ccc ceeccceeececeeeeeeeeeeeeeeees 302 MY OB Card file export cccecccceccceeeeeceeeeeeeeeeeeeeees 257 Name and address formats ccccccseeeeeeeeeeeeeees 110 Name badge Summit Event Manager Pro printing for a single PELSON cccseeeeeeseeeeeeeeeees 163 produced INCICALOS cccececeeeeeeeeeeeseeeeaeeeaeeees 158 Name badges ssis R 144 CUSTOM r aa a 149 definition cscs tacteacatse cede tive hi degeewtitd Malin daeoedestos a 302 for those not on the database c cceceeeeeeeeeeees 87 from the Reporter cccccsecccseececeeeeeeeesseeeeeees 258 MN ect AA N ETA E E E 246 print to specific label printer cccceeeeeeeeees 161 won t fit ON StAtiONELY cccecceeeeeeseeeeeeeeeeeesaeeees 295 Name format for draft programme cccseccceeseeeeeseeeeeeaeeeeeaees 110 Tor Financial Group isiccicuet clad nese geweeiadeeicccuea 110 TOP
170. d aioiee ss nade ace ia eos 297 deleting scctesioodtiectenatieataiame a 170 Participation by Add On report cccceeeeeee ees 269 reference file screen cccccceececeeceeseeeeeeeeeeaeees 131 registering 1Ol Sinton ee eee oot ee oie 169 PO SUIS steerer alts A EE 222 Address TOMAS esiisa andere nteiun late 110 Address labels ccccsecccsecceeeceeeeceseceeeseueeseeesaues 199 Changing stationery cccccsecessseeceeseseseeseeeeens 103 printing from the Reporter cccccceeceseeeeeeeees 259 Adjustment notes change TEAS ON Wctaneiszcsiwctedanvareernavees sremednevatetvetebeeds 287 edit print aannnennnennnennnannnennnennnnnnnrrnnnrrnnrrnnrrnneene 289 generate but don t print ssseseseresrreerrrererereen 287 printing and deleting ccccsccsssscesseeeneeeeseaees 186 PAUNO EDUK oraa a a 240 epore eaa e N 287 set default reason cccceccceeeeeceeeeceeeeseeeesseeeees 112 set prompt for alternative reason when generating E E E saat awe E E E E E 112 Start again from Scratch cccccseeeeeeeeeeeeeeeeeeees 288 Advertising sources Confirmed Delegates by Advertising Source 268 entry against an attendee ceccececeeeeeeeeees 158 reference file screen cccceeccceececeeeetaeeeseeeeees 114 Aligning FE DONS os ave cerie ce tancrt lauieeadeidaiedaant ad duetebanwtanrewntidunts 67 Allocate payments one payment covering many peo
171. d by opening the Name Badges and Tickets form on the Main Menu Mark the field Include in MIE WebLink File if you wish this session to be included For more information on MIE WebLink the Internet Registration product please refer to the section on Internet Assistant in Chapter 5 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 Chapter 4 Setup 141 Summit Event Manager Light 15 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 16 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
172. d 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 as coffee urns and plate warmers Equipment requirements are shown on the various equipment reports Open the Options screen and set any applicable options Open the Secretariat Details screen and enter details of the secretariat office address for correspondence and enquiries for this event Open the Venue Details screen and enter details of the venue of this event Chapter 2 Scenarios 53 10 11 12 13 14 15 16 17 Summit Event Manager Light Open the Locations screen 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 Open the Catering Events screen 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 Open the Sessions screen and enter details of the presentation sessions for this event Sessions should be entered after location details have been entered as these may be specified within a session Open the Import Demographics screen from the Utilities Menu and import name and address details from as many so
173. d the person number PIN each person is assigned when entered onto the database 6 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 102 Chapter 4 Setup Summit Event Manager Light 10 11 12 13 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 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 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 wan
174. d without using the mouse e Main Menu e Creating a new event opening an existing event compact and repairing an event e Upgrading Summit Chapter 1 Getting Started 1 Summit Event Manager Light system Requirements Minimum System Pentium 3 700 Mhz Microsoft Windows 98 Microsoft Windows 2000 must have Service Pack 2 or higher 250 Mb hard disk space 256 Mb RAM or higher SVGA or higher resolution monitor CD Drive Recommended System Pentium 4 2 4 Ghz Microsoft Windows XP 40 Gb hard disk space 512 Mb RAM SVGA or higher resolution monitor CD Drive WinZip archive compression program WinFax Pro for individual and broadcast faxing MS Outlook for individual and broadcast e mails Express ClickYes assists with individual and broadcast e mails MS Access 2002 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 remove the appropriate section photocopy it and use it as a checklist The text is in Arial 11 point so that it can be read from a distance The following is how the components of Summit are described within this manual e Forms Reports and Menus are in Title Case e Data fields and Buttons are in Italics e File amp folder names and
175. d 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 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 the top section of the form will look like this Registration Type Eon 168 Chapter 6 Main Menu Summit Event Manager Light 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 Select the appropriate registration type by clicking on it or press the down arrow key on your keyboard 1 then press Tab or Enter to select it 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 i
176. dance 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 268 Chapter 6 Main Menu Summit Event Manager Light Event Options on the Setup Menu This information can be used in determining where to promote future events 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 add ons there is probably scope for increasing the number of add ons in the next event s programme Chapter 5 Main Menu 269 Summit Event Manager Light 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 Incomplete Participation Reports l Confirmed Delegates Who Didnt Attend the Event Confirmed Delegates Who Didn t Receive a Satchel P kl Label Listing Help 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 Label Click to print mailing address labels Address l
177. ded 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 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 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 ca
178. 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 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 186 Chapter 6 Main Menu Summit Event Manager Light Toolbar Buttons m Click to delete the displayed tax invoice or adjustment note E Preview 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 i
179. delete a Contact Type from this reference file if it has been used anywhere in Summit 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 Counter 1 Equipment Description Overhead Projector RAP AA Hew Delete Listing Help Cancel fi OF Record 14 4 a CIL of 7 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 Chapter 4 Setup 115 Summit Event Manager Light Locations This option is for maintaining a reference file of locations at the event A location is any place where a catering
180. dges 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 Al 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 presenters you might select Only for Presenters print the presenter 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 Will Enter All Badge Details at the bottom of the Restrict Name Badges 24
181. discounts 112 notes for Australians cccccccecceceeceeaeeeeeeeeeeees 113 set credit adjustment note heading on receipts 112 set credit adjustment note total text on receipts 112 Set invoice heading ccccceseeseseeesseeeneeeeseaees 112 set Invoice total text ccccesecsseeceeeseeeeseeeseees 112 Sera Geaa ses N ar m eave 112 set Provider details for invoices 00cceeees 112 SCUING UD ased e aeea ee 112 Tax invoices generate but don t print ceeceeeeeeeee eens 287 print report Of all SOME cccccceceeceeeeeeeeeeeeeees 287 PANUNG INSDUIK oaea a ander waatens 240 printing OF deleting ciiicisisew utes nangis 186 FO DOMGR roire a S 287 reset regenerate ccceccccsesceceececeecesseeeseeeesees 287 start again from Scratch ccccccecceeeeceeeeeeeeeees 288 VIG W OMIIN ssri sa a hw 289 The WSWall eiA See Copy Activity PUROT aeenee nh entst Cee Senet te ay Pesto Ae Sone Reem een ere 162 registration ccceccceccceeecseeccececseeceeeeceeecseesaeeeees 101 WICK ONG tac cecssanceeta a Aee E 144 OTM EAE E E E E AE E tei O ea E EE 246 Time formats how to change sosnneessssssserssrrnsrrnsrrrrrrrrreerrrerreee 70 Toolbar definition ccccccccccccceecceeeeeeeeeeseeeesaeees 305 Tradevent data Oxport cccccceecseeeeseeeseeeeseeeseeees 257 Training course chargeable sestiana E 47 Unallocate a payment cc
182. dless 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 or presenter depending on the type of involvement in the last event 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 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 presente
183. e All Badges or Tickets option button The usual selection after your first name badge run is Only Produce New Badges or Tickets 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 Select the badge format you want to use from the Name Badge or Ticket Format pull down list lf 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 screen 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 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 After you have exported or printed the name badges
184. e confirming that you wish to complete the import or you may choose to cancel the import process See the section on Importer further on for more details on how the manipulate the data prior to importing it Chapter 4 Setup 123 Summit Event Manager Light 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 This process will only work for Access 2000 or earlier databases Once you ve entered the location of an Access database Summit will display a list of the tables in that database After you ve chosen the required table 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 Link Fields Summit Field Spreadsheet Column TLE AME URNAME OSITION T 4 4 vision of Organisation OMPANY T 7 a cn q q 4 q ddress Line 1 DDRESS 2 ddress Line 2 I gt DDRESS 3 UBURE 4 Ci 4 Ep TATE OUNTRY 4 Olea ija ostcode or Other Postal Code OSTCODE ORE PHONE 4 usiness Telephone Number Usiness Facsimile NWumber Home Telephone Number Home Facsimile Mumber 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 ta
185. e 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 C Zoom Click on this button to drill down to the selected person s Personal Details form 212 Chapter 6 Main Menu Summit Event Manager Light Abstract Review Status This option called from the Programmer form enables you to alter the review details of an abstract Abstract Review Status 4Preyioue Merti Reviewer 1 Date Date Mame Abstract Tithe Reviewer 2 sent Returned b Mr Samuel Alberts The New Industry Standards a Mr Samuel Alberts So Whence From Here Mr Gary Bernstein The Latest The Greatest and the Should Never Hayve Been Feleased Bob Brittance EE el 10 un Oe 10 Jul 02 o oftware Le Rous Bouvier 10Jun 02 14 Jul 02 Professor Robert
186. e 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 Nt t 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 Chapter 1 Getting Started 25 Summit Event Manager Light Printing Reports Ee When you click on the Preview button or the Listing button LS 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
187. e enter or modify event secretariat name venue and other details e define the event structure catering events and sessions e define the financial structure and lock it in place e set up parameter and reference files e define presenter rules e define the user preferences and system settings e import demographic information and event details from external sources e design your own name badges and tickets Event Details Reference Files Financial Details Event Details Advertising SOURCES Registration Types Secretariat Details Contact Types Add Ons Venue Details Equipment Hanking Details Organisers Locations Payment Types Presenter Rules Profiles Lock Event Fees The Usual Registration Talat The Essentials Catering Events Options Import import Demographics Global Options Sessions Mame Badge and Ticket Design Event Options import Structure Chapter 4 Setup 91 Summit Event Manager Light otandard 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 Advertising Sources and all have standard toolbar buttons at the bottom of the form The example here is the Advertising Sources form Advertising Sources Advertising Source Advertisement in Trade Journal Record 4 4 1 Go to the first record Go bac
188. e file and keeping the left mouse button depressed drag the file until it s over the icon for the drive you put the diskette in 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 diskette Once the event files become too large to fit on a single diskette the fastest most secure backup is to a tape drive If a tape drive is not available these files can be either zipped using a product such as WinZip or backed up to multiple diskettes using the Microsoft Backup utility The program file for this is backup exe and is usually located by pressing Start selecting Programs then Accessories then System Tools then Backup All other files required by Summit can be recovered by re installing Summit You can restore an event file from the backup by using the Microsoft Backup utility and selecting the Restore tab Chapter 3 How To 69 Summit Event Manager Light How to Change Currency amp 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 loaded on your co
189. e 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 Mark the At Event check box for the person s record If you have given the person any materials associated with the event mark the Satchel Given check box for the person s record If you have a person querying the registration 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 220 Chapter 6 Main Menu Summit Event Manager Light 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 s
190. e number of people in the selected Group 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 Contents Click to define your own report A Preview Click to print the selected listing Chapter 5 Main Menu 263 Summit Event Manager Light Equipment Reports This form enables you to print reports of equipment requirements Equipment is either technical or catering equipment depending if you entered the requirements in the Catering Events or the Presenter Details form Equipment Reports Listing Contents Orientation Favourite b Equipment Requirements by Catering Event Portrait ie Equipment Requirements by Catering Location Portrait Equipment Requirements by Presentation Portrait Equipment Requirements by Session Equipment Requirements by Session Location E ESEALHE To use this form click on the record selector bar beside each report you want to print then click on the Preview button Or 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 Equipment Requirements by Catering Event This report shows all the equipment specified as required for each catering event The report is sorted in date and time order of the catering e
191. e 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 Main Menu open the Registration Desk Worklist screen 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 Mark the At Event check box for each person s record 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 Worklist screen 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 comp
192. e same participation category there will never be any records selected e 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 e 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 e 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
193. e 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 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 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 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 74 Chapter 3 How To Summit Event Manager Light How to Customise Summit If you have Microsoft Access 2000 loaded on your com
194. ear in the programme such as a pre or post event workshop are also entered as sessions 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 Open the Event Reports form on the Main Menu and print a Schedule and Schedule by Location report Use these reports to eliminate any conflicts of date time and location in the Chapter 3 How To 73 Summit Event Manager Light 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 10 11 12 events 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 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 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 b
195. ecord with any description you wish and a price of 0 00 Open the Equipment screen 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 Open the Options screen and set any applicable options Open the Presentation Types screen and enter details of the presentation types applicable to this event The presentation type is a means of grouping presentations that may require different preparations or instructions to presenters for example demonstration paper or poster Chapter 2 Scenarios 41 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Summit Event Manager Light Open the Presenter Rules screen and mark the check boxes corresponding to the rules that apply to presenters at this event 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 screen and enter up to 20 profiles If you plan
196. ecords 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 Design 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 258 Chapter 6 Main Menu Summit Event Manager Light the labels is determined by which address label stationery you selected in Global Options SINE Click to open the Reporter Listing Choices form See the next page for a full description Chapter 5 Main Menu 259 Summit Event Manager Light Reporter E Mail This button is used to send an e mail to the selected people This form is where you enter the details of an e mail before sending it On selecting E Mail Summit will offer to print details of any people selected who have no e mail address on file E Mail Details 4 salutation Text Dear Message Subject Message Subject Message Message Text Messaging Frofile Microsott Outlook Attachment Browse When you first open this form the details that you entered on your last e mail will be displayed You can change any of these details before clicking the Send button to send the e mail or e mails If you enter anyt
197. ecords 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 from NSW OR from VIC OR from TAS 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 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 Chapter 5 Main Menu 251 Summit Event Manager Light Participation Anoth
198. ected records inserted 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 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 Select Badge Style Name Badge Format Default Badge With Picture fe Previev Rar Click to export the name and address details for the selected records using a number of different formats 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 r
199. ed 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 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 184 Chapter 6 Main Menu Summit Event Manager Light Receipts This option is for displaying receipts that have been previously issued to enable you to print reprint or delete a receipt Receipts p Receipt Number FO Unprinted a Receipt Total 96 00 Professor Robert J Grittance PhD The Industry Awards Association Amount Event Charges 296 00 a Delete Preview Help Exit If more than one receip
200. ee er et ce er eT A SB Tee ee ee Ce er RTP er 49 DONO eericriasgae awieny alam acct yatee E a a T va ucanblenra A 51 ARNOT nin E a ree er A E E A ee ene er eee ee 52 Recurring Meeting Separate EVent ccccccccccseeceeeceeeeeeseeeseeseeeceeeeeesaeesaues 53 SS Gs O cia E EA ES EE EIEE TE ETE PER EEE EAE TE TE EEE R EE ate eats 53 S15 0 fo eaaa a ke eed er neat ier ee a a A N A een ee 54 Te INIA ESA E rasan sateen dt each A A A A A A E A elec E E A erase 56 Recurring Meeting Combined in one Event cccccccccecesecceeceeeeeeeeeseeeaeeeaees 57 SOUD eaaa a a a tent a a aa aa 57 DUONO ersa a a aa aan 59 SATOM e a nae ieee nae eee 60 Sot ane see ees ea er PO cee eee ee ee cee eee ee 60 BGI OPS ienai E E D 62 DUNO eaa a a a ERS 64 AOE eaa a a a a a a a oul eteeek useeneuenac a 65 CHAPTER 3S HOW TO animis E 66 Add Your Own Listing to the Reporter ccccccccceeccececeeeeeeeeeeteeeseeeseeeseeeaeeeeees 66 AIMA IRE DOM ooreen r EEEE EEEE 67 Allocate a Payment Person UNKnOWN ccccccecceeeceeceecceeceeceeceesueseeeseesaeesaes 68 BACKUP AN EVENURIIE aires A EA AAE OA NE ee 69 Chande Currency amp WMG ORM ALS seanina E T 70 Check TOF DUDIIGALE RECOS isra a aE E T 70 Check How Much Money has to be Banked or Processed ccscceeeeeeeeeeeeees 11 Correct an Incorrectly Entered PayMent ccccccsecceseceeeceeeceeeeeeeeeeseeeseeeseees 72 Count Records in a Particular Category
201. eeeeeeeseeseeseeseeseeseeeeeeaess 90 CHAP VER SE UP aiaa a E 91 Standard Form DESIQN cccccccceccceccceeceeeceeeeeeeceeeceeeseeeeueeeeeseeseeeseeeseeeseeteeeseeess 92 Add Ons Catering Events and Se SSIONS cccecceceseeceeeeeeceeteeesseteeeeeceeeeeeaaes 94 ang af Ba Io Meee enene reo rence neti en nena Rae nna ae ere Pa ere eR OR ne 96 VCS 9 10g BS 62 Co tree eee an a oe ee ee 96 SECKELAMAUD ClAllS erca E neon ah E 97 Table of Contents ii Summit Event Manager Light venue DELAIIS waseciszeastaiasaias sisebectscicheacercet fadserchdacsaichaetuanchcacsavdhan avec chcnclvacchdaduadcheedkence 98 Organi SETS sce dence sats ccee tot cnce O Ral ecs OR 99 Pre SC Ie RUO Se asraetee ec artec inn fen iea teeta Nea ita a a tania 99 TAG Usual IREGISIFAUION e cs tersidcatsvobiestivebdesiieebicnldvebioeldvetdusiivebdceldvebiesbevetiesideabavet 101 OPTION Sari ce cee erected teeta ated tat eeeieasteceess 102 Eile ate BS 10 pho Aer em emi ne rem ae ere ne teen oe ere ee ere 102 EVE WU ONO NS can o aetna eas a a ee 104 General SCTHINGS lt 2 5 sess chase bt aes sa a a a lade a e a toeeutaaeantace 104 SST CHICO eetirct acted ath a ate At tte Nath Dol at hate taketh eh a atid Meta tela anaes 106 event DOC IS INES oid ett ee anette held ertseantets aot kas ahead aa e tal lech Gananhasbataaeaoa Danae nideaanteas 108 SyS leM CHECKING pica sicesridiets a sgniteehin dale Daas a seal Detached a A 109 Nameand Addless Formals aana
202. egistered or has any add ons Date declined is a field on the Reporter so you can report on these people Toolbar Buttons Enter a Payment are Click to open the Payment Entry form to enter a payment for this person pasea i Click to open the Allocate Payment form to allocate one or more existing payments against this person Edit Fag Tickets M 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 Not X pecs 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 nclusive 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 Cancel Registration 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 Chapter 5 Main Menu 171 Summit Event Manager Light Individual Correspondence This option allows you to both edit and produce the sta
203. egular 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 screen 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 find the person s record skip to step 6 3 Once youre satisfied that this is a genuine new record click on the New button beside the Next button Enter as many of the person s name address and contact details as you have 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 screen 6 If the person is expressing interest providing historical participation or profile information click on the EO and Profile button to open the Expression of Interest EOI and Profile Details screen 7 If the person is registering for the event click on the Registration button to open the Registration Details screen Remember that you can t enter registration details until you have locked the event fees 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 9 If you wish to allocate a payment that has been entered into the system but is not yet fully allocated
204. eir 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 printers 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 Troubleshooting Guide 295 Summit Event Manager Pro 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 p
205. el button To obtain new registration details click on the Request New Serial Number button You can enter your details directly into the displayed screen or contact MIE Software details at the front of this manual or your local distributor The MIE Software website www miesoftware com has contact details for MIE Software and all distributors 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 Chapter 1 Getting Started 15 Summit Event Manager Light Creating a Desktop Shortcut to Summit To create a desktop shortcut to Summit take the following steps 1 Select Programs then Summit Event Manager Light then right mouse click on the final Summit Event Manager Light Select Copy EEEE ee L i r O Microsoft Outlook Apen A Documents l l Quick View Microsoft PowerPoint E Add to Zip Eh Settings Z Microsoft ford Gall Add to Msaccess zip ae 7 fee MS DOS Prompt Seis e Outlook Express _ _ _ BD Help AJ Windows Explorer on Summit Contact Manager 4 Run H Microsoft Answer Wizard Builder Create Shortcut on A Microsoft Office 2000 Developer Delete K Log Ot
206. 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 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
207. er Light 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 letters d Mame and Address Formats WinFax Pro Tax General Settings User Detined Event Documents System Checking Full Database Form Letter Document Mame formiltr doc Browse Reporter Mail Merge Document Name formitr doc bi Potential Delegate Form Letter Document Mame formitr doc Browse Confirmed Delegate Form Letter Document Name formltr doc Potential Presenter Form Letter Document Name jformitr doc Browse Confirmed Presenter Form Letter Document Name formitr doc bi 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 root folder C If you re not using Microsoft Word 97 or higher 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 settin
208. er 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 Remember the more checking the system does the greater the integrity of your database but the slower the system performance Chapter 4 Setup 109 Summit Event Manager Light Name and Address Formats Define how you want people s names to be displayed on reports correspondence and the event programme General Settings User Defined Event Documents system Checking Mame and Address Formats WinFax Pro Tax Name Format Title Given Name Middle Initial Family Name Post Nominals if not marked as Asian Mame Title Family Name Given Mame if marked as Asian Mame Format for Draft Programme Name in Report Name Format plus Position and Organisation and State Name Format for Financial Groups PIN and Leader Name and Organisation and City Default Postal Code Style for Addresses City State Postcode Zip Force Suburb or City into UPPER CASE M Force State into UPPER CASE MW Force Postal Code into UPPER CASE M Force Country into U
209. er Rules form this will be marked as a non compliance on the Presenter Follow Up report Enter the abstract text in the Abstract Text field if you want it to appear in the Draft Programme Chapter 5 Main Menu 193 Summit Event Manager Light 17 Enter any further information or comments in the Notes field This information is printed on the Session Chair Report 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 Equioment 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 t
210. er 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 Attendees by Advertising Source report under Participation Breakdown on the Main Menu Open the Banking Details screen and enter details of the bank account being used for this event Chapter 2 Scenarios 47 11 12 13 14 15 16 17 18 19 20 21 22 23 48 Summit Event Manager Light Open the Equipment screen 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 Open the Options screen and set any applicable options Open the Payment Types screen 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 Open the Presentation Types screen and enter details of the presentation types applicable to this event The presentation type is a means of grouping presentations
211. er 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 Reporter General Participation Protile Saved Queries Multi Aegistratiorn Multh sdd Or MM ulti Sessior Mot Are i D Pastel Delegate Types T Past Delegates Mot Are C0 D Past Presenters l T Confirmed Full and Partial Delegates C O Current Eo l T Confirmed Full Delegates Only f Potential Presenters Confirmed Partial Delegates Only 0 0 AtEvent Potential Delegates T Confirmed Presenters f Session Chairs rf iPs ff Organisers Registration Type ee People who have not responded Session mo People who have declined to attend l o 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 th
212. eries 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 R Z 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
213. erson Title Given Mame Family Mame Organisation Number Table Mame Mum Mame If p Professor Robert J Brianas Hida fritence ine maustry Awards assoc Op Professor Rober J Britanci Prote Robei Brttance The naustry awards Assosa o o Mr Samuel aens Ms Ere paeen ihe Sandera keepers 0hr e o Mr Samuel aens wr _ Seruel___ Aberis The Stendera Keepers 1 tee o M Le Roux Bouvier wr LeRow Bouvier tematen Assocation otima 1 vPTable 0 Ms Paume sones w Peu aen Smin Smin Smith e vones 1 vPTable o MS Paume ones s Poue bones Sth Smith Smith ones 12 VPTable o s Helen Valerine w Peter Bai The Deperiment of Technology 1 VP Te 0 Ms Heen Valerine Ms Heen varte The Deperiment of Technoiooy 1 Z VP Tae 0 M arno Alexander wr arno alexander rhe Heath Deparment 22ra twe o M arno Alexander ps berny Laor rhe Heath Deparment 2 frame we o M Gary Bernsten w Gay Bemsen Tatal Technology Magazine 21am twe 0 No Berra Finkesten Ms Barera Fieste The ndustry Awards Assoc 2 Tame two 0 MMS Barera Finkesten Mr Fred Frwesten _Thelndusty Awards Associel 2 Teme two 0 M Pau Murphy O r Pea Murphy Australien Associaton of Best 2 Tee twa o Mr Pater van vaen w Peter von vaen BtferTelecommurications Ser z fTeme twa 0 Mr Bran armstrong w Bren armstrong BueSkySoftware 3z fieme mwee 0 5 Refresh Status Tables Swap Tables Eee peeve ca Auto 200mm P Tables From Table Table Listing Help Record la 4 ajl r HI r of 24 Filtered OOOO OOOO O
214. eseeeeeseeeeeseeeseneeesaeeenes 264 Equipment Requirements by Session LOCATION ccccccceecccceeeeeceeceeeeeeeseeeceseeeesaeeeeseeeeesaeeeeas 265 Presenter Reports acca vcseraccosnseasssngatassvncssna wa aaenaseaatad enaaceneaen ene uensn oreeaa a pasanaanaanaae 266 ADS WAGE REVIEW Sta US cheba ta ctenc fess a ied a a a a 266 POS ACU US aan a a a a a a a a A 266 Presentation aS aiis a a a a N A 266 Presenter ADS MACIS aeciaii n ai e a aa a aE a E N NN 266 Presenter Biographies i visueraystav srs ia a a a a a R 266 Table of Contents v Summit Event Manager Light FP ECSEMICT ONO W OD ntir e aera de a Oki oer cuneate e a Cones eaten ak 266 Paricipation BFC AKG OWI wasicascndanrerapcianidiieintncnndendauteninepaeanranies Gusleeanntaninomavsoceyaaeituelamien tins 268 Confirmed Delegates by Profile sosicsinas eaten ie edad aeiiedeely deed ea ae ae aie 268 Confirmed Delegates by Advertising Source ccccceeeceeeeeeeeeecaeeeeeeueeeeeseeeeeeeeeeeeesaaeeeeeseeeeeeas 268 Confirmed Delegates by State or Country if not lt Default Country gt 0 0 0 0 eeeeeceeeeeeeeeeeeeeees 268 Paricipaton DVAdO Orisa a tees TE T E a e E a ER 269 Incomplete Participation Reports cc ccecceccecceeceeceeceeeeeeeeeeeeseeseeeeeseeseeseeseess 2 0 Confirmed Delegates Who Didn t Attend the EVent cccccccsceceeeeeeeeeseeeeeesseeeeeeeeeeeesaeeeeneas 270 Confirmed Delegates Who Didn t Receive a Satchel cccccceccce
215. eseeeenes 90 Review Stas a S 195 RUN MACO sariei a a a a a a 292 Running SINC CFs ona encs8 Caused Shah asta Peaureranaeasi eared atanesiy 233 CLO TIME OTA gohan hes ce eaneracaeektcccae eye leeauanarantes 304 TATAD OG L A S TT SEAS 200 Salutation text setting the format cccccccccseeeeesseeeeeeeeeeeseeeeeens 110 Satchel definition 20 0 cecccsececseeeeceeeeseeeesseeeees 304 Salchiel ADCS aaae E 258 DCE AOS ea beictereaenuts ducie nanan quadeninedanednnadiennedadias 32 Schedule heen r aA 233 Schedule by location cccceccceseeeeeceeeeeeseeeeeeseeeees 234 Screens definition nnnonnnnnnnnnnnennnennnennnnnnnennnenne 304 Scroll bars definition cccccsecccceeceeeeeeeeeeeeeeeees 304 Search master database ccccceccccccseeeceeeseeeeeeeeseeeseeees 160 Secretariat GOTT ON coers e E 304 entering details ccccccsscccsseceseseeseeeeseseeenseeenees 97 Seminar MNOS E eria A 41 ST e161 9 67 ap Pet a E 141 Session chair GOT INO iasscccehaldtedas cles ve tacaencoenmnnomandstusaasmenncdats 305 Session Chair report cccccecccseececeeeeseeeeseeeeees 234 Session Choice by Person report cecceeeeeees 234 Sessions 310 Index Summit Event Manager Pro compared to add ons and catering events 94 CSTIMITOM rssce hg tee i nh aoe ea eee c 305 how to create and MOGIfy cccceeseeeeeeeeeeeeees 140 reference file screen
216. espondence 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 Chapter 4 Setup 111 Summit Event Manager Light Tax The settings here relate to taxation and the naming of prompts on financial correspondence Australian users see the notes at the end of this section Event Options General Settings User Detined Event Documents System Checking Name and Address Formats WinFax Pro Tax Goods amp Services Tax Text GST GST Semice Providers GST Details for Invoices Go Invoice Heading Text Gol Invoice Total Text Total Gol Credit 4qjustment Mote Heading Text GST Credit Adjustment Note Total Text Default Adjustment Mote Reason Altered requirements GST percentage on Discounts Gol percentage on Additional Charges Prompt for Alternate Adjustment Note Text i Help Cancel 1 Enter the Goods amp Services Tax Text you wish to describe your Goods and Services Tax for example GST VAT Government Charges etc This prompt is displayed on the Registration Types Add Ons and Registration Details forms
217. ess 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 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 A Early Bird Member Registration 250 00 e Display field 290 00 Discount Reason Registration Type eTstration T
218. ess and contact details as you have If you have special dietary or other extra information about this person click on the Extra Details button to open the Extra Details screen 6 If the person is expressing interest providing historical participation or profile information click on the EO 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 screen Remember that you can t enter registration details until you have locked the event fees 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 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 screen and produce the desired correspondence 12 Print an Income Reconciliation Report to see how the event is going and check that all financ
219. essaging 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 gt Free Downloads gt Click here to download developer information and tools gt 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 th
220. etails of the sessions for this event Sessions should be entered after location details have been entered as these may be specified within a session Open the Import Demographics screen on the Utilities 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 screen on the Main 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 Open the Correspondence Text screen from the Correspondence screen on the Main Menu 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 Open the Name Badge and Ticket screen and click on the Design button and define the name badge style for this event Open the Event Reports screen and print a Schedule and a Schedule by Location Open the Event Reports screen and print a draft expression of interest form a draft registration form and a draft front page Check all the information on the reports created above and change where necessary Chapter 2 Scenarios Summit Event Manager Light 24 Once you re certain that regist
221. ete 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 E Pr rien Click to print a Tax Invoices Report ins Edit Click to view only a tax invoice or to change the adjustment note reason Reset Tax maces Click to delete existing tax invoices and generate them all from scratch without printing them Chapter 5 Main Menu 287 Summit Event Manager Light Generate Tax Invoices Click to generate new tax invoices without printing them 288 Chapter 6 Main Menu Summit Event Manager Light 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 Tax Invoices and Adjustment Notes Find by Family Mame Previas Taz Invoice 21 Jul 01 Total 396 00 29 May 02 Mark Tax Invoice as Copy E4 Professor Robert J Grittance PhO The Industry Awards Association Sal City Description Amount Component 1 Early Bird Seminar Registration 23
222. f this column doesn t relate to the total number of people confirmed in all participation categories e The EOl Contirmed 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 e The Confirmed EO 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 Chapter 5 Main Menu 271 Summit Event Manager Light 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 EOls 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 expre
223. fault 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 scroll bars to set the size of the picture frame and it s 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 omp 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 f YWoman bmp Paint File Edit View Image Options Help 4 From the application s Edit menu choose Copy This will copy the selected part of the picture onto the clipboard Chapter 4 Setup 145 Summit Event Manager Light 5 Switch back to the Summit Eve
224. file you want to use for sending e mails In this case there is only one profile Microsoft Outlook so that is the profile we will use Chapter 3 How To 79 Summit Event Manager Light How to Find a Postcode If you don t know the post code or bulk mail code for an Australian address enter the Suburb Town and State then double click in either the Postal Code or Bulk Code fields and Summit will get the postcode and bulk mail presort indicator code for you The bulk code is Australia Post s pre sort indicator a regional mail centre Alternatively if you don t want to use the mouse you can enter Ctrl G in either the Postal Code or the Bulk 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 Australia Post list of postcodes so you must be accurate in your spelling of the suburb and 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
225. fined 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 238 Chapter 6 Main Menu Summit Event Manager Light 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 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 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 owe
226. 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 298 Glossary Summit Event Manager Pro moves from confirmed back to potential when the Confirmed as Presenter check box is cleared on either the Presenter Details or Programmer forms 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 and Presenter Database file The files containing the actual data tables These files are readily identified by a eve suffix for event file For example event2001 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 2001 the following are all valid ways of entering a date 14 Jun 01 14 Jun 2001 14 6 01 14 06 2001 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 per
227. formation 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 presenter five events ago and has not been one since you might want to clear the Participated as a presenter check box so that he was no longer selected with other past presenters 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 164 Chapter 6 Main Menu Summit Event Manager Light 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 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 functi
228. g Click to open the Payment Entry form to enter a payment Allocate Payment es Click to open the Allocate Payment form to allocate one or more existing payments against this person h Print B Invoice i f Click to produce an invoice for this person Receipts j Click to see print delete any receipts for this person Tax Invoices Audit Trail Click to see print delete any tax invoices and adjustment notes for this person Click to produce an audit trail that details all financial activity relating to payments and receipts that involve this person Pesis Click to produce a refund for this person E STE Click to enter an alternate billing address for this person fren Click to open the Presenter Details form to enter speaker details Edit ge Tickets E a Click if you want to edit this person s details on the tickets prior to production correspondente Click to open the Individual Correspondence form ate 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 Copy Click to apply registration add on and or session details to this person either from The Usual Registration or from another person For more information on how to set up The Usual refer to the Usual Registration form on the Setup Menu 162 Chapter 6 Main Menu Summit Event Manager Light mi Click to delete thi
229. g event Check that the numbers on the two reports match If not refer to the Catering Events section in Chapter 4 for an explanation Chapter 2 Scenarios 55 Summit Event Manager Light Determine equipment requirements 1 From the Setup Menu open the Catering Events screen Check that the equipment requirements of each catering event have been correctly entered 2 From the Setup Menu open the Sessions screen Check that the standard equipment requirements of each session have been correctly entered 3 On the Main 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 4 From the Main Menu open the Equipment Requirement Reports screen Select the report that you want to print then click on the Preview button 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 1 From the Main Menu open the Registration Desk Worklist screen 2 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 a
230. ganisation Owing Registration Event Given P ir Samuel Alberts The Standard Keepers S TVs T E m E m E m E m E m E m E m T E m E m E m T E m E m E m T Preview Help Record 14 4 r r oF 16 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 Zoom Qo 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 Workilist Ee Preview Click to print the Registration Worklist Report This report can be used if you are processing arrivals manually or with multiple registration points 218 Chapter 6 Main Menu Summit Event Manager Light 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
231. gs on this form only apply to the current event they are not global across all events 108 Chapter 4 Setup Summit Event Manager Light 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 d Mame and Address Formats WinFax Pro Tax General Settings User Defined Event Documents system Checking W Check Internet Requests Before Processing Duplicate Person Check C Never Matching Family Name Only C Matching Given Name and Family Name f Watching First Initial and Family Name 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 Duplicate Person Check option that best suits your office environment If there is more than one person entering data its 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 anoth
232. h 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 Summits 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 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 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 Reg
233. hat word is on file the system will expand the word 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 Enter a location in the Location field The location you enter is limited to the values in the pull down list of the combo box Locations are defined on the Locations form This form can be opened by double clicking in the Locations field 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 catered for If you decide not to have a chairperson for this event you can remove them by deleting the person number Double click in Chairperson field to display the Find Session Chair form an easier method to find a specific person 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 catered for 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 As
234. have any amount owing Record 14 4 1 r LEa of 19 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 Allocating the payment If you ve elected that Summit automatically allocate the payments in Event Options the system will apportion the amount of this payment for Registration Charges in the space provided matching the liability 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 am
235. he 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 or 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 If the date you want recorded as the date the payment was received is not the current date change the Date Received field 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 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 Chapter 5 Main Menu 179 Summit Event Manager Light the Organisation from the Personal Details screen If the person is the Drawer or Cardholder rather than the
236. he 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 screen 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 Which ever 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
237. he 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 Mrs John Smith Marketing You will be asked to specify the location of the comma delimited text file For example if the file was called othernms txt and was located on the a disk drive you would enter a othernms txt 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 befor
238. he 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 Glossary 305 Error See Functions on Money Menu Don t Work About Summit Event Manager ccccceeseeeeeeeeeees 28 Abstract COTIMINOM aco nS tea ted eg aS ie pc ii 297 in Confirmation letters ccccccceececeeeeeeeeeeeeeeees 238 review sStatUS sos tote ernier ran acetone ria e a 195 review status CNIIY cecccceeeecseeeeeeeeeeeeeeeeeesaaees 213 Review Status report cccccceccecseceseeeeeeeeeeeees 266 E Ka AU eE E A E A E E E 212 SAUS TEPO aaria e a E a 266 Access 97 keeping it with Access 2000 ccccccceseeeeeeeeeeeees T Add your listing to the Reporter ccccesseeeeeeeeeeeees 66 Additional Charges report ccccseceeeeeeeeeeeeeeeeeaees 276 Add Ons compared to catering events and sessions 94 GETIMIGIO Mist sdece cect Sein Sk oc
239. heck 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 Contact Name Please enter the name of the person who is producing this correspondence ane L This will used as the name of the person who made _Cancel_ these contacts Hettie 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
240. hether 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 screen 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 b
241. hing in Salutation Text whatever you entered plus the person s salutation followed by a blank line will be placed at the top of the body of the e mail If you don t have anything in Salutation Text then only the actual message content will be displayed Whatever you enter in Message Subject will be displayed as the subject of the message in your mail system s out tray and the recipient s mail system s in tray The Message field is where you enter the actual details of the message you want to send This where you say which Messaging Profile you want to use when sending e mail The profile you enter here must match exactly one of the profiles found under Mail and Fax in Control Panel You will not be able to send a message until you have entered your messaging profile See the Determining And Entering Your Messaging Profile for more information Once you have set up your message click on the Send button to send it Click on the Exit button to close this form without sending any message Note that sending a message places the mail message in the out tray of your mail application The messages created here will not actually be sent until you start your mail application and send them Toolbar Buttons El zend Click to send the e mails 260 Chapter 6 Main Menu Summit Event Manager Light Record Bulk Contact After sending an e mail or printing mailing labels Summit will ask if you want to record a contact each person selected If
242. his text is displayed on the Registration Details form Delegate Confirmation Letters and the Income Reconciliation Report The Report Footer Text will appear at the bottom of all internal reports The default is Summit Event Manager Enter the name of a data element in User Defined Field lt 1 5 gt 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 106 Chapter 4 Setup Summit Event Manager Light 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 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 Chapter 4 Setup 107 Summit Event Manag
243. i tr wl T o s De om T 5 ola i ee oo at cD cm i uI D J a T g glS a 1 Te m D a 5 ss ee Yap Tp a aq Mame Organization City amp State Portrait Mame Position Organisation and Country by Family Mame Data Vertical Portrait Mame Position Organisation and Country by Organisation Data Vertical Portrait Organization Mame One Line Per Organization Portrait Organization Mame and Event Details Portrait Organization Mame and Registration Type Details Portrait Participants Portrait Participants with Accompanying People Portrait a epple wih Special Dietary Requirements Portrait PIM Mame and Address in Family Mame Order Portrait IM Mame and Address in PIM Order Portrait resentation Details Fortrait T J Column Ei P Contents pey jE Help Exit Ta p 262 Chapter 6 Main Menu Summit Event Manager Light 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 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 On the Reporter Listing Choices form select the listing you require by clicking on the record selector bar
244. ial data is correct 13 Exit Summit 14 Back up the event file Chapter 2 Scenarios 49 Summit Event Manager Light 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 Main Menu open the Name Badges and Tickets screen 2 Click on the Produce Name Badges option button 3 If you only want to produce new badges 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 screen 6 Select for whom you are producing name badges from the Restrict Name Badges Produced list box The norma
245. ide by 11 centimetres high approximately 21 2 inches by inch to 414 inches by 414 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 144 Chapter 4 Setup Summit Event Manager Light 1 Determine the stationery you wish to use Format 3 Name Defaut Add On Ticket With Picture stationery Standard Stationery Custom Avery L 415 Laser Business Cards 10 z Standard width 90 Height Unit of Measure Millimetres Defaut FerFage Top Margin Column Spacing ar Print Setup Left Margin Row Spacing DA 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 de
246. ight 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 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 Chapter 5 Main Menu 159 Summit Event Manager Light Master Record Display ra By clicking on the M 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 Personal Details Family Name previous Mr Yiliam J Smith Find by 2 records located with family name beginning with smith Master Record Search button 2 records located with surname beginning with Smith LU B Previous Mir Graham Smith York Address Home Address Other Address Position sion S Organisation Street Linet O street Line 2 34 Lilly Street Suburb or City WATTLE PARK State VIC sd Postal Code 3128 Country AUSTRALIA i Mobile Phone Direct Phone i03 9555 4004 Reception 2 ooo Web Date Entered 07 Oct 99 import which add
247. iling the original requirements and re issue a new Tax Invoice with the new details In a large database this Chapter 5 Main Menu 241 Summit Event Manager Light 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 Group Tax Invoices are still created against each individual but are amalgamated into the one document and addressed to the Group Leader 242 Chapter 6 Main Menu Summit Event Manager Light 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 Form Letters i Potential Delegates Confirmed Delegates C Potential Presenters C Confirmed Presenters w Full Database k Merge Edt Preview Help Exit 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 Author s Kit that details the format in which a presentation is required These dates Form Letter and Kit Sent may be used in any way yo
248. ill 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 1 Click on the Personal Details button on the Main 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 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 156 Chapter 6 Main Menu Summit Event Manager Light 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 data
249. ils 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 T Shirt Size Each field can hold up to 250 characters Click on the down arrow for a selection of previously entered data If there is an accompanying person enter the Title Given Name and Family Name Double click in the Family Name field if its 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 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 Tabling amp Seating reports and the Catering reports 166 Chapter 6 Main Menu Summit Event Manager Light 7 Click on the Smoker check box if this person is a smoker 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 8 Enter any N
250. 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 Chapter 4 Setup 121 Summit Event Manager Light 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 tho
251. 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 Equipment 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 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 Main gt New New Clears the form ready for the entry of a new record You can also use the New button on the navigation butt
252. ine 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 Organisation All Badges so that the accompanying people will have their partner s organisation on their badge Hame Badge and Ticket Design Event Short Name Badge Name or Given Name Organisation All Badges 150 Chapter 4 Setup Summit Event Manager Light 4 Click on the Preview button The following page will be displayed Summit Event Hanager Light Event Name Full E vent Name File Help Close s W E aA Frink Setup Print Ctrl F Send Gutput To Excel Gutpuk To Rich Text Format Output To Text Mutpuk To HTML sense MOQ 2003 DEMO 2003 Hyacinth Hyacinth Fitzwillie Smythe Fitzwillie Smythe Acme Consolidated Acme Consolidated Enterprises Enterprises DEMO 2003 DEMO 2003 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 Chapter 4 Setup 151 Summit Event Manager Light Page Setup 6 On the Page tab select the Paper Size and the Source Page Setup lteter 152 Chapter 4 Setup Summit Event Manager Light 7 On the Columns tab enter the space between the badges Page Setup El Ei Margins Fage Columns Grid Settings Number of Columns Row
253. 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 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 a Secure Registrations With Payment e commerce form that records information 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 Internet Assistant 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 View Edit button Any Chapter 5 Main Menu 225 Summit Event Manager Light 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
254. ing a preference to confirmed as attending is on each person s Registration Details form Toolbar Buttons tiit Click to populate the session i e change Preference to Confirmed according to the rule selected in Session Population Options Chapter 4 Setup 143 Summit Event Manager Light Name Badge and Ticket Design This option is for designing name badges and admission tickets to suit your stationery and content requirements Name Badge and Ticket Design Format 3 Name Defaut Add On Ticket vith Picture Event Long Name Badge Name or Given Name amp Family Name Add On Description Tic Defined Text 1 Syst standard Stationery Avery L7415 Laser Business Cards 10 victh 90 Height Unit of MeasurelMillimetres Defaut PerPage Top Margin 18 5 Column Spacing Print Setup Lett Margin 15 Row Spacing Picture Hide I Size Position width Left Margin _ _ Height _ Tap Margin Clip Hide Size Position Width _ Left Margin Height _ F __ Top Margin tent Badge Name or Given Mame amp Family Mame Text Colour Background Colour ef al Maximum Badge or Ticket Size Mimi dmi mi olla fel Jol ol indole Participation wy z Settings a le ieee hee foul erent ok Record 14 4 3 rj oF 7 You can create badges and tickets in any size from 6 centimetres wide by 2 centimetres high to 10 8 centimetres w
255. ings you ve specified will be used each time the report is opened You dont have to repeat this procedure until the next time you change paper size or printer type Note For those using American Letter paper 872 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 Chapter 3 How To 67 Summit Event Manager Light 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 for whom is the payment To find the likely person take the following steps 1 2 From the Main Menu click on the Payments In button This will open the Payments In form 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 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 If you click on the Find by Organisation
256. ion 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 b Running Set the room up and ensure there sheet jis a water station in the wings Note Session Counter Session Mame Session Code The Year in Review A Retrospective session Type Plenary i Date Sunday 13 July 2003 HF Assigned to Sheelagh Barrie j start Time 10 00am f End Time Setup Test the microphones turn on the Location 1 Main Hall Task overhead projector and display Mr Arno Alexander NORTH the association s logo Room Monitor Ms Sheelagh Barrie WWODER A Monitor 14 Mr David Foxworthy ABBOTS Assigned to David Foxworth Time Programme sequence if Concurrent aa Additional Much has happened this year Maximum Number That May Attend Description Extraordinary developments in Chairperson for the software development tools Professional Education Credits 2 e Teese R Programme industry standards and in new l EE B legislation How these changes Include in MIE WebLink File will effect you in the forthcoming Equipment Required year will be explained in greater E detail in the breakout sessions SRS ee ic Mis Helen Valentine and Mr Sam so Bea a Alberts will give an overview of the 4 oa Lectern Microphone past year a 4 Lapel Microphone D og kai Presentations in Session Phe gt a mi
257. ion 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 delegates and presenters and you assign participation summary codes of D and P respectively to these participation categories and to people who still owe money If someone is a delegate and a presenter the participation summary will be DP If someone is only a delegate but still owes money the participation summary will be D 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 presenters and delegates and you consider the relevant importance of these to be 1 and 2 respectively the higher the number the greater the priority If someone is a delegate and a presenter the primary participation category will be presenter If someone is only a delegate the primary participation category will be Delegate 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 154 Chapter 4 Setup CHAPTER 5 MAIN MENU This cha
258. ions 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 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 and add ons 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 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 Menus This report details the men
259. ios Summit Event Manager Light During arrivals 1 2 From the Main Menu open the Registration Desk Worklist screen 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 Mark the At Event check box for the person s record 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 lf 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 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 screen and update the computer version of the worklist from the printed copies 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 From Financial Reports on the Main Menu print an Income Reconciliation Report to see how the event is going and check that all financial data is correct Exit Summit
260. ipation 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 On exiting the word processor the Update lt Participation Category gt Mailing Dates form is displayed See above for an explanation of all the options available through this form Toolbar Buttons iA Merge Click to create a merge letter for the selected participation category See Event Options Event Documents for producing different letters for each participation category FA e Edt Click to enter or edit appropriate text for a form letter to be sent to the selected participation category E Preview 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 Chapter 5 Main Menu 245 Summit Event Manager Light Name Badges and Tickets This option enables you to undertake all the tasks related to produci
261. isers 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 Organiser Sort Tasks Restrict Displayed Tasks Defaut Order Assigned To start Date Betore Finish Date Before C Due Start Date gt ae sans F ela ire F 0 30 Ee O Finke E ini Unassigned S ue litte Jette gedi Started Tasks Finished Tasks Task Text Show All Tasks Unstarted Tasks Unfinished Tasks Start Finish Task Assigned Ta Date BR Started Date HP Finished y T A a a a a A a a A a a A a A Follow Up Motes sheet Sheet Mew Preview Help Record 14 4 1 r LEd of 91 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 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 2 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 de
262. ish 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 118 Chapter 4 Setup Summit Event Manager Light Tables This option is for maintaining a reference file of tables for the event Tables i Table Counter Table Number Table Capacity Table Mame IP Table ae wl A a xX OK ee 4 4 4 t of 10 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 Main Menu Clone Tables 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 h
263. isplayed with the Description as the heading The following line contains in the following order Location Start Time and End Time lf an Additional Description for Programme has been entered this will follow on the next line Toolbar Buttons Menus Click to produce a report of the menus for each catering event Refresh Actual sac Click to refresh the actual number attending the event This may need to be done if you ve added a new add on 138 Chapter 4 Setup Summit Event Manager Light Copy i esti 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 She 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 Chapter 4 Setup 139 Summit Event Manager Light 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 discuss
264. istration 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 lt Addlitional Charges gt field with details of the cancellation charges in the lt Additional Charges gt Reason field W PM PAM l Registration Type ae Early Bird Member Registration Registration 250 00 Total Add Ons 40 00 Discount Reason LESS Discount 0 00 PLUS Additional Charges Amount Due Plus GST SU 00 Additional Charges Reason Total Amount Due Paid To Date ee TT es ria a 88 Chapter 3 How To Summit Event Manager Light 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 cancelli
265. it Card Number Order Type e Telephone Order Authorisation Number Oh ei cre Expiry Date C Sales voucher W MI Delete Help Cancel Record 14 4 1 m r oF Filtered 280 Chapter 6 Main Menu Summit Event Manager Light 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 Payment Types Requiring Processing Date to print on bank deposit slips and credit card summary reports 30 May 02 E Unprocessed Payments Include In This Payment Type tems Total Value From To Banking Run b BankcarcdMastercard visa 792 00 20 Jul 02 71 Jul 02 F M oao Wey 0z uo W BT Preview Help Exit 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
266. it 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 Margins Left 2 00 cm Right 2 00 cm Top 1 00 cm Bottom 1 00 cm 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 Repeat the last two steps until you re satisfied with the alignment and text display 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 sett
267. k one record Go forward one 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 Source SEEME Attended Er Advertisement In Trade Jura Direct Wail Organiser Work of Mouth iin E longdence oe ae Click once here 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 J to move to it then press Enter or Tab to select it 92 Chapter 4 Setup Summit Event Manager Light If you have a new advertising source that is not yet
268. ks 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 Chapter
269. l 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 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 ReporterListing Template 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 Start Microsoft Access From the File Menu choose Open Database Locate and open the seml mdb database holding down the Shift key while the database opens to prevent the Autoexec macro from running Open the ReporterListing Template report in Design view Save the ReporterListing Template report under the new report name you wish to use Change the text in the report s On Open property to the name of your report as shown SetAlternateRecordSource Your Report Name Make any desired changes and additions to your report but don t delete or change the names of any existing controls Open the ReporterListings table and add the details of your report to the table Leave TopOfList as No and AlternateSorts as 0 Chapter 3 How To 66 Summit Event Manager Light How to Align a Report All reports in Summit are designed to display correctly on A4 stationery in portra
270. l 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 Chapter 5 Main Menu 257 E Mail fe Merge j pal 2 iT Wrapper Satchel gt fo f BE bal ct Lr iT p Export Label Summit Event Manager Light 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 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 sel
271. l 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 Determine catering requirements 1 From the Setup Menu open the Catering Events screen 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 Click on the People button to produce an Attendance Listing 2 On the Main Menu select Catering Requirements from the Event Reports screen This will
272. lace Existing Task List Leave Assigned To Names Add to Existing Task List C Clear Assigned To Names Start Date Started Leave Start Dates Leave Started Tasks Clear Start Dates f Reset Started Tasks Realign Start Dates Finish Date Finished C Leave Finish Dates C Leave Finished Tasks C Clear Finish Dates Reset Finished Tasks Realign Finish Dates Inport 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 impart Click to continue the import process 128 Chapter 4 Setup Summit Event Manager Light FINANCIAL DETAILS Registration Types This option is for maintaining the registration fees for full registrations for the event Registration Types Registration Counter 102 Description seminar Registration Price Price with GST 275 00 GSI Rate or GST Amount Frice p Does Mot Include GST C Includes GST Ticket Required J Include in MIE VvebLink File J Mote These registration fees cover FULL attendance only Ifthe event has partial registrations such as single day or single sessi
273. laying the warning 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 activities When you choose to auto allocate the system automatically allocates the payment 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 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 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 Mark the Print PIN on Correspondence 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 pers
274. lete 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 3 Each task may also be assigned a Start Date and an End Date to reflect when the task should start and finish 4 When the task has been started mark the Started check box When the task has been finished mark the Finished check box 200 Chapter 6 Main Menu Summit Event Manager Light 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 tas
275. ll check for duplicates on matching first initial and family name 6 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 Chapter 5 Main Menu 157 10 11 12 13 14 15 Summit Event Manager Light 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 ap
276. llowing 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 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 4 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 deem
277. lude 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 Chapter 5 Main Menu 209
278. m x 324mm Landscape with return address C CE envelope 014mm x 162mm Landscape without return address C Cb envelope 114mm x 162mm Landscape with return address C Cb envelope 114mm x 162mm Portrait without return address C CE envelope 114mm x 162mm Portrait with return address C DL envelope 110mm x 220mm Landscape without return address C DL envelope 010mm x 220mm Landscape with return address Mary printers C DL envelope 010mm x 220mm Portrait without return address fe aici C DL envelope 110mm x 220mm Portrait with return address label to be fed In face down HEILA Preview Help Exit 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 to front 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 E Preview Click to print the selected option Chapter 5 Main Menu 199 Summit Event Manager Light 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 self contained process With the exception of the Organ
279. me 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 import 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 126 Chapter 4 Setup Summit Event Manager Light 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
280. ment 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 188 Chapter 6 Main Menu Summit Event Manager Light 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 F The Treasurer The Industry Awards Association 49 Wain Street MELBOURNE IC 3000 Cancel 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 Jab key If you use a billing address it will be used on e Invoice Statements e Receipts e Tax GST VAT Invoices e 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 Chapter 5 Main Menu 189 Summit Event Manager Light Financial Groups This screen allows you t
281. mit Light either install it from an MIE Software Collection CD or download it from the web These have a different initial process but the actual installation of Summit Light is the same If you have an MIE Software Collection CD follow the instructions entitled Initiating the Installation Process from CD If you are planning to download the software from our website follow the instructions entitled Initiating the Installation Process from the Web After that follow the instructions entitled Installing Summit Light to complete the installation process Initiating the Installation Process from the Web You can only download Summit Event Manager Light if you have Access 2000 2002 running on your computer The Access 2000 2002 Runtime Environment required to run Summit is 150 Mb and it too large to download You will need to get our MIE Software Collection CD and install the Runtime Environment from that If you have Access 2000 on your computer on our website www miesoftware com go to Free Downloads and click on the seml2000 exe or seml2002 exe file and save it to your hard disk Note which folder you save it to it s recommended that you download it to either the Downloads or the Temp folder Double click on the downloaded file Seml2000 exe or seml2002 exe in Windows Explorer and the following dialog box will be displayed Winzip Self Extractor SEML2000 E4E Summit Event Manager Light Access 200
282. mmi Event Manager Light Access 2000 Version m Copyright C 1996 2003 MIE Software Pty Lhd Click Setup to install Summit Event Manager Light More information and updates wi mesoftware com Cancel About Winzip Self Extractor Nico Mak Computing Inc http swe winzip com Select the Setup button or just press Enter The Setup program will display the message Unzipping setup exe and a few other files then it will display the message Copying and flash some more file names The dialog box to the right will display Once you ve checked that this is the only program running select the OK button or just press OK The dialog box to the right will display You can change the default directory or folder if you like by selecting the Change Directory button but it s not recommended Select the large button or just press Enter 2 Summit Event Manager Light 10 Setup P Welcome to the Summit Event Manager Light 10 installation i program Setup cannot install system Files or update shared Files if they are in use Before proceeding we recommend that you clase any applications you may be running Exit Setup Click this button bo install Summit Event Manager Light 10 software to the specified destination directory Directory csemli oi Change Directory Exit Setup Chapter 1 Getting Started 9 The system will place the Summit
283. mmit Event Manager Light 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 Delete Heceipt lf you delete this receipt the following will happen The amounts on this receipt will no longer be shown as having D been paid by this person The unallocated amount of the payment from which this receipt came will be increased by the total of this receipt Are you sure you wish to delete this receipt If you click on the Yes button the receipt will be deleted and the following will happen e the amount of the receipt will be added back to the original payment as an unallocated payment you can then allocated it against another person e the delegate amounts showing as paid by the person will be reduced by the amount of the receipt 90 Chapter 3 How To CHAPTER 4 SETUP This chapter describes the options on the Setup Menu These options enable you to
284. mmit Light Demonstration Evert SA Setup Click on the Setup button to e Enter or modify the event name secretariat and venue e Design name badge styles and define the event and financial structure e Define presenter rules system settings and user preferences e Import name and address information and an event structure from external sources o Main Click on the Main Menu button to e Contact register and record the details of delegates and presenters e Enter allocate and bank payments produce receipts and invoices e View and apply internet registrations e Track event organisation tasks e Develop and print the event programme e Produce a schedule and a running sheet e Produce or export name badges and tickets e Determine catering and equipment requirements e Produce tabling and seating lists 18 Chapter 1 Getting Started Summit Event Manager Light x Utilities Click on the Utilities button to e Access the underlying data files tables directly e Runamacro e Update Bulk Mail Codes Update Click on the Update button to e Update your copy of Summit to the latest version either from the web or via diskette Click on the File button to e Create a new event open another event or to repair and compact an event file P Help Click on the Help button to e display the on line documentation for Summit his Exit Click on the Exit button to e quit and close down
285. mputer 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 If your copy of Windows 95 does not support the Euro currency symbol download the w95euro exe file from www miesoftware com or the Microsoft web site 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 pe
286. n 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 8 Determine how you want the text aligned in the space you have created for it by clicking on the appropriate toggle button In this case we have chosen centre alignment 9 Determine the text colour for this line the default is black Text Colour EE_E E_E In this case we have left the text colour black 10 Determine the background colour for this line the default is white clear Background Colour BAE EEN E_L In this case we have chosen light grey 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 Chapter
287. n 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 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 226 Chapter 6 Main Menu Summit Event Manager Light 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 Jo 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 Toolbar Buttons Internet Transmission Report Create Event Web File i Click to print an Internet Transmission Report This report was designed to ensure that no e mails from prospective delegates goes 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 you can go to your Admini
288. n 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 Chapter 5 Main Menu 187 Audit Trail Summit Event Manager Light This report shows all payments and receipts connected in any way with the person who is currently selected on the Personal Details form E Audit Trail Report Payment Numb er 1 DEMO 2003 Sumi Light Demonstration Event Audit Trail for Professor Robert J Brittance PhD As at Wednesday 29 Way 2002 0300 pr Date Banked Date Received Amount Unallocated Allocated Unbanked 24 ha yO 346 00 0 00 396 00 Expiry Date and Payment Type Drawer Cardholder Card Number Authors ation No Cheque The Industry Awards Association Cheque Number Bank and Branch Any Comments 496673946 AMZ Melbourne Receipts Allocated from Payment Number 1 Receipt 7 to Person Number 1 Professor Robert J Britance PhO Receipt has not yet been printed and may be deleted if itis incorrect Event Charges 396 00 Receipt Total 396 00 The report is sorted in payment order Any pay
289. n 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 Dratt aba 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 Export Programme 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 sessions Click to open the Sessions form Abstract pee Click to open the Abstract Status form See the Abstract Status topic further on Ferje Statys Click to open the Review Status form See the Abstract Review Status further on 210 Chapter 6 Main Menu Summit Event Manager
290. nal description you wish to appear in the Draft Programme for example dress requirements or culinary highlights in the Additional Description for the Programme field 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 Add Ons Covered Add On Description p Awards Might Ticket Complimentary Awards Might Ticket oc 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 nclusive Function for Full Registrations check box The final step in defining a new catering e
291. ndard 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 Individual Correspondence Correspondence Type Receipt oF Retinol Invoice Delegate Confirmation Letter with Maney Details Delegate Contirmation Letter without Money Details Presenter Confirmation Letter Presenter Confirmation Letter with Registration Details Itinerary Participation Record with Money Details Participation Record without Money Details Mail Merge Document Tax Invoice or Adjustment Mote Shon Meore M eroip Receipt C Group Tax Invoice or Adjustment Note is 2 hls Letterhead Edit E lail Fax Previews Help 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 In the above example Invoice is disabled as the person does not owe any money _ S o o eB o t e e0 To modify the letterhead that s displayed at the top of all correspondence select Letterhead See the next topic for further information on designing your letterhead Select Edit to modify the text of the selected correspondence type before producing the correspondence If you select E Mail the selected correspondence will be
292. nded 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 158 Chapter 6 Main Menu Summit Event Manager Light person is a confirmed delegate he or she will appear on the Incomplete Participation Report found on the After Menu 16 The Satchel Given check box is marked by you on the Registration Desk Worklist form 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 17 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 Summit Contact Manager was called MIE People or Summit Membership Manager 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 sys
293. ndence Exit Summit 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 2 3 From the Main Menu open the Name Badges and Tickets screen Click on the Produce Name Badges option button If you only want to produce new badges 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 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 Select the badge format you want to use from the Name Badge or Ticket Format pull down list lf 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 screen 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 pl
294. nformation To change a person s registration just select a different registration type 4 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 5 Enter any extra charges for this person in the PLUS lt Additional Charges gt field together with a reason in the lt Additional Charges gt Reason field The text used on both the Registration Details form and the Income Reconciliation Report to describe additional charges is defined by clicking 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 look like this Add Ons tty Add On Description hU6D 2 Click on the down arrow to display the list of possible
295. ng Tex Event Charges Tex Additional Charges Text Report Footer Text Include in MIE VWrebLink File User Defined Field 1 Name T Shirt Size User Defined Field 2 Mame Colour of Eyes User Defined Field 3 Mame User Defined Field 4 Mame User Defined Field 5 Mame session Assistant Type 1 Room Monitor session Assistant Type 2 As Monitor i Help Cancel 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 DEMO2001 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 Enter the Invoice Statement Heading Text to appear at the top of invoices For example Invoice or Tax Invoice Enter the Receipt Heading Text to appear at the top of receipts For example Official Receipt Enter the Refund Heading Text to appear at the top of refunds For example Refund 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 Enter the Additional Charges Text you wish used to identify extra charges for example Extra Charges Cancellation Fee Incidental Charges etc T
296. ng 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 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 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 7 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 You can then send a cheque with the Refund Notice to the person Chapter 3 How To 89 Su
297. ng 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 e 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 300 Glossary Summit Event Manager Pro 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 e 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 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 man
298. ng 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 Hame Badges and Tickets Produce What dese alte Badges Produced DA rs Pm rears ero mE No Restrictions Produce Name Badges All People Automatically Entitled Produce Tickets All People Automatically Entitled plus Accompanying Persons Only for Delegates For Whom SSF CS ly for Delegates plus Accompanying Persons Only for Presenters l f Only Produce New Badges or Tickets C Produce All Badges or Tickets Restrict Tickets Produced Only fora Specific Registration Type Only for a Specific Add On Only for a Specific Session Only for a Specific Person Only for a specific Catering Event Sort Order Sort by Family Name then Organisation Sort by Organisation then Family Name Mame Badge or Ticket Format Default Add On Ticket With Picture kd Et SAL a his Design Export Preview Help Exit 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 ba
299. ng people rapidly as they arrive at the event Before the people arrive 1 From the Main Menu open the Registration Desk Worklist screen 2 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 Main Menu open the Registration Desk Worklist screen 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 Dox 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
300. nt 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 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 Outstanding Payments This report sorted in family name order shows all people who still owe money in relation to the event 278 Chapter 6 Main Menu Summit Event Manager Light Overpaid This report shows all people who have overpaid in relation to the event sorted in family name order Participation and Financial Status This report shows only people who have a Registration Type and or an Add on their event participation and their current financial status sorted in family name order 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
301. nt Management System 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 Hame Badge and Ticket Design T 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 146 Chapter 4 Setup Summit Event Manager Light 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 scroll bars 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
302. nt 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 Chapter 5 Main Menu 233 Summit Event Manager Light 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 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 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
303. nt to copy one of the available elements for example Add Ons simply unmark the appropriate box You can set up The Usual Registration on the Setup Menu Enter the usual registration type add ons selection and session attendance if appropriate Once you have applied The Usual to a person you can amend the registration details just as if you had entered the details yourself Prior to applying the selected activities a message box will be displayed stating all activities that will be applied You can elect to cancel the procedure 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 198 Chapter 6 Main Menu Summit Event Manager Light Toolbar Buttons ony Click to copy the selected activities to the displayed person s record 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 Label 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 Single Label Envelope and Letter Choices fei Printer C C4 envelope 229mm x 324mm Landscape without return address Re C C4 envelope 229m
304. ntation 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 208 Chapter 6 Main Menu Summit Event Manager Light 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 Having constructed the first page Summi
305. nter your name in the Contact With field You have a pull down list of Organisers with auto expand 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 Enter the details in the Contact Details field 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 Main 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 Preise Click to print a Contact History report of all the displayed person s contacts Chapter 5 Main Menu 177 Money Menu Summit Event Manager Light 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 paymen
306. nters 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 1 From the Setup Menu open the Presenter Rules screen Ensure that the check boxes for rules that apply to your event are marked On the Main Menu select Presenter Follow Up from the Event Reports screen 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 Determine catering requirements 1 From the Setup Menu open the Catering Events screen 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 Click on the People button to produce an Attendance Listing On the Main Menu select Catering Requirements from the Event Reports screen This will produce a report showing how many people need to be catered for at each catering event Check that the numbers on the two reports match If not refer to the Catering Events section in Chapter 4 for an explanation Determine equipment requirements 1 From the Setup Menu open the
307. nting 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 Glossary 299 Summit Event Manager Pro Display only field A display only field is one where information is displayed on a particular form but may not be altered LESS Discount 0 00 PLUS Additional Charges 0 00 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 Paid To Date 100 00 Amount Still Owing 150 00 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 and Presenter 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
308. nual should be directed to MIE Software Pty Ltd E Mail info miesoftware com Web Page www miesoftware com CONTENTS CONTENT Seaia a tuna eenauccsat ach eaustctausat stcassacicaudcuseltecuecceanslataseavesscxanscevensacsateans CHAPTER 1 GETTING STARTED sicccoceseiawetvcessietactvcssivaneceeesstiniodeteetsianivetareaseetentetacnneetsiannnae 1 System REQUIFCIMEINS scecosscsssdnsaaseatasadseatasagdasdsandsandnaadseadanadsaddanadaeddanadsoatacadsnsesaaamad 2 MININUM Se ieena eae aath t eeadceancceeay ances semaine E ane eeaaceaaae ae 2 Recommended Syste s2fscraticrasatseameaieaastuacuncsatmnaaecenitakd vesemecateiaasinen aeceest ansiek aceanaee eens 2 Conventions Used Within this Manual cccccccccecceeeeeseeeeeeceeseesaeeeeeeeeeeeeeaeeaens 2 Summit in a Networked Environment ccccccecceccececeeeeeeeeeeeeceeeeeeaeeeeeeeeeeeeaeeaens 3 Changing the Screen ReESOIUtION ccccecssssssccussussusecessuusesccursureceesursesccursurscsenars 4 Installing Summit Light From CD or Web cece ceccceccceecceeeeeeeeeeeeeeseeeseeeaeeeneess 5 Initiating the Installation Process from the WebD ccccccceecceeeseeeseeeseeeeeeeeeeseeees 5 Initiating the Installation Process from the CD cccccccsecceeeceeeseeeseeeeeeeaeeseeeseeees 6 Installing Access 2000 Runtime Environment cccccccceeceeceeeeeeeeeeeeeeeeeeeeeeeesaaeeesaeeesseseeaeeessaees T Installing Summit Event Manager LIQNt
309. o 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 Open the Correspondence screen and produce the desired correspondence type invoices receipts confirmation letters etc Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct Exit Summit Back up the event file For further information on backing up refer to the Backup an Event topic in Chapter 3 How To Chapter 2 Scenarios Summit Event Manager Light 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 Main Menu open the Name Badges and Tickets screen 2 Click on the Produce Name Badges option button 3 If you only want to produce new badges 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 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 t
310. o 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 Financial Group Financial Group Name No Financial Group Nominate as Group Leader T or Join a Group led by oH People Help Cancel f 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 Financial Group Financial Group Name 1 Professor Rober J Grittance PhD The Industry Awards Association MELBOURNE Join a Group led by _ Professor Robert J Erittance PhO The Industry Awards IESE People Help Cancel OF 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 Name Organisation and City 190 Chapter 6 Main Menu Summit Event Manager Light lf you want a person to join an existing group the combo box Join a Group lead
311. o the right of the date field Select Date First Column Begins vith July 2003 July E 2003 gt Event Starting Date Sunday 13 July 2003 The Theme Description and Organised by fields are only used on the front page of the Draft Programme 96 Chapter 4 Setup Summit Event Manager Light Secretariat Details This option is for maintaining information related to the address of the event secretariat Name of Secretariat Industry Awards Association Inc Contact Ms Hettie Snodgrass Contact Title Street Line 1 Level 1 Street Line 2 99 Main Street Suburi Town MELBOURNE State Country AUSTRALIA Phone 51 3 9555 0000 Fax 51 3 9555 0001 E hiail hettie awards net au Web Page Address http few awards com au Label Listing Help Cancel i OK 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 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 Chapter 4 Setup 97
312. o 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 Main Menu however you must enter the details in this form first as you can t enter a new presentation within the Programmer Toolbar Buttons Review Se Click on the button to display the Review Status form 194 Chapter 6 Main Menu Summit Event Manager Light Abstract Review Status This form enables you to track where each abstract is in relation to its review Abstract Review Status Reviewer 1 Date Date Mame Abstract Title Reviewer 2 Sent Returned gt Bob Brittance 10Jun D2 10 Jul 02 Le Roux Bouvier 10 Jun 02 1
313. ode library has been reset Click OK then open Summit Light Please note that it will take longer than usual to start as it will need to re establish the link to the code library Chapter 1 Getting Started 13 Summit Event Manager Light Software Registration Details When you start Summit for the first time the form below is displayed This Licence Agreement is standard throughout the software industry and they are the conditions you agree to when using Summit Summit End User Licence Agreement Read the following licence agreement carefully You must accept the terms of this licence agreement to use this software To see the full licence agreement click on any part of it and use the scroll bar or Page Up and Page Down keys This a legal agreement between you and MIE Software Ply Limited MIE By using Summit Event Manager The Software you are agreeing to be bound by the terms of this agreement If you do not accept the terms of this agreement click on the Do Mot Accept button LICENCE Under this agreement you may 0 Load and use The Software on upto 10 computers provided they are on the same local area network and are all under the control of the organization which has licensed The Sotware i Copy The Sofware for archival purposes iit Transfer The Software and all other accompanying tems to another party provided you retain no copies of The Software or any of the accompanying tems the other party agrees
314. of every person and or organisation within Summit Personal Details Find by Findby E Family Mame 4p WY ain Title Professor Given Name tiniti Accomp Person Mrs Hilda Brittance Record 4 4 l r oF 19 mE Professor Robert J Brittance PhD Organisation previous hey olde ex a Family Name PNs At a Glance Salutation Potential Confirmed Kit Sent Badge Name Print Delegate _ il Position Presenter L 20 May 02 pMisionf a O Stench Organisation The Industry Awards Assocation ice seetlinet O AE RA Street Line 2 soo sooo soo Suburb or City MELBOURNE State Pastal Code Country Bulk Code Work address I7 Correspondence Phone 0 Phone o Asian Name Letter C Fax C E Mail FaN i le Mobile Phone Source Attended Event l Postal Code Style 1 E Mail Bobb awards net au Satchel Given City State Postcode Zip Motes Entered 18 Jul 01 Altered 26 May 02 By Admin 6 EOI and Dy Extra Re fe E honey 5 Edit s gister f Fresenter F Helle A Gee ese A Correspondence i eM eal S Copy a B A ia xX Activity 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 w
315. oftware and there are no restrictions on its use however there is a limit on the number of records you can enter and import If the information in the This product is licensed to box is not Evaluation Software Only and is not your details you re probably using the Summit Event Manager illegally If you re using the software illegally you should be aware that this computer program is protected by copyright law and international treaties The licence for the Summit Event Manager software can be single or multi user If it s the latter it s a group licence that allows the software to be loaded on to up to ten computers provided they are on the same local area network LAN and under the control of the same organisation The group licence does not cover installation in different branches of the same organisation or different organisations on the same local area network under the same licence If you re in any doubt as to the legality of this copy of Summit Contact Manager please contact MIE Software immediately Displaying on line help for the current form Summit s on line help is context sensitive This means whenever you want help the help Help displayed relates to the form you re on You can display on line help for the current form by pressing the F1 key on your keyboard or you can click on the Help button as illustrated 28 Chapter 1 Getting Started Summit Event Manager Light Displaying on line help for the current
316. on these should be entered as Add Ons This will ensure that catering requirements can be accurately determined People Mew Delete Listing Help Cancel i Record 14 4 1 ia r r of 3 Partial registrations such as single day or single session registration should be entered as add ons 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 Late Non Member etc Enter the price you will be charging the delegate in the Price field If a goods and services tax GST or value added tax VAT or similar tax applies to this registration type then e lf 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 each delegate s liability Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt e If the tax is to be included in the price of registration you can only enter an amount that is included in
317. on s PIN to be printed on your correspondence 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 Mark this Create Contact Record When Form Letters 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 Chapter 4 Setup 105 Summit Event Manager Light 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 Mame and Address Formats WinFax Pro Tax General Settings User Defined Event Documents System Checking Invoices Statement Mumber Text InvoiceStatement Heading Text Receipt Heading Text Refund Headi
318. one of the profiles found under Mail and Fax in Control Panel You will not be able to send a message until you have entered your messaging profile See the Determining your Messaging Profile topic in Chapter 3 How to for more information 5 Once you have set up your message click on the Send button to send it Click on the Exit button to close this form without sending any message Note that sending a message places the mail message in the out tray of your mail application The messages created here will not actually be sent until you start your mail application and send them Toolbar Buttons E4 zend Click to send the e mail 176 Chapter 6 Main Menu Summit Event Manager Light 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 g Contact Details Me E3 Professor Robert J Brittance PhD Date Contact With Contact Type Contact Details Do by Date Done b 20 Jan 02 Hettie ET o mfProneenay 0b reang Whenisthenext conference Tr E 25 May 02 Hettie e 2 contmation Letter CE Kweyoo OT OP A A Preview Help 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 E
319. 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 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 182 Chapter 6 Main Menu Summit Event Manager Light 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 This will ensure that there are amounts owing to
320. ons Delete 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 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 X z CI cn T T Cancel Cancels any changes made to the record and quits the form BS OK Saves any changes you ve made to the data and exits the form Chapter 4 Setup 93 Summit Event Manager Light 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
321. ons 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 Profiles A profile is a method of describing a person or putting them on 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 Chapter 5 Main Menu 165 Summit Event Manager Light Extra Details This option is used for the collection of extraneous details regarding the primary person and the accompanying person Professor Robert J Brit
322. ople Inc 357 50 Yes LO O Ms Sheelagh Barrie serious Business Software 336 00 Yes LOO O Mir Gary Bernstein Total Technology Magazine 313 50 Yes O O Mir Le Roux Bouvier International Association of SL OU Yes LO O Industry Awards 12 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 Chapter 5 Main Menu 219 Summit Event Manager Light 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 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 th
323. 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 screen 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 find the person s record skip to step 6 3 Once youre 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 If you have accompanying person dietary or other extra information about this person click on the Extra Details button to open the Extra Details screen 6 If the person is expressing interest providing historical participation or profile information click on the EO and Profile button to open the Expression of Interest EOI and Profile Details screen 7 If the person is registering for the event click on the Registration button to open the Registration Details screen and enter the details Remember that you can t enter registration details until you have locked the event fees 8 If you have details of a presentation being given by the person click on the Presenter button to open the Presenter Details screen and enter presentation and
324. 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 e there are incomplete details in relation to the task e the task is in danger of starting late e 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 206 Chapter 6 Main Menu Summit Event Manager Light 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 Tirnes Date E Mote Assigned To P 13 Jul 03 8 00am Hettie Snodgrass hi Collect flowers fram the fl
325. orisation Number Expiry Date Comments Remaining Unallocated p226 00 396 00 29 May 02 The Industry Awards Association AMZ Melbourne A986 739 46 Gf Allocate il hls Payment Delete Help Exi Record 14 4 ml r r of 2 Filtered 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 Deane i Click to open the Allocate Payment form m Click to delete the displayed payment Chapter 5 Main Menu 181 Summit Event Manager Light Allo
326. orist sunday 13 Jul 03 8 15am The Committee k set up the Registration Desk sunday 13 Jul 03 8 30am Gary Fender amey on lights and music in hall and test microphone sunday tidua 5 45am Lola Herschmetter amoy 5S Bob has everything he needs in order to open the first session sunday a ht Refresh ae E P Al Mew Preview Help 92 To enter a Running Sheet note take the following steps Record 4 1 gt or gt oF 4 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 a Enter a Time that this task must be done H 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 E Click to produce a report of just Running Sheet notes Chapter 5 Main Menu 207 Summit Event Manager Light Programmer 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 o
327. ormation on the reports created above and change where necessary 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 screen on the Utilities Menu and lock the fees into place You won t be able to register attendees 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 Chapter 2 Scenarios 35 Summit Event Manager Light 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 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 Take as many of the following steps as apply to each person 1 2 10 Open the Personal Details screen on the Main Menu 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 find the person s record skip to step 6 Once
328. ort indicator for the displayed record on the Personal Details form and just the postcode for Venue Secretariat Hotels and the Suppliers form 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 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 Where am I or What event is this If you enter CtrltW anywhere in the system it will respond by printing the short and long name of the event you re currently in Copying Ctrl C Ctrl X Ctrl V Ctrl Copy the selection onto the clipboard Cut the selection and copy it onto the clipboard Paste the contents of the clipboard at the insertion point 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 Text Formatting Ctrl U Ctrl L Ctrl T Change current field to
329. otal Add Ons 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 Correspondence Selected option C Letter Fax tf E Mail 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 cross in the square Clicking in it again unmarks it to indicate No Check boxes are always square Work Address lt Marked check box Yes Asian Name f Badae Produced Unmarked check box No 24 Chapter 1 Getting Started Summit Event Manager Light Navigating in Summit Opening Forms Reports and Processes Forms reports and processes can be opened in one of the following ways e Click on the left mouse button once on the desired command button e Jabto 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 Event Details Event Details Once selected pressing the Enter key has the sam
330. otal number of people in the database e 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 lf 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 e 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 e The Database EO 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 e 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 o
331. otes relating to this person This field is not on any report Chapter 5 Main Menu 167 Summit Event Manager Light 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 Registration Details Professor Robert J Brittance PhD Early Bird Seminar Registration 150 00 Fegistration Type Registration Total Add Ons LESS Discount PLUS Additional Charges Amount Due Additional GST Total Amount Due Paid To Date Amount still Owing Purchase Order Number Discount Reason Full Database Form Letter Sent Delegate Kit Sent Last Form Letter Sent Confirmation Letter Sent Additional Charges Reason Itinerary Sent Participation Record Sent Date Registered Add Ons Cty Add On Description bl 2 1 Awards Might Ticket Session Preferences and Attendance Session Session Details Preferred Confirmed DERE 1 The Year in Review 4 Retrospective Sunday 13 July 2003 10 00am E oE Per a Ff alocate Cancel x 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 entere
332. ou 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 Y Reporter Click to display the Contacts Reporter form You can produce a report of contacts using user defined criteria See over page for more information reres Click to remove any Done actions Qen Click to drill down to the currently selected person s Personal Details form E Pree Click to print a report in Print Preview of the tasks that still need to be followed up Chapter 5 Main Menu 203 Summit Event Manager Light 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 Contacts Reporter Restrict to Original Contact Date on or after Restrict to Original Contact Date on or before Restrict to Follow Up Date on or after Restrict ta Follow Up Date on or before Restrict ta Contact Details containing the text Restrict to Contact vith i Restrict to Contact Type Report Format
333. ould not be entered onto the computer system 56 Chapter 2 Scenarios Summit Event Manager Light 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 Front Menu to open the File screen Create a new event by clicking on the New Event button Update the Event Details screen 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 If the structure of this e
334. ount 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 Chapter 5 Main Menu 275 Summit Event Manager Light Financial Reports This option enables you to print a number of financial reports Financial Reports Listing Contents Orientation Favourite aL 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 Additional Charges This report lists all records that have data in the Additional Charges field on the Registration Details form The report is sorted by family name and lists the reason for the additional charge and the amount It totals the amount Credit Card Commission Breakdown This option enables you to produce a report on commissions paid on
335. part Branch details Restrict ta Card Number equal to Restrict ta Authorisation Number equal to Restrict ta Expiry Date equal to 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 Preia Click
336. 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 screen and produce the desired correspondence receipts and invoices 6 Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct Exit Summit Back up the event file Analysis of the event 1 From the Main Menu open the Participation Breakdown screen by clicking on the Participation Breakdown button You should produce all of the reports available from this screen 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 Main On the Main 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 Chapter 2 Scenarios 65 CHAPTER 3 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 practica
337. people to minimise the risk of duplication After you have imported demographics open the Reporter screen on the Main 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 11 On the Main Menu open the Name Badge and Ticket screen and click on the Design button to define the name badge style for this event 12 On the Utilities Menu open the Lock Event Fees screen 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 screen 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 find the person s record skip to s
338. per s Presentation Current Paper a Number cit not Professor Robert J Session Session Start Time Duration Type Status Rec d i fineVermRevew 1 1000em Ee ecenvea Title An Introduction to the Day In Review Abstract Text 0 Selected Motes Rejected Location aoe VWithdrayen so n pecs 1 35pm Receives EE Sneak Preview of the Awards In Review Text f Selected Equipment aty N Required forthe P 1 4 LsvelMicroshone oo Selected aj oa S Presentation Review 2 x Yr 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 2 3 Locate the person on the Personal Details form Open the Presenter Details form by clicking on the Presenter button on the toolbar 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 If you ve received the person s photo mark the Photo Received check box If this check
339. ple 06 182 setting the auto allocate feature ccccee 105 Allocating payments from personal details screen ccceeeeee scenes 182 TOM UNG menune e ea tuieeataroaee 274 DErSON UNKNOWN sr rerai areae eaa aera 68 American EXPOS S aceia e a AREETA T35 American Letter paper ccccceccceeceeeeeeeeeseeeeaeeeaes 67 Analysis Marketing Breakdown report 0ccecseeeeeeeeeeees 271 Participation Breakdown reports c cecceeees 268 Application definition cccccccceeceseeeeeeeeeeeeeeeeees 297 At conference definition cccccccceeeeeeeeeeeeeeeeees 297 Attendance Certificates ccccccccceecesseeeseeeetanees 231 Attendance T cord sasin aa E a 273 PUN Ue ist portato Se ett cet ou denat A tide causes 188 Auto allocate definition ccccccceceeceeeeeeeeeeeees 297 AUO taD Onsa a eis wacan cl aece eee ends 216 BaGKUD sclera ee ee ee eee ie 69 Bad Ge S dhunen atest soos ceeds See Name badges Bank deposit SIIDS cccscccseeceececeeeceeeseeeeseeesaues 280 Bankcard ccccccecceecececeeeeeeteeeeeeeaeeeeeeneeseeeeeaees 135 Ba king Jetalls sescat cetera E 134 BANKIAG KUN aeee E 280 redo 1Gr a Cate s e E 282 Billing ACGFCS Sie seactiatdcceeacnte tioeseareineniatuaotecadiwtaces 189 Bulk mail code ETI VEU OU select SS A lee A cae cal oN de 297 Updating database cccceeccsseeeeeeeeseeeeseeeeeees 293
340. ple Inc Amount Still Owing Event Charges Poe S Selected For Next Print Run l Record 14 4 i r r oF 7 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 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
341. 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 234 Chapter 6 Main Menu Summit Event Manager Light 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 gt Money Menu gt Financial Group Correspondence Individual Group Produce New Correspondence Only C Redo Correspondence from Correspondence Type C Individual Receipts and Refunds C Organisation Receipts Delegate Confirmation Letters with Money Details C Delegate Confirmation
342. propriate 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 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 If the address is in Australia and you don t know the postcode or bulk code enter the Suburb Town and State then double click in the Postcode field Summit will insert the correct postcode and bulk code for you For more information tips and hints about the quickest way to find a person s postcode refer to the Find a Postcode topic in Chapter 3 How To Both the Suburb Town and State are set to upper case on entry The country will be what ever you typed in Default Country in Event Options It is not set to upper case 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 do
343. pter describes the options on the Main Menu These options enable you to register and record the requirements of delegates and presenters 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 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 Data Entry Reports Financials Personal Details Delegate Lists Event Reports Payments In Organiser Correspondence Form Letters Allocate Payments Mame Badges and Programmer Teele Financial Reports Tabling and Seating Equipment Reports Presenter Reports Banking Run Registration Participation Incomplete Payments In Desk vorklist Breakdown Participation Reporter Warketing Attendance l Add On Results BEKON Receipts Reporter Tax Invoices Internet Assistant Contact Follow Up Reporter g us Help Exit Chapter 6 Main Menu 155 Summit Event Manager Light DATA ENTRY Personal Details This is the main form for locating and maintaining name and address details
344. puter you can customise Summit to meet your own particular needs or preferences To modify Summit take the following steps 1 5 6 Read the precautions and variations to the license agreement detailed below 2 If you still want modify Summit start Microsoft Access 3 4 Locate and open the seml mdb database holding down the Shift key while the database opens From the File menu choose Open Database to prevent the Autoexec macro from running or just press the F11 key after Summit Light has loaded Make the desired modifications to the objects in the database Note down all your changes so you can reapply them after you have updated Summit 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 seml mdb template mdb or any eve databases If you don t want them appearing set them to invisible Do not change the names of any of any fields tables queries forms reports macros modules or controls in the seml mdb template mdb or any eve databases 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 propertie
345. r 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 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 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 Glossary 303 Summit Event Manager Pro 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 displa
346. r after that date You can t leave the Only Show New Cancellations Since field blank however this field is only used for the New Cancellations listing 228 Chapter 6 Main Menu Summit Event Manager Light 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 7 5 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 Button
347. r other fields for a large number of presenters or presentations a Find by Full Hame Sort Order Session Details for the Current Record fe Session Date Time Plenary 1 The Year in Review A Retrospective 4Previoue Pleat C Family Name In Main Hall on Sunday 13 July 2003 at 10 00 am 1400 pm Chaired by Mr Arno Refresh Alexander Deputy General Manager Information Strategy The Heath Department MS Order In Start Cont Paper Bio Photo Name Presentation Title Authors Mame it not default session Session Time Duration Pres Rec Rec Rec p Professor Robert J ElAnintroductiontotheDay po OOO Ms Helen Valentine Wma was Good What wasBedandwWh e o IM OOO M Samuel Alberts Sowers Frome e OOO Ms Pauline Janes New Leyisiion Are VouSOK Wher o e IM OOO M Samuel albers The New industry Sendas i e OOO M Gary Bernstein The Latest The Greatest andine Shose o o 200m OOO ProtessorRohert J EASneskPreview ofe Awards soi e OOO Draft Export Abstract Review Presentation Presenter a T 7 Sessions Foam Programme Programme Status Status Status Follow Up Preview Help i Record 1 t or gt or F 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 prese
348. r then postcode order with the presort indicator shown 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 84 Chapter 3 How To Summit Event Manager Light How to 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 Main Menu open the Programmer form and check that you ve completed entering all presentations and allocating them to sessions Print a draft programme by clicking the Draft Programme button and check that all details are correct 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 From the Main Menu open the Event Reports form and print a Draft Registration Form Check that all the details are correct If you re creating your own registration form make sure that
349. r 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 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 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 Chapter 3 How To 87 Summit Event Manager Light 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 For example a cheque was sent for 950 but this person only owed 910 After you enter the payment Summit will take the amount needed from the cheque of 950 to matc
350. ramme 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 Chapter 4 Setup 95 Summit Event Manager Light EVENT DETAILS Event Details This option is for maintaining information related to the name description date and time of the event short Mame DEMO Full Mame Summit Light Demonstration Event Theme Event Management Made Easy Description This demonstration will be of an industry seminar during the day and an awards presentation dinner that evening The dinner is not Included in the cost of attending the seminar and a ticket must be purchased separately Partners are allowed to attend the dinner Organised by MIE Sotware Pty Ltd starting Date Sunday 13 July 2003 start Time Finishing Date Sunday 13 July 2003 End Time 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 t
351. ramme 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 eve
352. ration Date cccccccccccsssceceseceseseeesesecseseeceesceseueeeseueeesegeeeseeeeseeeessaeseneas 231 Delegates by Registration TYpe cccccssscccssscesesecccsececeseeesaseeceesceseueeeseuececgesenseeeeseseessaeeeneas 231 Dral Expression of mters St RON tdi cg crades an tea a a a araa ai 231 Dral Programme Front P aG ee crre arana a a a aa a a Rive oe a 232 Dral CREIS ONE ON aoa a a aa a a a aa A a iteed tn tewnd Att 232 EVEEN IN V a a a a a a leg atc etiacenseceatenl len Thane 232 Event File Conversion REDO rr iiaae easter e E a a st E neue ee EA 232 FUG MOM ICM Cette nhc et Sterns Sac eich en Scea sien Seach a Gk ica a tee eat 232 WACHIVIC Al SONS USS asarana a a es ees ee 232 MENUS ainni see te ee hea tte ge setts os estat aut samt Satara ste ne cenit sad stl neat Enea 232 Table of Contents iv Summit Event Manager Light Name Organisation and Registration Type DetallS cccccccccseececeeeeeeeeeeeeeeseeeeeeseeeeeesaaeenens 233 Organisation Name and Registration Type Details 0 0 0 0 cccccccccccceceeeeeeeeeeeeeeaeeeeeeaeeeeeaeeeeeeas 233 Organisations by Registration TypPe ccccccsccccssseecceseeecsesseecceseeecseueeeceeseeesseeeessegeeeseaseesess 233 Possible Duplicates Matching Family Names c ccccccseeeeeeeeeeeeeseeeeeesseeseeseeeeeseeeeesaeeeneas 233 PROMOS BI GAK COW Ie rn veh dasass raster acist di ade a a a dilate 233 Running Sheet Landscape and Portrait
353. ration fees are set and you re happy for them to be locked into place open the Lock Event Fees screen on the Utilities Menu 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 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 as apply to each person 1 Open the Personal Details screen 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 find the person s record skip to step 6 3 Once youre satisfied that this is a genuine new record click on the New button beside the Next button Enter as many of the person s name addr
354. re 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 or demographic details within this program the system can automatically update those details back in the master 104 Chapter 4 Setup Summit Event Manager Light 10 11 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 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 three 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 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 disp
355. 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 Print This 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 Access 2000 on your machine to achieve this Fill If you click on the Fill button 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 Acme Yendors Pty Liy Level 7 ff 4 Bently Street MELBOURNE a Australian Association of Best Practice BBS High Street KINGSTON Better Telecommurications Services P 645 Berl Street CURTN eer Blue Sky Software O OO D710 Bertiy Crescent SANDGATE aD iternetionel Association of dustry a r67 Rue St Germaine PARIS O O O Pegaweb Networks O 0n Berty vere BROADWAY LDCS
356. 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 2 Open the Personal Details screen 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 find the person s record skip to step 6 Once you re satisfied that this is a genuine new record click on the New button beside the Next button Enter as many of the person s name address and contact details as you have If you have special dietary or other extra information about this person click on the Extra Details button to open the Extra Details screen If the person is expressing interest providing historical participation or profile information click on the EO and Profile button to open the Expression of Interest EOI and Profile Details 54 Chapter 2 Scenarios Summit Event Manager Light 10 If the person is attending the event click on the Registration button to open the Registration Details screen 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 Open the Correspondence screen and produce the desired correspo
357. report You can display on line help for the currently open report by pressing the F1 key on your keyboard 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 9 Apr 03 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 Select Date This form enables you to select a date using a graphical calendar at the end of each date field If there was already a date in the field on the original form the calendar is set to that date If the field on the original form was empty the calendar is set to today s date starting Date Sunday 13 July 2003 Finishing Date Sunday 13 July 2003 The bottom of the Select Date form displays the name of the field you re working on and the date you ve selected The calendar is set to
358. respondence Run is Completed Word Processor Program Path and Name Browse Address Label Stationery Custom Reporter Label Repot Mame Custom Reporter Labels per Sheet Last Day of the Working Week C Program FilesiMicrosot OffiicerOfficerwinword exe Avery L71563 14 bi O a Cancel fi To define the global options that every event using Summit will use take the following steps 1 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 will also summarise all tasks that have been marked on the Contact form as having a do by date of today This task list can also be accessed with the Organiser 2 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 3 Ifyou 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 If you mark Print Salutation on Invoices and Receipts Summit will do so If you mark Print an Invoice Number on Invoices Summit will do so The number is made up of the nvoice Statement Number Text from the User Defined tab in Event Options an
359. ress 2 Date Altered 11 Jan 01 G Work Address Home Address Other Unknown Address M Altered by Developer Als Import Help Exit Record 14 4 1 i r of 2 Filtered This form 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 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 160 Chapter 6 Main Menu Summit Event Manager Light instead of the work address mark the appropriate option button in the mport which address section of the screen Once you have located the record you wish to import click on the mport button The person s
360. rformance 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 70 Chapter 3 How To Summit Event Manager Light How to 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 2 3 4 5 Click on the Banking Run button on any menu Click on the OK button on the Multi User Conflict Warning dialogue box This will open the Payment Types Requiring Processing form that displays details of payments that haven t been processed yet Payment Types Requiring Processing Date to print on bank deposit slips and credit card summary reports 30 May 02 BF Unprocessed Payments Include In This Payment Type tems Total Value From To Banking Run b BankcardMastercardvisa 792 00 20 Jul 02 71 Jul 02 ie HS 50 28Mey 02 eo O BT Preview Help Exit The form displays the number of items the total amount and the earliest and latest date of the outstanding payments for each payment type Click on the Exit button to close the form without continuing the Banking Run Chapter 3
361. rge Date Before With Reporter E Mail Date Before With Mo Reporter Mail Merge Date I With Mo Reporter E Mail Date I Mult Session rsnitsiel f Nol ane Bete Podcast colaurofeyes f Veitsi gs sles Nee wl UserDefinedField3 f 2 vith No Work Phone Number I UserDefinedField4 f vith No Work Fax Number I User Defined Field 5 fo0 s With No Home Phone Number When Make Multiple Selections f with Mo ami Fax Number Only select where all flelds match AND Han a IME Pee LL A C Selectif any fields match OR with No E Mail Address F MY OLB It 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 Multi Session 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 to a diskette print name badges satchel badges and outer wrappers create an in
362. rinter 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 Q 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
363. ription 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 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 a report detailing the names of all people who have selected this add on 132 Chapter 4 Setup Summit Event Manager Light Lock Event Fees The system
364. rite your Access 97 A message will be displayed Verifying installation tasks You will need to re boot your computer so ensure all systems are closed Remove the CD from the CD ROM drive then place it back in to start up the installation program again Return to the Product Overview screen to continue with the installation of the Summit Suite of Software Summit Event Manager Light iz Microsoft Access 2000 Runtime Ready to Install Install Now Install Microsoft Access 2000 Runtime at Ciaccess7KRT Customize Choose the installation location For Microsoft Access 2000 Runtime iz Installer Information Ea The installer must restart your system before configuration of Microsoft Access 2000 Runtime can continue Click Yes to restart mow LL or No if you plan to manually restart later 8 Chapter 1 Getting Started Summit Event Manager Light Installing Summit Event Manager Light To install Summit Light from an MIE Software Collection CD take the following steps Be sure to close down any applications you might have running don t forget any you may have minimised Place the CD in your CD ROM drive The dialog box to the right will display usually after a small wait If you think the wait time is a little too long i e nothing is happening open Windows Explorer and double click on the file seml exe or just seml Winzip Self Extractor SEML2000 E4E Du
365. rkshop 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 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 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 t
366. rm or the Allocate Payments button on the menu Note You can change the field Event Charges in the User Defined tab in Event Options to reflect the accurate nature of the charge Examples are Registration 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 Do Not Reenter Payment 4 Note that you are only cancelling the allocation of the payment you are not cancelling the entry of the payment itself The payment will remain on the system as an unallocated payment 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 Chapter 5 Main Menu 183 Summit Event Manager Light 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 fo
367. rnatively 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 reports 230 Chapter 6 Main Menu Summit Event Manager Light 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 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
368. rrespondence Sent Contact Type 2 Confirmation Letter 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 Summit will establish a link to your master database if you have installed one either to the Summit Contact Manager software or to the Summit Membership Manager softwa
369. rrivals 1 From the Main Menu open the Registration Desk Worklist screen 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 lf 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 screen from the Main 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 Exit Summit Back up the event file Chapter 2 Scenarios 45 Summit Event Manager
370. rrivals 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 Main Menu open the Registration Desk Worklist screen 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 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 screen from the Main 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 w
371. rs 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 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 wil
372. rst 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 mport 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 if FA Click to clear all the marked check boxes impart Click to continue the import process Chapter 4 Setup 127 Summit Event Manager Light 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 Import Organizer Tasks Options Overwrite Assigned To amp Rep
373. rticipants 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 Front Menu to open the File screen Create a new event by clicking on the New Event button Update the Event Details screen 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 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 screen on the Utilities menu and import as much of the structure as will be appropriate for this event If you have imported all the structure from a previous event the following setup steps are only to ensure that the imported information matches the requirements of this event On the Setup Menu open the Registration Types screen and enter one record with any description you wish and a price of 0 00 Open the Equipment screen and enter details of equipment that may be use
374. s Has a catering component No external exhibitors advertisers or sponsors Has promotional materials in satchels 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 Set Up Click on the File button on the Front Menu to open the File screen 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 Update the Event Details screen 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 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 screen and import as much of the structure as will be appropriate for this event If you have imported all the structure from a previous event the following setup steps are only to ensure that the imported information matches the requirements of this event Open the Registration Types screen and enter one r
375. s O EE Click to run the report to the screen i e this report layout has no page breaks and you can edit the information on the screen Note This will change the information within the data file E Screen Listing Confirmed Delegates Name Organisation Yir Samuel Alberts The Standard Keepers Director Full Address Mr Arno Alexander The Health Department Deputy General Manager Information Strat Mr Brian Armstrong Blue Sky Software Marketing Director Mr Paul Aubergine Professional People Inc Area Manager Ms Sheelagh Barrie serous Business Software Director Mr Gary Bernstein Total Technology Magazine Journalist Mr Le Roux Bouvier International Association of Industry Awards Director Professor Robert J Grittance The Industry Awards Association Chair Label E Preview Click to produce a listing Click to produce mailing labels for the selected delegates Chapter 5 Main Menu 229 Summit Event Manager Light 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 Event Reports on the Listing Contents Orientation Favourite scroll gt Sttendance Certificates bar for more pie EAE To use this form click on the record selector bar beside each report you want to print then click on the Preview button Alte
376. s Club International ccccccecceceeeeeeeeeaeees 1 35 Disabled button definition cccecccceeeeeeeeeeae ees 299 DISCOUNT DONS sata iis arn aar watts staal ete 2 7 Dishonoured CHEQUES cccsecceeeeceeeeeeeeaeeeseeeeaeeeaes 76 Display only field definition cccceecceeeeeeeeeees 300 Duplicate person record CHECKING paana a 70 SMOMCULKOY siaa 30 Duplicate person warning CheCK c ccccseeeseeees 109 Duplicates Possible Duplicates report cccccceeeeeeeeeeeees 233 Edit payments Wil iccrsisetn titan cuathan eden cetses eeteateantsaase 284 tax invoices amp adjustment notes cccceeees 289 the event files directly cccccccccssseeeseeeeeeneees 292 Edit names on tickets cccccecceseeeeeeeeeeeeeeeeeeeees 249 E mail determining your messaging profile 06 78 SE MG OUI Me issen eN 176 sending from the Reporter cccceccseeeeeeeeeees 260 setting the format ccccccccecceseeeeceeeeseeeeeeeeeees 105 Enter a new person s details cccccccseceeeeseeeeeeeeenees 156 a PAVING eeen EA 179 a presenter Asian secsatt ead tucenanteansiveutewndSasankenuiuaes ds 192 expression of interest details cccceeeeeeeeeees 164 many people from the one organisation 158 personal detalls oona ain a 156 Enty Menea e R 18 ENVEIOS koai AA 199 Equipment reference
377. s eight days in the Start Date Before field and then mark the Unstarted Tasks check box Only tasks due to start within the next week that have not yet been marked as started will be shown Follow up these tasks with the people they are assigned to Depending on the results of the follow up alter the planned start date and or planned finishing date and or reassign the task to somebody else Follow up potentially late finishing tasks Click on the Show All Tasks button and then enter the current date in the Finish Date After field enter the current date plus eight days in the Finish Date Before field and then mark the Unfinished Tasks check box Only tasks due to finish within the next week that have not yet been marked as finished will be shown Follow up these tasks with the people they are assigned to Depending on the results of the follow up alter the planned start date and or planned finishing date and or reassign the task to somebody else Produce updated task list for each organiser For each person click on the Show All Tasks button and then enter the person s name in the Assigned To field Only tasks assigned to that person will be displayed Click on the Preview button to produce a report for that person Send a copy of the list to each person and have them return the list to you with starts finishes and any other alterations marked Use this to update the Organiser task list Chapter 3 How To 83 Summit Event Manager Light
378. s money If you want to do say a weekly invoice run select the option Invoices for People Who Haven t Had Once Since lt date gt 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 nvoice Printed date of less than the date you enter Invoices for Selected People When you select the nvoices 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 Chapter 5 Main Menu 239 Summit Event Manager Light Select Invoices To Print Find by Family Name aPrevious Mir Paul Aubergine Professional Peo
379. s nosan deatxincadedaus E E tama eines 110 WINE aX Ei reo a a A A a E E a ae 111 EE AE E A E NE E I N A E A EEEE ee EA N A Seer 112 REFERENCE RILES sruni 114 POVEMISING SOUrCES oreren ESRAR 114 CONCI VDE eea E E 115 UII IN bacne aa Sued uae a a a aa a a 115 Evo lers 0 9 eae ee en E E EA E A A EEA AAAA E AA 116 POOS sad E E E E eoesnaaeenaczasarsestasannaces aasecas acai 117 TADO S EE eter EEA E E E eee 119 IMPOR T aperea onno A ETEEN 120 IMPOR DEMO ADMICS ronio a a a a aa a aetna 120 Import from a previous event that used this SOFWALE ce ccccecccceeececeeeeeeeeesaeecesaeeeeseeeteeeeeas 121 Import from a Summit Data Collector file ccccceecceceeeeeseeeeeeeceseeecesseeeeseeeeeseeeeeseeeesseeeeas 121 Import from another MIE Software application cccccccsecceceeececeeeeeseeesaeeeeseeeeesseeeeeeeeseeeeeas 122 Import from a Microsoft Excel Spreadsheet ccccceeccceecceseeceeeeceeeeaeeeteueeteneeseeeesseeseeeeaeetans 123 Import from a Comma Delimited Text File ccccccccccceeececeeeceseeeeeseeeseeeeeseeeesseeeeseeeeesaeeeees 123 Import from a Microsoft Access Database ccccccccccscccaseeceseeceeeeceeeeaeeeeaeeteneeeaeetsueenseeengeeeans 124 HIM OURO enaa a a a a a Cetnsiael2 nani cholera ates satis 125 MODO ONUC ato ss onanionr iessamaate E E E N ENON 127 IMPOR Organiser TASKS rarene ane a a a E a AA 128 FINANCIAL DETAILS as co cetecsce sa sens a E E SaS 129 PREOISIPAUON VOCS sernrorer eaaa RRR 129
380. s 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 4 Registration Type 1 Early Member Add Ons aty Add On Description b 1 1 Conterence Dinner Session Preferences and Attendance Session Session Details Preferred Contirmed P Help Cancel 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 Main Menu Chapter 4 Setup 101 Summit Event Manager Light 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 Global Options Check the Organiser Task List When Opening an Event F Check Payment Details Before Banking Run M Prompt for Alternative Reporter and Delegate Listing Headings Print Salutation on Receipts and Invoices M Print an Invoice Number on Invoices Varn Before Updating Master Database with Mame and Address Changes M Notify of Successful Event File Open M Show Correspondence Log when Cor
381. s 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 presenter etc Click to print a single badge or ticket for this person and or the accompanying person The Single Name Badge amp Ticket Choices form will be displayed Single Name Badge amp Ticket Choices Produce Badge or Ticket for Primary Person Only C Produce Badge or Ticket for Accompanying Person Only C Produce Badges or Tickets for Primary Person and Accompanying Person Badge or Ticket Format Default Add On Ticket With Picture Sila hk Design Previews Help 7 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 Label 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 A Preview Click to print a report containing the name and address details of this person
382. s that affect appearance The following are properties that may be modified without causing software failure BackColor FillColor FillStyle FontBold Fontltalic FontName FontSize FontUnderline ForeColor Height Width Chapter 3 How To 75 Summit Event Manager Light 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 How to Deal With Dishonoured Cheques If you have a
383. s 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 Open the Correspondence Text screen from the Correspondence screen on the Main Menu 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 Open the Name Badge and Ticket screen and click on the Design button to define the name badge and or ticket style for this event 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 screen on the Utilities menu 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 Chapter 2 Scenarios 61 Summit Event Manager Light 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 R
384. se 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 youre 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 e You are not using profiles e 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 e
385. sible 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 screen on the Main 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 Open the Name Badge and Ticket Design screen from with Name Badges and Tickets on the Main Menu and define the name badge and ticket styles for this event Open the Correspondence Text screen from the Correspondence screen on the Main 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 Open the Event Reports screen on the Main 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 Open the Event Reports screen on the Main 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 Check all the inf
386. sions 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 Enter any session types you will be using to describe event sessions on the Session Types form 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 Make sure that any add ons that are not catering events but should app
387. sistant field to display the Find lt Session Assistant gt form an easier method to find a specific person 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 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 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 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 produce
388. son may be a member of multiple participation categories 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 pri
389. sor Robert Bit Add On Awards Nght Ticket oo Record 14 4 1 r e of 3 Filtered 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
390. ssing 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 272 Chapter 6 Main Menu Summit Event Manager Light 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 DEMO 2003 surat Light Demonstration Event Attendance Record Name Professional Identifier Conference Representative Signature Credits Attended Credits Session Title Session Type Allocated Session Gained The Year in Review A Retrospective Plenary 2 sottware Development Tools in Review Concurrent 2 5 standards in Review Concurrent Z n Legislation in Review Concurrent 2 5 Wrapping Up amp Closing Off Plenary la nt Total
391. ssseeeeeeeeeeeeseeeeeeaeeseeeseeeeeeas 270 Marketing Breakdown Report c ccccsccecceeeceeceeeceeceecaeeceecueeeuecaesaseseeseesaeeeas 2 1 Attendance ROCO uaine i he dckiadatiabotud ved cued ahabcbadswabsvon 2 3 CONAC FOUOW UD execute eee ect eceeect cect eae 213 FINANCIALS anres EE 214 ey MAN UNS MIN ae seas aaceeesGacaaneseneanenceeaeeeGuadenendacaeas 214 PAIIDC ATS AVION toto sect ee 214 FIM Clalllix DOM sles oc serssecacesnsncsagategnacaiaan sare uaa eaaseane eaeeuceseaee eaceesscisab aang aie naas aaa aces 2 6 yANe L1 952 i af igo So eesin enn atte eter Ones ese ene nee er er eee ee ee eee 276 CreditCard Commission Breakdown iciisines tiecdeanidstesietene cde Alpe eee Reese 276 DISCOUNTS otc S asia eae ne ea ceceat ea nae sae E a E e oe 211 Financiara oub Seaan a a a R a e 211 Financial Status Of Delegate Siniri a e ea E 217 GOST Payment Record anssi e a a a a a 217 GST Receipts and Payments rx cco see setae sts ncdd a e a a 217 Income Reconciliation Report sc isiscesc soci ee sda ia ide oo deat aa este enk i aai 211 O O tst ndNg PAVING S a E aa a A 278 21 g 0 ay e a A A N 279 Participation and Financial Status ccccccccccsecccseeceeeeeceseeceseeeeeseeceeseceeseecesseeeeseueesaeeeesaeeeeeas 219 Registration Desk WOFKIISt cccccccceseccseseecesececeueeeseeeesaseeesaseeseaeeeseesensuecenaseessaeeessaeeensnestens 219 Eo I SING Pe Ol ecectcaceteateencceacaan E E ateseuani erin ia Axa etree a e
392. st 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 214 Chapter 6 Main Menu Summit Event Manager Light 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 Refresh Click to re sort the records in table order and to show those without a table at the top of the list status 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 Tabling Status Catering Event The Awards Uinner Feople already allocated to tables 22 People still to be allocated to tables m Total number of people attending a Maximum table capacity Current capacity excess shartfalll Eo People allocated seat numbers A 22 2 24 0 PE Feople still to be allocated seat numbers 24 g Tables Click to open the Tables form to enable you to add modify details of tables See Tables in the Setup Menu for more information Swap Tables Click to swap all the people at one table with
393. stration Page and re send the missing e mail Click to 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 created does not 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 Conference Variable Parameters Table contains event name dates description themes etc venue and organiser information only Profiles Registration Types and Add Ons but only those marked with Include in MIE WebLink File Chapter 5 Main Menu 227 Summit Event Manager Light 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 Delegate Lists c Date Filters Participation Category _ gt Confirmed Delegates Only Show New Registrations Since Confirmed Full Delegates Thursday 23 May 2002 5 Confirmed Partial Delegates Declines Only Show Cancellations Declines Since New Cancellations Thursday 23 May 2002 E New Registrations Repot Format Report Content C Name Plus One Column Portrait Column 1 Organisation C Name Plus Two Columns Portrait Column 2 E Mail Address C Name Plus Three Columns Portrait Column 3 All Telephone Numbers Column 4 Company Overview
394. stration 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 nclude with MIE WebLink File box if it s appropriate For more information on MIE WebLink the Internet Registration software please refer to the Internet Assistant in Chapter 5 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 add ons 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 add on may still be deleted if it hasn t been selected by anyone or the desc
395. stricted 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 Preview Click to print the Results Report 222 Chapter 6 Main Menu Summit Event Manager Light Results Reports This option allows you to print the results of add ons that are competitive in nature Results Reports I Show Place on Report Show Score on Report show Hours on Report show Minutes on Report Show Seconds on Report Results for current Add On only f Results for all Add Ons 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 E deer to print a Results Report Chapter 5 Main Menu
396. sure 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 Chapter 5 Main Menu 231 Summit Event Manager Light 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 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 descript
397. 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 File name demo eve Save as type Summit Event Files eve Cancel T Open as read only The demo eve datafile already in the SEML10 directory is the sample conference this user manual is based on Open demo eve by clicking on the Open Event button and the Browse button Compact and Repair Event File Compacting an event file removes unwanted space and reduces the size of the file 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 and Repair 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 rep
398. t the OK button to complete the printing process A Click to open the Name Badge and Ticket Design form Chapter 5 Main Menu 197 Summit Event Manager Light Copy Activity Copy Activity is a way of automating the entry of registration information It is most suitable when you have a number of people doing exactly the same thing for example it s suitable for events such as dinners where there is no choice of registration type or add on Extra Re EE l gister ti ar mR Correspondence Record 14 4 1 RE r r oF 19 eee EO and P Profile ee Mens Copy wn cI ck 4 xX A Activity There are two methods for copying activity One is to copy the activity of someone for whom you ve already entered all the details for example a Group Leader The second method is to set up what s known as The Usual Copy Activity Copy From l The Usual or A Ferson 1 Professor Robert J Erittance PhO The Copy Which Elements M Copy Registration Details M Copy Add Ons M Copy Sessions If you elect to copy the activity already entered against another person you can select that person from the database You can then select which of the activities you want to apply to the currently displayed person If one of the activities is not available i e the person has no activity of that kind selected in the above example Sessions is not available it will be disabled If you don t wa
399. t 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 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 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 Chapter 4 Setup 103 Summit Event Manager Light 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 d Mame and Address Formats WinFax Pro Tax General settings User Defined Event Documents System Checking Default Country AUSTRALIA Default State Location of Master Database CAsemdidemo cmd 2 Format For E Mailed Correspondence Snapshot 7 Warn When Special Stationery Required M T 7 Auto Allocate Payments M Print Page Header on Correspondence v Print Page Footer on Correspondence fv Print PIN on Correspondence M Create Contact Record When Form Letters Sent Contact Type EE Expression of Interest Create Contact Record When Co
400. t Session Quer Mame Mon Australian Delegates who are from the Awards Industry k People who are Confirmed Delegates who hawe a profile of Awards Industry who have a country not equal to AUSTRALIA m Save Delete a oe A E ea Fax Tradevent E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help fi Exit 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 Industry If we click on the Listing button a screen is displayed asking you to confirm the selection Click on the Yes button to continue 254 Chapter 6 Main Menu Summit Event Manager Light 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 General Participation Profile Saved Queries Multi A egistration Multi4dd On Multi Session Include These Registration Types im p Early Bird Seminar Registration
401. t 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 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 activities When you auto allocate the system allocates the payment based on the amount owing The allocation made by the system can be changed by you before the allocation is confirmed 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 297 Glossary S
402. t 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 Se ected 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 Inc
403. t 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 Record 14 q 1 gt F m e of 1 Filtered 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 m Click to delete the displayed receipt E Click to print the displayed receipt Chapter 5 Main Menu 185 Summit Event Manager Light 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 Tax Invoices and Adjustment Notes d Taz Invoice 21 Jul 01 Total 396 00 29 May 02 Mark Tax Invoice as Copy Ei Professor Robert J Grittance PhO The Industry Awards Association sme City Description Amount Component 1 Early Bird Seminar Registration 231 00 21 00 2 Awards Night Ticket 165 00 15 00 Delete Preview Help Exit Record 14 4 1 REF r gt of 1 Filtered 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
404. t requirements 1 From the Setup Menu open the Catering Events screen Check that the equipment requirements of each catering event have been correctly entered 2 From the Setup Menu open the Sessions screen Check that the standard equipment requirements of each session have been correctly entered 3 On the Main 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 4 From the Main Menu open the Equipment Requirement Reports screen Select the report that you want to print 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 1 From the Main Menu open the Registration Desk Worklist screen 2 Click on the Preview button to produce one or more paper copies of the Registration Desk Worklist This is done so 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 38 Chapter 2 Scenar
405. t 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 Create Refund Enter A Allocate Payment Payment bh Print ke B Invoice Receipts 5 Grou 5 Grou ma A Billing Address Audit 7 Trail 178 Chapter 6 Main Menu Invoices Tax Invoice ge Financial Group sf Summit Event Manager Light 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 Payments In Payment Amount Date Received Payment Type 396 00 29 May 02 E Cheque Details Drawer The Industry Awards Association Bank AMZ bi Branch Melbourne Cheque Mumber 495673945 Remaining Unallocated 396 00 Credit Card Details Cardholder s Mare The Industry Awards Association Order Type jC Telephone Order iail Order C Sales voucher Credit Card Number Authorisation Number Expiry Date security Code Comments Allocate Payment To enter a payment take the following steps Open the Payment Entry form from the Personal Details form by clicking on t
406. t 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 c summitmm txt as its data source and must be stored in the c SEML10 directory and you must change the name of the document on the Event Documents form Note that c SEML410 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 and the venue 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 Enter the name of a custom label report in Custom Repor
407. t training course functions No accommodation or travel component May have a catering component Course materials provided to each participant Set Up Click on the File button on the Main Menu to open the File screen Create a new event by clicking on the New Event button Update the Event Details screen 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 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 screen on the Utilities Menu and import as much of the structure as will be appropriate for this event If you have imported all the structure from a previous event the following setup steps are only to ensure that the imported information matches the requirements of this event On the Setup Menu open the Registration Types screen 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 Open the Advertising Sources screen and ent
408. 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 tt Reassia Click to carry out the reassignment Chapter 5 Main Menu 205 Summit Event Manager Light 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 410 days until DEMO 2003 starts 4 tasks on list Tasks Requiring Further Information Mot Assigned To Anyone eri Mo Planned Start Date bY Al Mo Planned Finish Date By Al Stating Tasks 2A Finishing fakes A eee Today End of Week Today End of Week Due To Stat On Or Before 4 a 4 4 Due To Finish On Or Before 3 amp 3 amp started 4 4 A amp Finished oe 3 still Unstarted O A 0 amp still Untinished O A O A Total Started 19 e Total Finished 18 amp Total Unstarted E Total Unfinished E Contact Follow Up Tasks Still To Be Done Due to be Done by Today or Earlier 1 amp Total Still to be Done JE Us Help Exit Preview button The
409. taes AE 206 FRUITING eS SOT INOS a a a E aeowaeieticdamict nal ecios vata N 207 POOLNE eee cr rer lee CPE RE tT OTERO E A PRR CON eto 208 ADstract gt 0 ce nee ee A ee eee ee 212 Abstract Review Slatus ance ee ee ee ee eee 213 Tabing and Sealing oseere chau ete e hse 214 Registration DESK VV OFKIISE arreen onnan ANNO 218 Process Amivals Manually erisin en e a e a eens ei ae 219 Process AmivalSs OMNE aena a a Ea a EE E E E E A 220 Process Arrivals at Multiple Registration Points cccccceccccseeeeeeeeeeeeeeeeseeeeseeeeesaeeesaeeeseeeeesees 221 7AN 8 0 a1 cts 6 S sonetet ataa a a s 222 Results TRE DONS tchccaect eden eect sored aa eee ana ae dae nakientaee 223 EFOGUCHOM TOV VWVCDLIDK vesicasirustenagitatntecrnorenatitatenaditateddsenetelencteliiutamnlectetns 224 INLSFNET ANS SISTA areor E T ETTET RA TERA 225 REPOR TO serno naarn aA EAEE 228 Delegate LISIS ens E EEEO 228 Event Reports onnananennnnannnnnnanannnrnnnrnrrnrnrnrrrrnrnrrrrnrnrrerrrnrnrrrrnrnrnrrnrnrerrrrnrnernrnre 230 Attendance CeminCates orure E S eee tee ded oi coesGiumtes 231 Attendance Certificates without Session Details cccccccscccccseeeeesseeeeeeeeeseeeseeeeeesaaeeeeeaaeeees 231 CaleninG EV GINS srsctestsidacaptiesecnsuanestadsessesene sd R sedges dace wonde a a N 231 Gatering NON AtIG NG ANC e van eao tad aiueashusucaeiie sien A daca Na N N 231 Galering REQUIFCIMEINS riire eaoin a a e iinet e N a hd nee eee 231 Delegates by Regist
410. tails include the registration details the add ons the sessions and the associated status 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 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 de
411. tails Listing from within the Reporter and the merge Abstract Review Forms in Templates 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 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 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 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 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 The field Paper
412. tance PhD Primary Person Accompanying Person special Diet Title Mrs Gwen Name Smoker I Gender Family Name Spoken Language Salutation Membership Number Badge Mame Group special Diet Diabetic 7 T Shirt Size Asian Mame F Name Badge Produced D Colour of Eyes SUL m User Defined Field 3 0 User Defined Field 4 00 User Defined Field 5 0000 21x VW Help Cancel 7 All fields on this form are optional To enter extra details for the displayed person take the following steps 1 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 Tabling amp Seating reports and the Catering reports Click on the Smoker check box if this person is a smoker 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 Enter the Sooken Language Membership Number and Group details as appropriate All 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 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 deta
413. tarting 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 screen 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 the following setup steps are only to assure that the imported information matches the requirements of this event Open the Advertising Sources screen 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 Chapter 2 Scenarios 33 10 11 12 13 14 15 16 17
414. ted along with their position and organisation suburb city and state country The number in each Group is counted and the number of people reported is counted Financial Status of Delegates This report will only total event charges incurred by each delegate It s sorted by family name and totals the amounts of Delegate Amount Due Delegate Amount Paid and Currently Owes GST Payment Record This report is a record of the goods and services tax GST payments made to the government It is not a record of payments to other suppliers 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 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 Secondly this report reconciles the three key financial areas of e the total of the amounts paid and owed by all people based on the activities for which they are enrolled e the total of receipts issued e the total of payments received lf
415. ted 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 Open the Advertising Sources screen 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 Attendees by Advertising Source report Open the Banking Details screen and enter details of the bank account being used for this event Open the Options screen and set any applicable options 60 Chapter 2 Scenarios Summit Event Manager Light 10 11 12 13 14 15 16 17 18 19 20 Open the Payment Types screen 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 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 e
416. tem will update the master database automatically Special Fields 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 this means that the records have been marked as confirmed on the Presenter Details forms If there is a date in the Kit Sent column against either of the participation categories the kit sent date has been entered on the Registration or Presenter 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 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 Last nvoiced 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 financial activities whether due paid or outstanding The Entered field in the bottom r
417. tep 6 3 Once you re satisfied that this is a genuine new record click on the New button beside the Next button Enter as many of the person s name address and contact details as you have 5 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 screen select the add on that refers to this meeting Remember that you can t enter registration details until you have locked the event fees 6 Open the Reporter screen on the Main Menu select the appropriate add on in the Other section of the screen 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 Exit Summit 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 Main Menu open the Name Badges and Tickets screen by clicking on the Name Badges and Tickets button 2 Click on the Produce Name Badges option button 58 Chapter 2 Scenarios Summit Event Manager Light If you only want to produce new badges 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 Produc
418. tering Events P Event Counter Description Sheet Note Location om Grand Ballroom Date Sunday 13 July 2005 Assigned To Inclusive Function for Full Registrations I Task start the music Discretionary or for Catering Requirements oE Menu Tabled FF AscignedTo Gary Fender H omoked Salman Salad with Dill Mayonnaise Fack of Lamb with Rosemary Jus Strawberries in Cognac in a Chocolate Basket Petits Fours and Coffee Add Ons Covered Equipment Required Cty Equipment Description ri Add On Description p Awards Might Ticket p Overhead Projector Complimentary Awards Might Ticket Lapel Microphone oF 1 ep Lectern Microphone mw op Record 14 4 i F ri r of 4 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 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
419. termediary table produce Word merge letters export information for 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 Youcan 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 lt gt sign in the column to the left of the Position field 250 Chapter 6 Main Menu Summit Event Manager Light 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 r
420. 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 Pil 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 Session SES 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 142 Chapter 4 Setup Summit Event Manager Light Session Status This option shows you how attendance at the session is going in terms of e the number of people who have indicated a preference for the session but haven t been confirmed as
421. 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 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 en
422. the Find by Organisation Outstanding Balances Only button the pull down list would now be reduced to this Find by Family Mame Outstanding Balances Only eine eee Find by Family Mame Available to Allocate ation B Find ei Organisation Outstanding Balances eal O Total Owing fO3 7 Peter Skinner Ace Computer Sellers Pty Ltd 400 00 SLE E LA L sils I A Once you ve located and switched to the desired record the payment can be allocated 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 Click on the OK button to confirm the allocation 68 Chapter 3 How To Summit Event Manager Light How to 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 If the event files are small enough to fit on a single diskette they can be backed up by taking the following steps 1 Insert a diskette in the a or b drive of your computer 2 Open Windows Explorer 3 Locate the eve file you want to back up 4 Click on the ev
423. the Price then select the Price Includes GST option button You cannot enter a percentage The Price and Price with lt GST gt 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 Chapter 4 Setup 129 Summit Event Manager Light 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 with MIE WebLink File box if it s appropriate For more information on MIE WebLink the Internet Registration software please refer to the Internet Assistant in Chapter 5 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 informa
424. the Summit Event Management System To process arrivals at the event manually take the following steps 1 Te amp NN a pP nN 11 Ensure that entry of all registrations payments and payment allocations is as up to date as possible Print or export if badges are being produced externally any name badges not yet produced If desired print off invoices to give to arriving participants who haven t paid for the event Print any desired attendance lists If you will be handing out the system generated Attendance Records to participants print a copy of it Print the Catering Requirements report Print Equipment Requirements reports Print a final pre event Reconciliation Report Print out the Running Sheet 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 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 DEMO 2003 SUMENTE Lignt Demonstrafian Event Registration Desk VVorklist As at Mednesday 29 Way 2002 af 06 79 pm Full At Satchel Name Organisation Owing Registration Event Given Mr Samuel Alberts The Standard Keepers P0 00 Yes Mir Arno Alexander The Health Department P0 00 Yes LO O Mir Brian Armstrong Blue Sky Software 226 00 Yes Mir Paul Aubergine Professional Pe
425. 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 screen 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 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 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 Repeat steps 2 to 8 for tickets but you click on the Produce Tickets option Follow up prese
426. 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 Line 1 Line 2 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 rn sive 3 zu 174 Chapter 6 Main Menu Summit Event Manager Light 7 Cautio
427. 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 Chapter 5 Main Menu 277 Summit Event Manager Light 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 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 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 iss
428. tion the following dialog box will be displayed 12 Chapter 1 Getting Started Summit Event Manager Light Reset Code Library Reference This utility is for resetting the reference to the software code library This utility should be run if pou have recewed a message indicating that the software has encountered a function name that cannot be found when tring to start one of the following products Summit Event Manager Pro Version 3 Summit Event Manager Light Version 10 Summit Contact Manager Version 4 Summit Membership Manager Version 2 Do you want to reset the reference to the software code library If the application you have is listed select Yes if it is not listed select No After selecting Yes select the application for which you wish to reset the code library reference from the Files of type pull down list as shown below Software Location Look in a zeml10 les File name seml mdb Files of type Summit Event Manager Light Version 10 se Cancel summit Event Manager Pro Version 3 semp mo Gummi Event Manager Light Version 10 sent Summit Contact Manager Version 4 scm rndb Summit Membership Manager Version 2 emm mg Once you have selected the application locate the appropriate application file and then click OK The default locations for all the applications are Summit Event Manager Light c seml10 A message will be displayed stating that the c
429. tion 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 People Click to display a report with the names of all people who have registered under this registration type 130 Chapter 4 Setup Summit Event Manager Light Add Ons This option is for maintaining the details of add ons or optional extras associated with the event Add Ons Record 14 4 1 F r LEd of 2 Add On Counter Description Awards Night Ticket Price Price with GST GSI Rate or GST Amount Price F Does Not Include GST C Includes GST Display Sequence Maximum Mumber Ticket Required Registration Type Add On Accompanying Person Add On P Hide Add On on Participation Record Include in MIE VvebLink File J People 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 ma
430. tion in the Sort Tasks By area of the form 202 Chapter 6 Main Menu Summit Event Manager Light 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 Contacts To Be Followed Up Original Contact Ferson Contact Contact With Type Contact Details Do by Date Done b Professor Robert 13 May 02 Hettie Prone Enguiry Dob rang enquired about speaking to send Author s Kit 20 May 02 Mir Gary Bernstein 14 Jul 02 Hettie Gary rang can we furnish him wih some details about our organiza 19 Jul 02 Mr John XBlack 18 Jul 02 Hettie 9 Mohn rang has just heard about event to send Registration Kit 4 Jul 02 Mr Arno Alexander 19 Jul 02 Hettie sXe Arno rang query re his role as Session Chair ta send him Session 21 Jul 02 Mir Samuel Alberts 20 Jul 02 Hettie Sam called needs a second author s kit to be sent ASAP 24 Jul 02 bir Le Roux Gouvie 20 Jul 02 Hettie f Le Roux e mailed wants his plane ticket upgraded to First Class to 22 Jul 02 Refresh CQ Zoom E T Reporter Preview Help fi 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 y
431. 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 instances of that organisation are on file 3 If you re satisfied that the person is not already on file you can search your Master Database by clicking on the M button to the right of the New button Your master database will be either Summit Contact Manager or Summit Membership Manager 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 4 Once you re satisfied that this is a genuine new record click on the New button 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 wi
432. to print a Payments Report You will be asked if you want to include receipts on the report Full Click to edit a payment Chapter 5 Main Menu 283 Summit Event Manager Light Edit Incoming Payments In order to correct minor errors after you ve entered a payment you can edit it through this form Edit Incoming Payments q h sus Pa See A eo Zo Vi WL Payment Amount Payment ype f ma G 1 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 284 Chapter 6 Main Menu Summit Event Manager Light Receipts Reporter This option enables you to produce a report on receipts that have been issued printed Receipts Reporter Restrict ta Receipt Number Restrict ta Payment Number Restrict ta Person Number Restrict to part Family Mame Restrict ta part Organisation Restrict to Receipt Date on or after Restrict ta Receipt Date on or before Restrict ta Total equal to or greater than Restrict to Total equal to or less than a Edit Preview Help 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 In Reporter You
433. to the Welcome Reception e All delegates are entitled to attend the Welcome Reception There are 500 delegates e 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 Fifty people have bought one extra ticket 20 people have bought two extra tickets and one person has bought five extra tickets e 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 d
434. to the terms of this agreement and you advise MIE in writing P Do Not ACCE If you do not accept the Licence Agreement Summit will close If you accept the Licence Agreement Summit asks if you want to display the Agreement next time you open Summit You can elect to say Yes or No most people say No If you select Accept the message box below displayed Unregistered Software i This i an unregistered copy of Summit Event Manager To register this software click on the Register menu at the top of the screen and select Register your software If you have purchased a copy of Summit Light and have been given a Registration Certificate select click on the Register menu at the top left corner of the screen 14 Chapter 1 Getting Started Summit Event Manager Light Summit Event Manager Light DEMO Summit Light Demonstration Event File Event Help Register Exit Register your software ZA et at Vg WF ith he FR Summit E vent Manager Light DEMO Summit Light Demonstration Event The form below where you register your Summit Event Manager software is displayed Software Registration Serial Number Mame Request Mew Serial Humber To register the software enter the serial number and name exactly as they are printed on your Registration Certificate upper and lower case and dashes and then click OK To close this form without registering your software click on the Canc
435. 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 Open the Secretariat Details screen and enter details of the secretariat office address for correspondence and enquiries for this event lf you re having any catering events with fixed tabling open the Tables screen and enter details of each table and its capacity Open the Venue Details screen and enter details of the venue of this event Open the Locations screen 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 Open the Catering Events screen 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 Open the Sessions screen and enter details of the sessions for this event Sessions should be entered after location details have been entered as these must be specified within a session Open the Import Demographics screen on the Utilities 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
436. ton or click directly onto the file name You will be asked whether you want to run the selected program now or save it to disk Select the Save to Disk option The Save As dialogue box will be displayed showing your default save folder Make sure you note into which folder or directory on your computer or network the exe file will be placed Once downloaded disconnect from the web open Windows Explorer and double click on the downloaded exe file The WinZip dialogue box will be displayed The default folder for the files to be unzipped is SEML10 If appropriate change to the folder in which you ve placed Summit Click on the UnZip button On completion close WinZip and close Windows Explorer If you haven t already done so open the Update Summit Software form by clicking on the Update button on the main Summit 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 called either SEMLu udb or SEMLu cdb depending on whether is an update or an overwrite The location will be the SEML10 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 Once Summit has determined that you have a valid update file a report will be prod
437. ts 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 lt date gt 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 nvoice 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 deta
438. u 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 72 Chapter 3 How To Summit Event Manager Light 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 ses
439. u 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 232 Chapter 6 Main Menu Summit Event Manager Light 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 Organisation Name and Registration Type Details This report prints all delegates both full and partial and groups them by organisation 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 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 prog
440. u 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 Textform will be displayed for you to modify the text for the selected participation category Every category can have its own text Form Letter Text for Potential Delegates P Potential delegate form letter text To change this text close the report re open the Form Letters menu select Potential delegates and then click the Edit button This is a memo field so it can hold up to 64 000 characters To create a new line press Enter 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 lt Participation Category gt form to enable you to further select records for form letters based on last form letter sent date and or kit sent date Chapter 5 Main Menu 243 Summit Event Manager Light Send Form Letters To Which Potential Delegates All C with No Delegate Kit
441. uble click in the field This field is used in the report Confirmed Delegates by Advertising Source in Participation Breakdown 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 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 its 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 Atte
442. uce the desired correspondence Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct Exit Summit Back up the event file Analysis of the event 1 From the Main Menu open the Participation Breakdown screen by clicking on the Participation Breakdown button You should produce all of the reports available from this screen 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 On the Main 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 52 Chapter 2 Scenarios Summit Event Manager Light 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 Pa
443. uced showing the objects forms queries tables macros and modules that will be loaded into Summit If you ve made any modifications to an object in Summit you should ensure that you have copies of the objects you ve modified in another place so you can reapply your changes after the update If you haven t made any changes to Summit you can ignore this report by closing It Click on the Complete the update button at the bottom of the form Summit will be updated to the latest version After the update has been completed delete the downloaded exe file Chapter 1 Getting Started 23 Summit Event Manager Light Conventions used within the software The software has been divided into two menus that match the phases of an event These are the Setup Menu and the Main Menu All the functions required for each phase of an event are on the appropriate menu so you dont need to skip around the system The other buttons on the Entry Menu are Utilities Update 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 pr
444. ued 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 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 It checks that each person s registration fee matches his or her registration type It checks that only people with a valid registration type are shown as confirmed attendees It resets each person s amount due for attendee activities based on the above revised registration and add on amounts 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 payme
445. uently Attendees 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 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 screen to open this user manual at the appropriate screen in Chapter 4 Setup Menu In this section each screen is pictured and a detailed account of the screen 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 2 Click on the File button on the Front Menu to open the File screen 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 Update the Event Details screen The key fields to update are Short Name and Full Name for display on the logon menu and correspondence and S
446. ummit Event Manager Pro 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 add ons 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 x 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
447. unt added to it Each registration type can be set up to include a specified amount of GST in the price This information is entered on the Registration Types screen on the Setup menu The GST amounts are calculated automatically as you make changes on the Registration Details screen Add Ons set up on the Add Ons screen on the Setup Menu Each add on can have either a GST either as a percentage or a specific amount added to it Each add on can be set up to include a specified amount of GST in the price This information is entered on the Add Ons screen on the Setup menu The GST amounts are calculated automatically as you make changes on the Add Ons screen Billing Address set up from the Money Menu accessed from the Personal Details screen To allow GST to be claimed by a registered organisation rather than an event attendee all financial documents Receipts Invoice Statements and GST VAT TAX Invoices can have an alternate billing address specified Chapter 4 Setup 113 Summit Event Manager Light REFERENCE FILES Advertising Sources This option is for maintaining a reference file of advertising sources that are used to attract people to the event Advertising Sources Advertising source Advertisement In Trade Journal Include in MIE VwebLink File J 2181215 Mew Delete Listing Help Cancel f Record 14 4 1 rt gt oF 4 The information in this reference file is the source of the entries
448. urces 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 screen on the Main 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 Open the Correspondence Text screen from the Correspondence screen 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 screen is on the Main Menu Open the Name Badge and Ticket screen and click on the Design button to define the name badge style for this event Open the Event Reports screen on the Main Menu and print a Schedule and a Schedule by Location report Check all the information on the reports and change where necessary Open the Lock Event Fees screen on the Utilities Menu and lock the fees into place 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
449. us Accompanying Persons The other choices are used when you want to have different badge styles for different participation categories 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 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 screen 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 Click on the People button to produce an Attendance Listing On the Main Menu select Catering Requirements from the Event Reports screen This will produce a report showing how many people need to be catered for at each caterin
450. ust Account We will transfer all monies due to your bank account after subtracting costs on a daily basis with an e mailed tax invoice summary 224 Chapter 6 Main Menu Summit Event Manager Light Internet Assistant The Internet Assistant is where you control process and monitor registration details received via the Internet Internet Assistant E Mail Checking Oto Reply Setting 2405 02 43047 am Check for Mail Received Since Serer Time C Mone 24 05 02 9 30 47 am Last Mail Check Server Timet Brief 2905 02 6 33 70 pm Last Mail Check Local Time Check Mail Mow Detailed Unprocessed Requests Auto Reply Content Registrations without Payment Wie Edit C Registration without Payment C Registration with Payment Edit 0 Secure Registrations with Payment wiew Edit Process Requests Internet Actnaty Log Mumber of Entries Find Log Entries 29 May 02 Earliest Entry From To Containing Text hPreview 29 May 02 Latest Entry a ol Create Event Wek Internet T ht File Transmission Report Help t The incoming data is kept in a temporary file until you View Edit each request This eliminates the possibility of garbage data being saved onto your database internet Processing Status 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
451. ut 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 304 Glossary Summit Event Manager Pro 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 wo
452. uter 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 Exit Summit Back up the event file Chapter 2 Scenarios 51 Summit Event Manager Light 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 2 3 Open the Personal Details screen Find the person s record 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 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 Open the Correspondence screen and prod
453. vent Only those catering events that have any requirements entered against them are listed Equipment Requirements by Catering Location This report shows all the equipment specified as required for catering events at each location The report is sorted in date and time order of the catering event within each location This report could be used for determining if equipment should be moved from one location to another between catering events Only those catering events that have any requirements entered against them are listed Equipment Requirements by Presentation This report shows the equipment required for each individual presentation The report is sorted in date and time order of the session The report details the standard equipment of each session each presentation within the session and the equipment required for it This report could be used by session monitors to check that all equipment is present and working for each speaker Equipment Requirements by Session This report summarises the equipment required for each session and is divided into standard equipment and equipment for presenters The report is sorted in date and time order of the session and each session is present even if there is no equipment This report is the most useful for determining overall equipment requirements 264 Chapter 6 Main Menu Summit Event Manager Light Equipment Requirements by Session Location This report shows the equipment specified
454. vent open the Profiles screen 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 Open the Secretariat Details screen and enter details of the secretariat office address for correspondence and enquiries for this event If the function has fixed tabling open the Tables screen and enter the details of each table and its capacity Use the cloning function if you have a large number of tables Open the Venue Details screen and enter details of the venue of this event Open the Locations screen and enter details of any locations used at the function Locations are displayed on catering reports equipment reports schedules and in the draft programme Open the Catering Events screen 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 Open the Import Demographics screen from the Utilities 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 screen on the Main Menu and print a full database listing by clicking on the Listing button and use thi
455. vent 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 screen on the utilities Menu and import as much of the structure as will be appropriate for this event If you have imported all the structure from a previous event the following setup steps are only to ensure that the imported information matches the requirements of this event Open the Registration Types and enter one record with any description you wish and a price of 0 00 Open the Add Ons screen 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 Open the Options screen and set any applicable options Open the Secretariat Details screen and enter details of the secretariat office address for correspondence and enquiries for this event Open the Venue Details screen and enter details of the venue of this event Chapter 2 Scenarios 57 Summit Event Manager Light 10 On the Utilities Menu open the Import Demographics screen 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
456. vent 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 non catering 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 Chapter 4 Setup 137 Summit Event Manager Light Equipment Required Cty Equipment Description p Overhead Projector ca 4e Microphone 1 eR Lectern Microphone Do E 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 13 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
457. voices and Adjustment Notes ccccccccseececeeeeeceeeeeeeeeeeseeeeeseeeeeseneeseueesseeseseaeeeseneensaaees 241 Br OI VM SS Sy Stee egress ees reas serine re angst EEE 243 Naine Badges ald ICKCtS 2 csaiesetanasaccnancescsionghasdbanduardaenceasienchasdbancaardianaeadeiendiand 246 Edit Ticket IN ANC S ose ohare Ses ace rn Seat a Sac esi a ata aa oar Aut alee eta catia 249 PRODOMIEI vince nai anatase cate tanseunsale tatadniniqimheleanierae outa Lebhie Gel Shain Gk acute ioletchacal siacshantins 250 GENEA ecescee cig tes ie aE E A E cusses sated aketee scart a a sen dscns desceeueneence 250 Fra UIC AUIOM pesona a a a T e AE a aa AE EE 252 POIG a a a a a a a a a a a e e scessem sen seoeeeetsents 253 Saved QUSE Saas a a a E ET A E E A 254 MUH REJIS taU Noik aa a a a AA 255 MURAG ON na a a a a aaa a a T 256 MUME SESSION oaa a a a a a aa NA 256 Repone r E Male a a a a a O A NA 260 Record BUIK CONTAC airiai aaa a a a N a NA 261 Repone LESUNG OCNOICOS inei a E T 262 E GUDMENCREDONS eraa a aa 264 Equipment Requirements by Catering Event cccccccccsecceceeeeeseeeeeeeeeeseeeesseesesaeeeeseeessneeeees 264 Equipment Requirements by Catering Location ccccccecccceeceeceeeeeseeceseeeceseeeeeseeeeseeeessaeeeees 264 Equipment Requirements by Presentation ccccccceccceececeseeseeeeeeeseeeeseeeeseeesueeseeesaneeseeeesaees 264 Equipment Requirements Dy S SSION cccccceececesececeeeeeeeeeeceeceeseecesseee
458. w the event is going and check that all financial data is correct Print any of the other financial reports you deem necessary Financial Status Outstanding Payments Credit Card Commission Breakdown etc Exit Summit 10 Back up the event file Analysis of the event 1 From the Main Menu open the Participation Breakdown screen You should produce all of the reports available from this screen as they each serve a different purpose Select each report then click on the Graph or Preview button to produce it Each report is explained more fully in Chapter 5 Main Menu On the Main Menu click on the Marketing Breakdown button and 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 40 Chapter 2 Scenarios Summit Event Manager Light 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 participant
459. were marked manually at the registration points Open the Registration Desk 64 Chapter 2 Scenarios Summit Event Manager Light Worklist screen from the Main 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 Exit Summit 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 screen 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
460. who have attended or 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 screen 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 see step 21 Open the Secretariat Details screen from the Setup Menu and enter details of the secretariat office address for correspondence and inquiries for this event If you have your own letterhead this screen may not be necessary lf you re having any catering events with fixed tabling open the Tables screen and enter details of each table and its capacity Use the clone facility if you have a large number of tables Open the Venue Details screen and enter details of the venue of this event These details are shown on the cover of the event programme In the Financial Details section open the Registration Types screen 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
461. 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 1 From the Setup Menu open the Presenter Rules screen Ensure that the check boxes for rules that apply to your event are marked 2 On the Main Menu select Presenter Follow Up from the Event Reports screen 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 Determine catering requirements 1 From the Setup Menu open the Catering Events screen 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 Click on the People button to produce an Attendance Listing 2 On the Main Menu select Catering Requirements from the Event Reports screen This will produce a report showing how many people need to be catered for at each catering event Check that the numbers on the two reports match If not refer to the Catering Events section in Chapter 4 for an explanation Determine equipmen
462. 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 Warning To ensure accurate financial information event registration fees and fees for add on activities must be locked into place before registration can commence Once you have locked these fees and commenced registration these fees can no longer be modified but new fees may be added If you are not certain that these fees should be locked now press the Cancel button If you have not backed up the system prior to locking these fees it is recommended that you exit summit and back up the C semll0 demo eve file before locking fees This will allow you to return the system to a point where fees may once again be modified If you are certain that the fees should now be lacked click on the Lock button If you have already lacked the fees but have not yet commenced registration you can unlock the fees by clicking on the Unlock button Current Status Fees have not yet been locked Registration and add on fees may be modified but delegates cannot be registered Ly Backup f niock amp Lock lea help a BES fees Help x Before you lock the event fees you can create alter and delete registration fees and add on det
463. y 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 meot Click to start the import process 120 Chapter 4 Setup Summit Event Manager Light 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 conf01 eve file was on your c drive in a folder called oldevent you would enter c oldevent conf01 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
464. y 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 lt GST gt 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 lt GST gt fields will always be the same Whichever option above is chosen the system will displ
465. yed 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 gt The current record no alterations have been made E The current record alterations have been made but not saved gt The current record selected for further action Such as deletion X The next available position for entering a new record 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 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 o
466. 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 During During the event the focus is on processing people rapidly as they arrive 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 Main Menu open the Reporter screen 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 screen and delete the line referring to the add on representing this meeting For each person who isn t on the list who did come to the meeting open the Registration Details screen select the add on that refers to this meeting Chapter 2 Scenarios 59 Summit Event Manager Light Gala Dinner A gala dinner or awards night Characteristics Participants may pay to attend May be formally promoted both for participants and audience 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
467. you re satisfied that this is a genuine new record click on the New button beside the Next button Enter as much of the person s name address and contact details as you have If you have accompanying person dietary or other extra information about this person click on the Extra Details button to open the Extra Details screen If the person is expressing interest providing historical participation or profile information click on the EO and Profile button to open the Expression of Interest EOI and Profile Details screen lf the person is registering for the event click on the Registration button to open the Registration Details screen Remember that you can t enter registration details until you have locked the event fees If you have details of a presentation being given by the person click on the Presenter button to open the Presenter Details screen and enter presentation and equipment requirements details lf 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 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 11 12 13 14 15 36 D
468. you say Yes the following screen is displayed Record Bulk Contacts Details Contact Date 16 Jul 00 Sent brochure by e mail Contact vvith Hettie X Help Cancel DobyDate T Chapter 5 Main Menu 261 Summit Event Manager Light 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 Reporter Listing Choices Orientation Favourite Portrart Fortrait Portrait Portrart Fortrait Portrait Portrart Portrart Portrait Landecape Fortrait Landscape Landscape Portrart Portrait Portrart Portrait Portrait d ccompanying Person Mame ccompanying Person Mame and Quantity by Add On ame and Full Address Details by Organization Data Vertical ame and Organisation ame Only ame Plus 1 Column Click on the scroll ame Plus 3 Columns bar for more reports ame Plus 3 Columns ame Plus 5 Columns ame Organisation and Event Details ame Organisation and Quantity by Add On Without Page Breaks eee Z Z Z Z Z Z Z Z Z Z Z Z a D T T T T F T SIES 5 ee a T T T m T T u a ar ol o oala 22 2 i ABE Meee eee a z E ca cn O O D 7 T EEE E aS 5 z 5 T 3 a T w a on om T ry J T 5 JAHE JEEE PARERE T T SE a ta co S S ale s Ojo i 5 5 2 2 olz
469. 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 266 Chapter 6 Main Menu Summit Event Manager Light 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 Chapter 5 Main Menu 267 Summit Event Manager Light Participation Breakdown This option enables you to select reports that break down the attendance at the event in a number of ways Participation Breakdown C Confirmed Delegates by Advertising Source r Participation by Add On TSE Graph Preview

Summit Event Manager Light User Manual

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