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Event Manager Pro

1. Confirmed Exhibitor Form Letter Document Marne CASEMP Formitr doc Potential Sponsor Form Letter Document Name CAS EMP ormitr doc Browse Confirmed sponsor Form Letter Document Mame CASEMPYE ormitr doc se Potential Advertiser Form Letter Document Marne CASEMPFormitr doc Confirmed Advertiser Form Letter Document Mame 0 SEMPFormitr doc w Potential Other Form Letter Document Mame C SENIP SF ormitr doc Confirmed Other Form Letter Document Mame CA SEMPF ormitr doc e SS SSS SS SS SSS SSS eee If you wish to use a different document for each category insert the name of your document in the appropriate field Use the Browse button to find the appropriate document The best method for creating a different document for each category type is to open Formltr doc and Save As a different name This then takes into the new document the correct merge source and merge fields The merge source is a text file called summitmm txt for Summit Mail Merge stored in the product folder SEMP If you re not using Microsoft Word make sure that the setting for Word Processor Executable Program Name on the Global Options form is set to the name of the program that runs your word processor The settings on this form only apply to the current event they are not global across all events 108 Chapter 4 Setup Summit Event Manager Pro system Checking This is wh
2. Export Record to Master DB 190 Chapter 5 Before Summit Event Manager Pro Print Individual Badges This Print button enables you to print a name badge directly from your own label printer attached to your computer In order to connect the two machines you need to insert your own code into the InstantBadge function in InstantBadgeGF module Note you will need Microsoft Access on your machine to achieve this Fill Organisation Details Fit If you click on the Fill button or enter Ctrl F or Ctrl K the following screen will be displayed There is one entry for each unique organisation on file For an organisation to be unique it must have one of the following fields different from the others Organisation Address line 1 Address line 2 Suburb City and State Select the organisation you want by clicking anywhere along the line When you see the black triangle to the left of the required organisation click on the OK button the pull through the details Organisations ACME Industries Po Ame Way FAIRFIELD LD Best Edge Pharmaceutical Supplies 340 St Kilda Boulevard ALBERT PARK WIC Dow Cruz amp Jones Suite 409 1800 West 31st Street NEW YORK My Prime Computer Systems Inc Level 3 581 Main Avenue MILSONS POINT psi Smith Smith Smith amp Jones PY SHVICK ACT The American University Room 2309 Building B 8699 Benth Street FRESNO CA Area Health MERRYLANDS company Level 33
3. 206 warn prevent OVErDOOKING occccccoccccccoccnccnononos 110 Travel IRE DOMCR inconciente ndci sn 315 Unallocate a payment coooconcccnccccncnconnccncnonnnnannnnos 90 Update definitiON cccocconcccnoconcncconnconcncnnnononos 376 Updating SUMMI cas dana 356 US Paper SIZ 6 ill 69 User defined fields cccccncsssceccsseeeceeeeecsessaneees 106 Venue detallS oia croacia aiais oa 98 VIP ddefinitiON ooocccocccccconeccccncccnnoconononanonononons 376 NYS ass hate hE eel he oi ed alae 132 WeDLINk cumpa ed aie ad le costa 264 Where am shortcut key ccoocccoooncononocnnnnanoss 26 WinFax Pro 1 O deans A 112 Wrappers outserts cinco 305
4. 329 Repair event file uni dia 18 Reporter IST Sino 309 Mullad dci a 302 MIUT FEGISTFATION cent is 301 Multi SEOSSIONS ooocccocccnocncocnnonnconcncncncnnncnncnnnnnnnnoos 302 selection SCreen ooocccoccoconccocococnoconoconiconnnnanocanonos 296 Reports Changing MAMGINS associades naea 69 o O a 21 from the Reporter o oooocccccccccccnnccnonccnnnos See Listings output to Excel RTF text 4 HTML o 21 DEALING A A ieee asa tonnes 21 FRE DMATTOCEION nerasi ic 218 Results ESD OMS analice 353 Reverse an allocation cooocccocncocncconicnocnconncnnnnnos 90 Review Status sesionin a a 234 FRIGMEIMOUSE ChCK a 189 ROOM night ccccseeeeeeeeeeeeeeeeeees See Paid room night RUN Mac Oreste ados 355 FRUPIMIIG SINC 6 tail ia 278 ACTA es 375 A pea a Sik reer erent 247 Salutation text setting the formalt cccooonnccococonnconconoconcnnonononoss 111 Satchel detIMION cid is 375 sSatenel label a cil ccoo 305 A ee ee 28 S10 10 Beene ee ee ete ee er eee a er Mee ee ere 278 Schedule by locatioON ooocccoconnncococonoconcnnnnnnos 279 Index 381 Screens definition ooccconnccoonncocnconnncconnnoncnnnors 375 Scroll bars definition oooccooccconnconnncconnnoncnnnor 315 Search by Accompanying Person name 006 26 186 Master datlabase oocccocncoccccccncocnconncnnnoncnononanonnnos 189 Secreta
5. 202 Actual Costs Enty iia taa 341 Add your listing to the Reporter ccccceeeeeseeeeeeeeees 68 Add Ons compared to catering events and sessions 94 dennon mae A TEE 366 AA aA 209 Participation by Add On report c cocccccccncccccncco 358 reference file SCreen occoooccccccnccccnnconcncconocononoss 127 registering Trata 208 A vena teeede een emer aeneae ee 352 Address format cccccsececeececeecesseeeeseeeeseneesaaees 111 Address labels viii tia 246 CHANGING statione Vii es 102 printing from the Reporter occccocccccccccoccnconcnco 305 Adjustment notes change reason oocccooccccncnnononccnonnnnanononcnnnnancnnnanonas 338 COIV ONIN cet cee ete eae eo 339 generate but don t print ocooonocconononrcnanonennnos 338 printing and deleting oocccoccccoocnconcncnnoconnncoss 219 A aaah daencearakie eitinedonteiad 287 NOME ni ia 338 set default reaSON cccccsseecceeeeeceeeeesseeeeeseees 113 set prompt for alternative reason when generating A seat chee tedden teat E EE 113 start again from scratch ococoocccccccccnconccnncnncnnnnnns 339 Advertiser confirmation letter oocccocccccccnccocnncccnnonaconon 285 defining the TUS ui 179 366 trade details TO Mis tias 226 Advertisers entry Of detalls cui eee 226 INDEX Advertising sources Confirmed Delegates by Advertising Source 357 entry against an attendee
6. cooooccccoccncccncncconnnonocononanononanncnnncncnononononos 117 Import from a Microsoft Excel Spreadsheet ooccccoccccccncncccccoconnnononononnnnnnnnnnononnnononnnconcnononons 118 Import from a Comma Delimited Text File oooccccoccccccnnccccnncccnnnconcnncnncnnonononnnnncnonononononos 118 Import from a Microsoft Access Database ccooccnccccccccccncconcnconcnnononnononnnonnnnnnnnnnnnnnnnnonnnononenonanens 119 HA eee ee en ere eg ee aS ees ea ee eee 119 A tig er ete etn era ere tee a reece A yee eee een er ane ee ee 120 MOOT AAA e e o E OO Ge Site Sate chee tala cen hl coats 122 IMPOR OFGAMiSCl TASKS bue toalla 123 FINANCIAL DETAILS dad ao 124 REegIstratiO TV DCS wculeintecais sniesaic sndwedtenntostiacsdeodieantesiicenimonicsnteshicsateotiasaiqsueaniueiees 124 Budget Calculation Seuing Sia A Mee A AV ke 126 A A 127 LOC EVENLESO Sas 130 Ban KING Detalla 131 Payment IDO Sussie 132 A A 134 Table of Contents ii Summit Event Manager Pro Rade og te trgtestan a a a a seh stonamastnelae 134 Registration Types Add Ons and Catering EVenNtS ooccccocccncccoccncononcnncnnanononnnnonononnnnnnoncnnonnanenoos 134 PAGO ca otis eatin ON 136 A o a 136 A A 137 Travel and Accommodation occcconnncccccnconcnnconcnnnoncnonnncncnnannnnnrnnonnrnnnnnrnrrnrnnrnnnnrrnnrnrrnnrnrrnnrinnnranennss 137 Fl ES AAA Sn PO IN O o sedeno ts A paciaarets 138 Other Variable Costs siii Ad adn 138 Other Fixed COSSIO A A o ir Ea 1
7. 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 Friday 6 February 2010 Payment Number Electronic Receipt Number Date Recelved b Feb 10 Payment Amount pd 040 50 Date Banked A Unallocated Amount 0 00 Payment Type Cheque Cheque Details Drawer The Corporate Chemical Company Bank Commonwealth Bank of Australia Branch Collins Street Cheque Number 000345795 Credit Card Details Cardholders Mame The Corporate Chemical Company Credit Gard Number Order Type Telephone Order Authorisation Number Mail Order Expiry Date C Sales Voucher Comments e KV Help Cancel q Record I4 4 1 of 11 Filtered 330 Chapter 5 Before Summit Event Manager Pro 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 Pr Date to print on bank deposit slips and credi
8. Right Mouse Click Filter by Form Within all forms you can right mouse click to display the sub menu By using this short cut or context menu you can filter the form cut and paste and well as sort on any field Master Record Display m By clicking on the Mv 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 Find by smith Family Mame op PIN 1 Title Mr Given Na e William Master DB Record Search This form below is displayed when you are in the Personal Details form and want to import records from a master database Enter the name of the person you are looking for Click on the M button under Find by Family Name to search your master database for all records beginning with that family name or click on the M button under Find by Organisation to search your master database for all records where Organisation contains that organisation Chapter 5 Before 189 Summit Event Manager Pro records located with surname beginning with Smith Mr Graham Smith Work Address Home Address Other Address Position Division Organisation Setti OO O O street Line 2 34 Lilly Street Suburb or City WATTLE PARK w State Postal Code 3128 Country AUSTRALIA Mobile Phone Direct Phone 03 4555 40014 Reception Web Date Entered 07 Oct 99 Impor
9. 368 Confirmed presenter definition oo 368 Confirmed sponsor definition ccoococcccocncc 368 Contact details TOONUD Jie rise add cae elas sedi Gatun ode 249 CONCE DCS ui cit dias 144 Contacts record from the Reporter occccooccccccccccoinciconcnnnno 308 Contacts Report mica ae ees 250 A at arsetacd Ses hicine attest tetatia see ta haee feed 249 Context MENU ccccsececeseecceeeecaseesaeeesceseeesaeeesnees 189 CONVENIOS aii tia 2 CODY ACU WINY sows terse iio 244 Copy Activity PUNOM veian 193 Correspondence for the ONE person oocccocccccncnccncncconnnononnocnonnnnnanonos 238 A a rt Oonere a nen ort One anit err oe 282 378 Index Summit Event Manager Pro to groups Of people occooccccccncccccnccocccccccncnncnnnnnnnos 281 UIT A N 104 rh Ol header asinarse ia a nai 104 turn off or on PIN number inclusion 104 Counting PeCOrdOS ooocccccoccccccoccncomencnnnnnnononnncnnononrnnnnnnnos 74 Create Event Programme data entry SCIeeN oocconcccncconecccocnccanocacnnnanononannnns 254 Create refund assi n deh oe eter dla 222 Credit card commissions breakdown report ccceeeeeeees 328 VUE carne cata A o SN 196 SUMMAE S ox ee On eee se IR ae cae 330 Credit card details storing from internet registration 105 Credit notes iooccccccoconcccncocono See Adjustment notes Currency changing the
10. Select the Report Format you wish to use You can have up to five columns plus the person s name Selected what data you want shown in each column by clicking on the pull down list on the right of the Column 7 6 combo boxes These fields are limit to list if you get stuck in an error loop press the ESC key on your keyboard Select what you would like to group the data by for example you might like to group your listing by State Decide whether or not you need the system to count the number of delegates in each group 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 If you choose New Registrations you can enter a date from which all new registrations will be listed If you choose New Cancellations you can enter a date from which all new cancellations will be listed Click on the Label button The labels will use the stationery selected in Global Options on the Setup Menu Toolbar Buttons El E Click to run the report to the screen i e this report layout has no page breaks ES Screen Listing Confirmed Delegates po fame po Financial Group Accompanying Person Full Name Mr William Bagging Mo F
11. This function is also available from the Money Menu on the Personal Details form Toolbar Buttons lu Click to delete the displayed receipt and reverse the allocation 334 Chapter 5 Before Summit Event Manager Pro Preview Click to reprint the selected receipt Chapter 5 Before 335 Summit Event Manager Pro 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 ta Payments recetved on or after Restrict to Payments recelved on or before Restrict to 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 to part Bank details Restrict to Cheque Number equal to Restrict ta part Granch details Restrict ta Card Number equal to Restrict ta Authorisation Number equal to Restrict ta Expiry Date equal to z ra a 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 paymen
12. Before Click on the Before button to Contact register and record the details of delegates presenters exhibitors advertisers and sponsors Enter allocate and bank payments produce receipts and invoices Enter travel transfer and accommodation bookings produce rooming lists and travel reports View and apply internet registrations Track event organisation tasks Develop and print the event programme Produce a schedule and a running sheet Produce or export name badges and tickets Determine catering and equipment requirements Produce tabling and seating lists Chapter 1 Getting Started 15 Summit Event Manager Pro Ms During Click on the During button to e Process arrivals and queries e Determine and score results of competitions and tournaments e Produce attendance forms After Click on the After button to e Follow up people who registered and didn t attend and or didn t collect their satchel Produce reports and graphs that break down and analyse attendance and participation Fil Click on the File button to e Create a new event open another event or to repair and compact an event file Y Help Click on the Help button to e Display the on line documentation for Summit hs Em Click on the Exit button to e Click to quit and close down Summit If you ve marked the field Prompt for Calculation of Participation Statistics When Closing an Event in Global Options you will b
13. Database Table Participation ACCESS Breakdown Marketing Run Macro Breakdown Install Custom incomplete Update Participation Financials Payments In Financial Reports Payments In Reporter Payments Out Allocate Payments Banking Run Receipts Reporter Tax Invoices Reporter Payments Out Reporter Chapter 7 After 354 Summit Event Manager Pro 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 This will allow you to directly edit a table in the event database You should only proceed if you know the name of the table and the exact details of the changes you wish to make Mote that if you make incorrect changes or deletions you can corrupt the event file Do you wish bo proceed Run Macro This utility can run specialised macros and should only be used under the direct supervision of your qualified support centre Run Macro Check MisAllocatians Clean Table Copy Ticket Mares to Tabling and Seating Create Custom Update File Delete All Postcodes Global Form Currency Format Change Global Form Format Change Global Form Time Format Change Chapter 7 After 355 Summit Event Manager Pro Install Custom Update When you click on the Install Custom Update button the following form is displayed This o
14. The import process will then give you the choice of importing the profile settings of the records from the previous event The importing of profiles has the potential to either save or create a large amount of extra data entry work It is recommended that you use the following guidelines when deciding whether or not to import profiles Do not import profiles if 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 and sponsors will be converted into past presenters and past sponsors Following conversion of parti
15. 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 If you re uncertain what a particular format looks like or want to modify it or create a new format click on the Design button to open the Name Badge and Ticket Design form 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 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 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 work
16. ACME Industries ACME Industries DEMO DEMO Summit Event War Peter Fox ACME Industries ACME Industrie DEMO DEM Summit Event DEMO Summit Event Mar Katie Fox CME Industries World Wide Sof CIERTO DEMO Summit Event MariJohn Hound world Wide Software Help Cancel Record CEM 13 MALE Jof 13 Edit any information you like then click on the y OKI button to continue with the process lf 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 Before 293 Summit Event Manager Pro 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 Export To dBase 5 0 dBase Ill dBase M Lotus 1 2 3 AAKT Lotus 1 2 3 MK Microsoft Access Enare Caco ISL En LP pl i Show Field Names in First Row Help Cancel OK You will be asked the name of the file you want to export the name badge or ticket information to Once the data has been exported a Data Export report is printed This report contains the details of the export the filename format number of records etc and can be given to the recipient of the diskette 0 After you have exported or printed the name badges or tickets you will be
17. Chapter 3 How To Summit Event Manager Pro 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 T 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 black as shown below Equipment Re Code Description At Lecturn p Lectern Microjar 1 1 Overhead Proje 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 Equipment Requil Cty Code Description b Overhead Projector Chapter 3 How To 81 Summit Event Manager Pro How to Find a Postcode or Suburb City On any form with an address you can double click on Suburb City field to choose from pull down list also updates state and postcode You can also
18. Click on the OK button to run the tabling process Click on the Cancel button if you don t want to continue Click to drill down to the Personal Details form for the currently selected person Chapter 5 Before 261 Summit Event Manager Pro Listing Click to choose from a number of different reports on tabling and seating Tabling and Seating Listing Choices Listing Contents Orientation Favourite A Table Usage and Capacity Jw fall Attendees by Family Mame Attendees by Family Mame with Their Guests Portrait Portrait Portrait y Portrait a Portrait Portrait Portrait Portrait Portrait r Portrait E Portrait Portrait Portrait r Portrait l Portrait 3 Portrait People by Organisation with table number hiding people not yet allocated to a table Portrait E People by Organization vith table number showing people not yet allocated to a table J People by Seat number hiding people not yet allocated a seat People by Seat number showing people not vet allocated a seat People by Table number with organisation and table details version 9 23 or higher People by Table number with organization table details and Profiles showing people not yet allocated to a table FP E 7 Attendees by Primary Person s Organisation with their Guests ame Badges ame Badges vithout Table Number eople by Family name vith seat number hiding people not yet allocated a seat eople by Family name with seat num
19. Payment Amount 235 00 p E Date Received 05 May 09 ER oa i ocate Payment Type Cheque Details Drawer Bank Commonwealth Bank of Australia Ww Branch Collins Street Cheque Number 3663552 Credit Card Details Cardholders Mame The Corporate Chemical Company Credit Card Number Authorisation Number Expiry Date Order Type C Telephone Order f flail Order f Sales Voucher Comments Allocate x Td To enter a payment take the following steps Open the Payment Entry form from the Personal Details form by clicking on the Money Menu button then the Enter a Payment button 1 Enter the amount of the payment into the Payment Amount field It s not necessary to enter the etc as the system will insert your currency based on your Windows setting for you You can enter a negative amount to indicate a refund or a reversal If you ve entered a negative amount you will be required to enter an explanation in the Comments field for example to whom does this payment belong and why it is being entered This can be helpful later when reading the associated reports 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
20. Programme Click to print a draft programme based on the information currently in the Programmer Event Details and Venue Details forms lf 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 Status all E Click to open the Abstract Status form See the Abstract Status topic further on Review Status Click to open the Review Status form See the Abstract Review Status further on Presentation Status i Click to print a report on the status of all presentations This report can also be run from Event Reports Presenter Follow Up Click to print the Presenter Follow Up report This report can also be run from Event Reports i Click to open the Personal Details form for the person whose presentation is currently selected 256 Chapter 5 Before Summit Event Manager Pro re Preview Click to print a report that shows the information on the Programmer form sorted in the same order Abstract Status This option called from the Programmer form enables you to alter the status of an abstract or presentation Abstract Status Mame Abstract T
21. Summit Event Manager Pro User Manual MIE Software 1999 2013 COPYRIGHT MIE Software Pty Ltd Summit Event Manager Pro Version 9 88 October 2013 All rights reserved TRADEMARKS Summit and Microsoft Microsoft Windows XP Windows Vista Windows 7 Windows 8 Microsoft Access Outlook Microsoft Word and Microsoft Excel are registered trademarks of Microsoft Corporation To run Summit Event Management System under Microsoft Windows you need to license and install Microsoft Windows Summit and Australia Post The Australian postcode database has been reproduced from a database supplied by Australia Post The database remains at all times the property of Australia Post and reproduction is prohibited without the permission of Australia Post Australia Post shall not be liable for any loss or damage of any kind whatsoever including without limitation any loss of profit indirect consequential or incidental loss or damage arising from any act or omission whether negligent or otherwise or from any use of or reliance placed on the contents of the database Manual written and printed in Australia Any comments or queries regarding this manual should be directed to MIE Software Pty Ltd E Mail info miesoftware com Web Page www miesoftware com CONTENTS CHAPTER GETTING STARTED mida A 1 System Requirements sacan a o o o e end 2 a cr do O 2 Mandatory Operating Environment Components
22. Summit Event Manager Pro 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 Salutation Text Dear Message Subject Message Subject Message Body of message 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 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 Textthen 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 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
23. Ticket Format Default Badge With Picture ala 2 Design Previews Help 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 Lc Click to view and print the tickets for the displayed person You will be asked if you want to change any of the information on the tickets prior to printing them If you say Yes the Edit Badge or Ticket detail form is displayed Change any detail you require then click on the OK button to complete the printing process Your Your tego DEMO rogo DEMO Freda Smith Wiliam Smith The Corporate Chemical Company The Corporate Chemical Compa rn MA EOU RHE MELEOURKE Click to open the Name Badge and Ticket Design form Chapter 5 Before 237 Summit Event Manager Pro Individual Correspondence This option allows you to both edit and produce the standard correspondence for all categories of participation at your event Unlike the main Correspondence form from this form you will produce correspondence only for the person currently selected on the Perso
24. 32 33 34 35 Summit Event Manager Pro Open the Event Reports form on the Before Menu and print a Schedule and a Schedule by Location report These reports show the skeleton of the event by printing the catering events and the sessions in chronological sequence to ensure neither overlap Open the Event Reports form on the Before Menu and print a draft expression of interest form a draft registration form and a draft front page These are used to ensure all the details you ve entered so far tally with your registration brochure or can be used as the basis for preparing your registration brochure Check all the information on the reports created above and change where necessary Open the Templates form and select any templates you may wish to use in the organisation of your 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 on the Setup Menu open the Lock Event Fees form and lock the fees into place You won t be able to register delegates until event fees have been locked Once locked event fees may be unlocked only if you haven t started registering people Once you have started registering people event fees can no longer be unlocked Before This section is divided into two sections The first section shows how to process expressions of interest registrations and other incoming information in regular data entry sessions These sessions might be
25. AA PA 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 sponsor then had his record imported to this event he would be shown as a past delegate and a past sponsor Last Imported Event Other Involvernent Details D O O S O O O ea O a G O O O G G O O EA The Last Imported Event area of the form shows the event from that this person s information was most recently imported If this area of the form is blank the Participated as a information has been entered manually not imported You may mark or clear the Participated as a check boxes for manually entered records or when imported historical information becomes outdated For example if Jim Smith was a sponsor five events ago and has not been one since you might want to clear the Participated as a Sponsor check box so that he was no longer selected with other past sponsors Once you ve cleared a Previous Event s check box the person will no longer be shown as a past participant in that participation category when the demographics are imported for a new event People will be shown i
26. Change current field to lower case Change current field to Title Case Undoing Changes Ctrl Z or Alt Backspace Undo typing Esc Undo changes in the current field or current record If both have been changed press Esc twice to undo changes first in the current field and then in the current record Moving Around Right Arrow gt Ctrl gt End Ctri End Left Arrow lt Ctrl lt Home CtrltHome Tab gt or Enter Shift Tab F5 F6 Ctril 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 Alte Down Arrow 4 Page Down Up Arrow 1 Page Up Tab Open close a combo box or list box Move down one l
27. Group Invoices A A 288 A see eater ee on en eerie neNer coer ere 220 Group receipt INdividUal coooocccoccnccccncconnnccnnnccncnnconcncnnnnonnnnonons 220 Group Receipts UI ir de eters 288 Group Tax Invoices A A een eer ene ee 288 A a ere sme mer See Ree 220 O N 224 GST QUES TOR BAS osease dd 328 Payment Receipts and Payments report 328 Seng UD i a e te 113 Guest name on Table Listing ooocccconnccoccncnncnnnnos 259 Hotel ici rd ias See Accommodation Hotel booking warn prevent OVerbooking oocccccoccccccoccncccoccnnnnos 109 Housekeeping definition oocccccocccnccoccnncnocnncnnos 371 HTML GETING OM tt tia dais 371 CONSI Nc lee eee 371 Import GEMOGFAD MICS osre eiee A 115 demographics table cccccceseeeeeeeeeeeeeeeeeeeens 120 from a comma delimited text file 118 from a previous event that used this software 116 from a Summit data Collector file 116 from ACCESS aiee aee e ei a a a 119 from another MIE Software application 117 TOM Excel o ot she SN oie 118 SINUCIUNG ira 122 IMP labels 120 Income Reconciliation report oocccoccccocnconncnn 328 Incomplete Participation report ooocccocccocncocncn 361 In house conference SCenarlO occccocccccocncconcncconnnnnos 38 Interchange table demographic Content oocccooccccncccconcnconcnnnnonnnnnn
28. Portrait Portrait Portrait A Preview Help Ext v Abstract Booklet This report includes all selected abstracts in a booklet form Abstract Booklet with Presenter Biographies This report includes all selected abstracts in a booklet form with additional biographies if present 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 Abstracts in Review amp Abstracts in Review One Per Page This report lists the status of all abstracts in review either all together or one per page Blind Abstracts These two reports list the all abstracts but only lists the abstract number the title and the abstract text so that reviewers are not influenced by the author 320 Chapter 5 Before Summit Event Manager Pro Export Presentations This enables you to export all your presentations Presentation Status by Presenter This report lists every presentation in this event and against each one prints what is known about it and what its status is The report is sorted by the presenter s family name then given name This report can also be run from within the Programmer form Presenter Abstra
29. Potential Exhibitors are individuals or organisations who wish to take part in the current event as exhibitors but are not confirmed When you mark a person or organisation as having expressed interest in being an exhibitor on the Expression of Interest EOI and Profile form they are marked as a Potential presenter When you confirm them as an exhibitor on the Trade Details form they are automatically changed from a Potential to a Confirmed exhibitor Potential other involvement Potential Other Involvement are individuals or organisations who wish to take part in the current event in a user defined other category but are not confirmed When you mark a person or organisation as having expressed interest in being an other category on the Expression of Interest EOI and Profile form they are marked as a Potential other When you confirm them as an other on the Other Involvement Details form they are automatically changed from Potential to a Confirmed other Glossary 373 Summit Event Manager Pro Potential presenter Potential Presenters are individuals or organisations who wish to take part in the current event as presenters but are not confirmed When you mark a person or organisation as having expressed interest in being a presenter on the Expression of Interest EOI and Profile form they are marked as a Potential presenter When you confirm them as a presenter on the Presenter Details or Programmer forms they are automatically cha
30. Registration button to open the Registration Details form Cancel the registration and or reduce the add ons until the registration details match his or her revised involvement To cancel a registration click on the Cancel Registration button in the toolbar This has the effect of emptying the Registration Type field and reducing the registration fee to zero For more information on deleting an add on refer to the Deleting Records topic in this chapter 4 If you re going to impose a cancellation fee enter the amount in the PLUS lt Additional Charges gt field with details of the cancellation charges in the lt Additional Charges gt Reason field i Early Member 415 00 4000 OL Registration Type Registration Total Add Ons LESS Discount PLUS Additional Charges Amount Due Additional GST Total Amount Due Paid To Date Discount Reason Full Additional Charges Reason This field or prompt can be defined by you to be anything you wish for example you could call it Cancellation Fee or Administration Charges etc You can change it by clicking on the User Defined tab in the Event Options form in the Setup Menu The default is Additional Charges i e this is what this field is called when you first install Summit 5 When you ve made all the changes you wish the form should look like the following If the person is cancelling coming to the event there should be a Total Amount Due of zero
31. The Highland 1101 Collins Street MELBOURNE 175 High Crescent NORTH SYDNEY The International Pharmacological Insti n N of Rue du General de PARIS The International Pharmacological Instibisuite 45 141 McKinnon Street MELBOURNE The Royal Hospital so Main Street The Royal Hospital Lidcombe Campus 851 High Drive LIDCOMBE Worl Wide Ace Drug Company Level 59 15 Collins Street MELBOURNE Toolbar Buttons All these forms are described further under their own headings Click to open the Expression of Interest EOI and Profile form to enter potential participation and profile details and to see the type of involvement this person had in past events Extra Detail oT ae Click to open the Extra Details form It s here you enter the accompanying person details passport and credit card details diet etc for this person Click to enter a hotel booking for this person Click to enter a travel or transfer booking for this person Chapter 5 Before 191 Summit Event Manager Pro O 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 Money hi Click to open the Money Menu This menu has the following buttons Enter a Payment EF Click to open the Payment Entry form to enter a payment Allocate Payment 5
32. and buttons to match the size of the picture frame to the size of the picture Mame Badge and Ticket Design 3 Formatting and determining the content of the lines on the badge or ticket The final step in badge or ticket design is to determine how many lines of information you want where you want them what you want to appear on each line and the appearance of each line To do this take the following steps 1 Click on the button corresponding to the line you wish to work on You can have up to five details lines per badge Line Hide Size Position iinei Width Lett Margin Line 2 Height Top Margin Content Event Long Name Text ort v se alele F y ESE al Text Colour Background Colour CUM CO AAA Transparent 2 The line you re currently working on will be highlighted with a thick black border If you re creating a new line it will not be visible until you increase its width and height If you don t wish to have this line on your badge or ticket mark the Hide check box 3 Use the Width Height Left Margin and Top Margin or buttons to set the size of the line and its position on the badge lf 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 s
33. be Catering Catering events can occur within the main event programme for example morning tea lunch and afternoon tea during the conference or in conjunction with add ons for example a welcome reception optional conference dinner or a supper following a social programme function As catering events are not linked directly to event fees there is no restriction on the creation modification or deletion of catering events based on whether or not event fees have been locked The number of people to be catered for at each event is shown in the Catering Budget section of the form and on the Catering Requirements report To create a new catering event take the following steps 1 Open the Catering Events form from the Setup Menu and click on the New button 2 Enter a description of the catering event in the Description field This is the description that will appear in the Draft Programme Schedule and Schedule by Location and Catering Requirements reports 3 Select the location of this catering event from the pull down list for the Location field If you need to add a new location double click in the Location field 4 Enter the date start time and end time of the function in the Date Start Time and End Time fields Click on the calendar to the right of the date field if required Chapter 4 Setup 159 10 11 12 Summit Event Manager Pro If all participants in this event are entitled to go to this function ma
34. 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 Include an add on in the programme Only sessions and catering events appear in the programme so you ll have to create a new session to cover the date time and location of the add on using the Sessions form Create a new Session Type if necessary Remove a session from the programme Move any presentations currently allocated to that session to another session Delete the session using the Sessions form Sessions can t be deleted if there are presentations still allocated to them To find out if this is the case click on the Presentations in Sessions button on the Sessions form Change the order of a session in the programme If there ar
35. following fields that can be entered in this form or the Extra Details form Smoker Room Number Frequent Flyer Details Special Diet and Credit Card Details if the check box Give C Card Details to Hotel is marked This means for fields like Special Diet you only have to enter Chapter 5 Before 199 Summit Event Manager Pro them once against the person and they can be reported on all travel and accommodation reports 16 If the accompanying person entered in the Extra Details form is staying with the primary person mark the Will be sharing with the nominated Accompanying Person check box and enter any special requests or requirements in the Accompanying Person Accommodation Requirements field These details are reported in the Accompanying Person column in the Accommodation Requirements reports as well as Special Diet Smoker and Details of Others Accompanying 17 In Accommodation Instructions enter any instructions you want to give to this person regarding this hotel booking This information is printed on the confirmation letters and itineraries 18 If you mark the s looking to share a room and cost with somebody check box this person will appear on the Unallocated Share Requests report until you clear this box This field is used only for those people who are looking to find someone with whom to share a room and costs 19 If a person is sharing with another person who is not the nominated accompanying person in the Sharing Wi
36. 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 FError displayed as you have interrupted the system before processing is complete If Outstanding has an error the money menu will not function correctly If this happens close the money menu by clicking on the Exit button Then close and re open the Personal Details screen Name Badges Don t Fit Properly on Stationery There are four possible causes 1 Your printer setup is for a different type of stationery The majority of name badges are set up for A4 Portrait Check that your printer setup does not indicate Letter or other paper size 2 The height settings on one or more of the name badge lines is too great For reasons that we have not yet been able to determine increasing the height of lines can cause badges and tickets to increase in depth over their actual size If you are having this problem reduce the height of the text lines on the name badge or ticket 3 The margins on the badge layout are smaller than your 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
37. oocconcccccncccncooncnncnnos 185 reference file SCreen onccconcccconcncconnnoconnncncnnnonos 140 ALIGNING TEO Sia cat ds 69 Allocate payments one payment covering many people 216 setting the auto allocate feature 104 Allocating payments from personal details screen ooccooccconnconnnon 216 from the Men Usera cbc lola 324 person UNKNOWN cooccoccccncncocccnncncncncnnnnnncnnnnnnonncnnnonos 70 American EXPreSsS 4 6 esis oe to 132 American Letter paper ccccscccseeceeeeeeeseeeseeeeaes 69 Analysis Marketing Breakdown report cccseeeeeeeeeeeeees 359 Progressive participation reports ccoocccooccc 322 Application definitiON ooccococccconcnccccncnncnnnnno 366 A N 26 terminal Server environment ccccceeeeseeee sees 26 At conference definition cooocccoccncoccnccocnnnono 366 Attendance Certificates oocococccccccnoconocencnononos 274 Attendance TECONG enosn akrana 353 A a e ante cdate cts ant Ceyoutee 221 Auto allocate definitiON ooocococcncconnnoncnnnono 366 AUTO Ta Dle ea 260 A rr on fe ne A 71 A te aS See Name badges Bank deposit SlipS ticos torretas 330 BAnkCald cccccccceecceeeeceeeeeeeeaeeeseeeeeeeeseeeseeesaeeeseeess 132 Banking details cita a iaa 131 A cer tcraradaeedet cubes unatuenplreret 330 redo Tr ACC ale nr 332 Billing address
38. or pressing on the ALT key and the underlined letter Summit Event Manager Pro Summi File Event Register Web Resourc amp x On Line Help System Where am I About Summit MIE on the web e On Line Help System is the table of contents to the help documentation Click on the area you d like to see E Summit Event Manager Help Hide Back Frin Options Contents Index Search Favorites Type in the keyword to find H e p Co nte nts CO Setup Event secretariat name venue financial structure and other List Topics details Reference files Exhibitor rules Presenter rules Options Name badge design Import utilities Select Topic to display Before Contacting and registering delegates presenters exhibitors advertisers and sponsors Payments banking allocations receipts and invoices Accommodation bookings Conference organisation and programme development Tabling and seating During Processing arrivals and queries Payments allocations receipts and invoices Catering requirements After Payments banking allocations receipts and invoices Attendance and participation analysis Getting Started Troubleshooting Guide Chapter 1 Getting Started 23 Summit Event Manager Pro e Where am will tell you which event you re currently working on the short name the long name and the event file name and its path You can send this information directly to MIE Sof
39. 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 Presenter 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 Enter any further information or comments in the Notes field This information is printed on the Session Chair Report 232 Chapter 5 Before Summit Event Manager Pro 18 19 20 21 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 In the Equipment Required area of the form enter the quantity and description of each piece of equipment required for this presentation Bear in mind that each session can have its own standard pieces of equipment The Equipment Required section of the form always refers to the currently selected presentation as indicated by the record selector bar the black triangle in the Presentation Details section of the form Select the equipment from the pull down list in the Equipment field The number in the Equipment field
40. re Alternate Standard Label Font w Custom Reporter Label Report Mame Custom Reporter Labels per Sheet 0 Last Day of the Working Week Friday SMS Country Australia Default Correspondence Method 3 E Mail Report Preview Format for Access 2007 20105 w Report View Delay Between Multiple E Mails seconds To define the global options that every event using Summit will use take the following steps 1 If you mark Prompt for Calculation of Participation Statistics When Closing an Event check box if there are no participation statistics for that date Summit will ask you whether or not you wish participation statistics calculated as you exit an event As these are calculated automatically whenever you run an Interest To Date report this box is normally not marked unless you want to be able to see how the level of participation varied each day or each week leading up to the event To collect these Summit counts the number of people who are marked as potential and confirmed in each participation category These are reported in the Progressive Participation Reports 2 If you mark Check the Organiser Task List When Opening an Event check box when you open an event Summit will check the task list on the Organiser form for tasks that are unassigned late starting or late finishing in relation to that event and display a summary It 100 Chapter 4 Setup Summit Event Manager Pro 10 11 12 13 14 15 will also summar
41. re dealing with group bookings The Usual Travel Details Travel Type Flight or Transfer Travel Number 8 27 Oct 10 DU 88 Departure Date 27 Oct 10 BB Wednesday Departing From sydney Arrival Date emess Time 935pm Arriving At Carrier 4 Mirgin Blue Flight Trip Mumber DJ 88 Wisa Required p Fare Basis Passport Required 7 PRRLocator Number Be Travelling with the Accompanying Person D Class Economy Number of Tickets Total Amount Due 275 00 Cost Per Ticket 25 00 GST Rate or GST Amount 50 00 Price 6 Does Mot Include GST C Includes GST surcharge Refer to the Travel Details section in Chapter 5 Before for all the rules relating to entering a travel booking Record 14 4 Chapter 4 Setup 181 CHAPTER 5 BEFORE This chapter describes the options on the Before Menu These options enable you to e register and record the requirements of delegates presenters exhibitors advertisers and sponsors e retrieve expressions of interest registrations demographic updates and speaker information from the internet e correspond with your event participants e record all contacts made with your event participants e enter allocate and bank payments e produce receipts and invoices individually and in batches e enter travel and accommodation details e track event organisation tasks e develop the event programme e produce a schedule and a running sheet e produce a draft expression of in
42. 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 can produce incorrect figures where you want all instances of an add on to be included and there is more than one add on For example assume you had a gala dinner with one add on being an additional adult ticket and another add on being an additional child ticket and a person orders one additional adult ticket and one additional child ticket In this case the Catering Requirements report would follow its normal processing method and only add one to the number of people requiring the dinn
43. the following steps would be taken 1 The Inclusive Function for Full Registrations check box would be marked as all delegates are entitled to attend 2 It was thought that 100 people who were entitled would not attend so 100 was entered into the Discretionary or for Catering Requirements field 3 In the Add Ons Covered section of the form the add on called Extra Welcome Reception Ticket was selected from the combo box 4 When the Catering Requirements report is run it will show that 495 people need to be catered for at the Welcome Reception Catering events are displayed on the draft programme Schedule Schedule by Location and Running Sheet In the draft programme catering events are displayed with the Description as the heading The following line contains in the following order Location Start Time and End Time If an Additional Description for Programme has been entered this will follow on the next line Toolbar Buttons Menus Click to produce a report of the menus for each catering event Refresh Actual Attendance Click to refresh the actual number attending the event This may need to be done if you ve added a new add on copy el terna 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 People Function Attendance Listing Click to produce a report of all people entitled to attend the displayed cat
44. 0 00 Payment Date b Feb 10 EA Supplier GST Amt in Payment 0 00 Payment Type Cheque Notes 2 Clear Disbursements Cheque Number RN a Accommodation Exhibition Booths A 0 00 z0 ool Accommodation B 0 00 0 00 Travel 0 00 Paid To Date This Payment 90 00 0 00 0 00 0 00 GST Paid To Date This Payment 000 9090 pes BP Ah Other Variable Costs Paid To Date This Payment Other Fixed Costs Paid To Date This Payment Arochure production per unit 0 00 0 00 b Eecretariat taxlphone stationeryiphoto 30 00 0 00 gt ii allout cost per brochure cincluding er 0 00 0 00 Fite inspection travel and accommodat 30 00 30 00 Preliminary programme production 0 00 0 00 ent management fee 30 00 EF allout cost per preliminary programme 0 00 0 00 am ventiregistration desk staff salaries 30 00 m inal programme production 0 00 0 00 E aff travel 0 00 allout cost per final programme inclu 0 00 0 00 E aff accommodationmeal 0 00 Total 0 00 fO 00 s Total 0 00 Page Up Wf P Page Down Helg A payment out once entered can be edited or deleted See Payments Out Reporter Toolbar Buttons Fage Lp ih age bown W Click to move between the pages of the Payments Out form 342 Chapter 5 Before Summit Event Manager Pro Payments Out Reporter This option enables you to select outgoing payments in order to produce a report or edit them P
45. 111 TOR TODOS arrancan cet asta 111 National presort indicator See Bulk mail code Navigation buttons definitiON oooccocooco 372 New entering a new person s details 183 Open existing event cccooocccconoconcccoconoconnnconononcnnnnnns 18 ODOM DOX tacita ti a ia 19 Option buttons definition coooccccocccccnonrncos 372 Options for CACINE vena 103 global for all eventS ooococccconccccccccnccnocccnnnnnnos 100 Shortcut KEY at iS 26 Organisation many people from the one entry oocccco o 191 Organisation receipts occcconoccccococonoconcononononnnnnos 283 Organisations by Registration Type report 278 Organiser data entry screen ccesessneessssereneseressasersereneees 247 ASIAN rito labs 372 reassigning tasks oooccconnconccnnnoocnnononccnanonononanons 251 running sheet notes oocccnoccccoocnccoonnonanononononoss 253 TASK HSU Slat ean ias 252 Other involvement data entry SCIFGN cccccsaccssseceseseeseeeesensseeenees 235 definition oooccccocnccccnnconcncccnnnonocnnoncnonononcnnnos 372 Other Involvement Details report 278 Overpayment eene e e eE NEEE 86 Paid room night definition ooooccccoocnncnnccoooo 372 A de gsewenc at cet Saeed scenennedee ieee See Abstract A S 373 review statUS seio ice aa e a aha 234 Partic
46. AA A A A IA ML AAA A A IA ML Pre iu A Fax Tradeven 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 Before 299 Summit Event Manager Pro 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 saved Queries Multi Registration Mutti Add On Multi Session Guer Mame Overseas Decision Making Delegates we People who are Confirmed Delegates who have a profile of Decision Maker who have a country not equal to AUSTRALIA a T Save Delete ae k d Dx mros E ca a 771 Ed al CES P Fax Tradeven 5 E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help 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
47. An add on is anything to which all participants are not automatically entitled it is an optional extra for the event An add on can range from a pre conference workshop or dinner to an individual race at a sports carnival to an item such as a video or a t shirt that may be purchased An add on will appear on the Registration Details form as something that people may select be enrolled for or purchase As the definition of an add on doesn t have a time or place component anything defined only as an add on will not appear on the schedules draft programme or catering requirements report A catering event is any function held in relation to the event that requires the provision of refreshments to a defined number of people A catering event may fall within the body of the event and be available to all participants for example morning tea during conference sessions A catering event may itself also be an add on for example a conference dinner The numbers for a catering event may depend on add ons for example a lunch between two workshops that is only for those attending either or both workshops A session is normally a grouping of presentations in a single place at a given time Within Summit a session also refers to any event activity that is not a catering event and that you want to appear on the schedules and draft programme To tie all these together when setting up your event use the following checklists When defining a cateri
48. 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 If you only processed arrivals using the computer version of the Registration Desk Worklist you don t need to take any further steps If you processed all or some of the arrivals using paper copies of the Registration Desk Worklist take the following steps 1 After the arrivals have been processed collect all the copies of the printed registration desk worklist that were marked manually at the registration points Open the Registration Desk Worklist form from the During Menu and update the computer version of the worklist from the printed copies 2 When you re certain that the details from all printed copies of the worklist have been entered destroy the original printed copies This prevents people making entries on the old printed copies that would not be entered onto the computer system End of each day 1 Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct 2 Exit Summit and back up the event file Chapter 2 Scenarios 43 Summit Event Manager Pro After After the event the main concern is analysing the completed event
49. Badges or Tickets Sort Order TO produce name badges or tickets take the following steps 1 In the Produce What section of the form select either the Produce Name Badges option or the Produce Tickets option 2 In the For Whom section of the form if you only want to produce badges or tickets for people who haven t have one produced select the Only Produce New Badges or Tickets option If you want to produce all badges whether or not they ve already been produced select the Produce All Badges or Tickets option The usual method is to select the Produce All Badges or Tickets option first then after your first print run select the Only Produce New Badges or Tickets option 3 In the Sort Order section of the form select either the Sort by Family Name then Organisation option or the Sort by Organisation then Family Name option Note This option only affects the sorting of name badges It does not affect the sorting of tickets as they are always produced in family name order 4 If you re producing name badges in the Restrict Name Badges Produced section of the form select for whom you are producing name badges from the list box The usual selection is 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 sponsors yo
50. Banquets Manager Phone 07 4567 0910 Fax 07 4567 0911 E fviall info majestic com au Mobile ell Web site Room la T Gol so Fo Include in MIE Room Type Rate Rate Amount Inclusive Commission VWebLink File b Deluxe Suite 200 00 0 18 18 M 10 Y Standard 100 00 0 moj Po 5 iv goo a sooo mm 0 lv Block B Block gt mi x Y Bote re Bookings Label New Delete Cancel OK w ook nge Record ld 4 The information in this reference file is the source of the entries in the Hotel combo box on the Hotel Booking form To enter hotel details take the following steps 1 Enter all known contact details of the hotel None of the fields have any format processing so they will appear as you ve entered them If you double click in the Mobile Cell field you can send an SMS text message to the displayed number Note you have register with MIE SMSLink first If you double click in the E mail field you can send an e mail to the displayed e mail address Mark the Include in MIE WebLink file check box if this Hotel is to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet Unmark this box when the Hotel is no longer a valid selection for registrations over the Internet Enter all the Room Types that are appropriate to the displayed hotel by clicking into the bottom row the one with the
51. Before 325 Summit Event Manager Pro Allocating the payment If you ve elected that Summit automatically allocate the payments in Event Options the system will apportion the amounts across all liabilities Alternatively you can enter the amount of this payment for Registration Charges Hotel Travel Exhibitor Soonsor or Advertiser in the space provided The payment amount doesn t need to match the Still Owing amount but it isn t possible to allocate more than is remaining unallocated on the selected payment It is possible to allocate less than is remaining unallocated for example if the one payment was covering a number of different people If the payment amount exceeds the amount owing a red Overpaid will be displayed Overpayment may indicate that the person s details are incomplete or incorrect Click on the OK button to complete the payment allocation Note The Restrict to Matching Amount Owed filter uses pattern comparison not arithmetical comparison This means that if you enter 5 the system will find matches with 5 00 500 00 and 195 00 326 Chapter 5 Before Summit Event Manager Pro Financial Reports This option enables you to print a number of financial reports Financial Reports Listing Contents Orientation P paitonal Charges Pa Credit Card Commissions Breakdown Portrait Pisco CSC xhibitor Financial Status Exhibitor Charges Only inancial Status of Accommodation ss OM inancial
52. Blocked O Passport Required I Seats Used Include in MIE WebLink File W Commission Record 14 4 The information in this reference file is the source of the entries in the Travel combo box on the Travel Booking form For further details refer to the Travel Booking Details section in Chapter 5 Before To enter flights or transfers details take the following steps 1 Select whether this travel entry is either a flight air or a transfer ground Each type has different reports 2 Enter the departure date time and departure port The Departing From field is a self growing list i e once you have entered a departure port that information will be available from the pull down list Note you will need to exit the screen and come back in for the software to re query the database in order that your latest entry is available Or you can enter CTRL i e hold down the Control key and press the single quote key to the left of the Enter key to bring through whatever you entered in the same field in the previous record 3 Enter the arrival date it defaults to the same date as the departure date arrival time and arrival port The Arriving At field is a self growing list 146 Chapter 4 Setup Summit Event Manager Pro 10 11 12 13 14 Select the Carrier from the pull down list Enter the Flight or Trip Number up to 20 characters for example DJ 28 or QF 55 Enter the class of the tr
53. Booths form and enter details of any trade booths stands you will be having for exhibitors These booths are allocated to exhibitors on the Trade form Open the Carriers form and enter any carriers that will be used for transport to or from the event Carrier details appear on the travel and transfer reports Open the Equipment form and enter details of equipment that may be used during the event Enter both technical equipment to be used during presentation sessions such as lecterns slide projectors and data panels and catering equipment to be used during catering events such as coffee urns and plate warmers Equipment requirements are shown on the various equipment reports Chapter 2 Scenarios Summit Event Manager Pro 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Open the Flights and Transfers form and enter details of any flights or transfers that you expect a large number of people to take This information is the source of the pull down list of available flights on the Travel Details form for each person You are not limited to the flights on the pull down list but it is considerably quicker to pick from the pull down list than enter all the person s flight details from scratch Open the Hotels form and enter details of any hotels that will be accommodating people attending the event Separate reports are produced for each hotel If you have block booked hotel rooms enter these
54. Click OK to undo a Banking Run so you can re run it ea 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 Contirm Banking Run 6 Cheques Processed 4 User Defined Payment Types Processed 1 Refunds Processed Click OK iF you wank these payments to be marked as processed IF you click OK you cant print these deposit slips and reports again without undoing this Banking Run Click Cancel iF vou want bo re run this Banking Run cana If you select Yes the Confirm Banking Run message is displayed and you can re do the Banking Run now or later 332 Chapter 5 Before Summit Event Manager Pro Budget See Budget in Setup Receipts Reporter This option enables you to produce a report on receipts that have been issued or printed Receipts Reporter Restrict to Receipt Number Restrict ta Payment Number Restrict to Person Number Restrict to parti Family Mame Restrict to part Organisation Restrict to Receipt Date on or after Restrict ta Receipt Date on or before Restrict to Total equal to or greater than Restrict ta Total equal to or less than a pe Edit Preview Help Exit This option reports on the allocation of payments not entry of payments To determine whether or not a payment has been received use the Payments Reporter You ca
55. Click to open the Allocate Payment form to allocate one or more existing payments against this person Pesas Click to produce a refund for this person Pririt os Click to produce an invoice for this person Click to see print delete any receipts for this person Click to see print delete any tax invoices and adjustment notes for this person Bm Invoice l Click to see print delete any Invoices and Adjustment notes for this person s financial group Era Click to see print delete any Receipts for this person s financial group Group l ich Click to see print delete any Tax Invoices for this person s financial group ST h ral i Click to produce an Audit Trail that details all financial activity relating to payments and receipts that involve this person Ee e Click to enter an alternate billing address for this person i Financial Croup Click to either make the displayed person a Financial Group leader or join the displayed person to an existing Financial Group Click to open the Trade Details form to enter sponsor advertiser and exhibitor details 192 Chapter 5 Before Summit Event Manager Pro Click to open the Presenter Details form to enter speaker details ther Involvement Edit Tickets ll Copy Activity Label Prey ley pPondaence Corres Click to open the Other Involvement Details form for this person Click if you want to edit this person s details
56. Consolidated Acme Consolidated Enterprises Enterprises Acme Consolidated Acme Consolidated Enterprises Enterorises John John Acme Consolidated Acme Consolidated Enterprises Enterprises Chapter 4 Setup 175 Summit Event Manager Pro Note If you use a custom badge or ticket size you will need to re enter your print setup settings each time you print using that custom style as your print setup settings can t be saved unless changed in design view Toolbar Buttons Participation a Click to define your own participation codes and text The Badge and Ticket Participation Settings form is displayed This option is described in more detail over the page a Preview Click to see what your badge or ticket design will look like in production Summit uses sample data to display your layout 176 Chapter 4 Setup Summit Event Manager Pro 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 licket Participation Settings Summary Display Code Priority Display Text Delegate elegate Presenter peaker Exhibitor xhibitar sponsor ponsor Advertiser dvertiser Organiser Organiser session Chair session Chair Ale IF Accompanying Person Other The participation summary is a code that enables you to see at a glance all the details of someone s participation at the eve
57. Construction Notes you may wish to record These details can be retrieved in the Booth Construction Report which can be handed to your booth builder Once a booth is allocated to an exhibitor the date booked is displayed in Booth Booked field and who booked it is displayed beside it Deleting Booths You cant delete a booth that s been allocated to an exhibitor until you delete the booth allocation against the exhibitor in the Trade Details form You can t delete booths if outgoing payments for booth construction have been made to a supplier You need to delete the payment out in the Payments Out Reporter using the Edit button Note Once you delete a booth you also delete the Booth Counter and this cannot be re used You may then get your booth number and booth counter out of sync However the booth counter and the booth number do not have to be the same Toolbar Buttons To create multiple booths with the same physical and financial details as the currently selected booth click on the Clone Booths button Chapter 4 Setup 143 Summit Event Manager Pro Carriers This option is for maintaining a reference file of carriers used by people attending the event This information is used in the Travel and Transfer reports The carriers are for both air and ground travel Carriers Carrier Counter Carrier Virgin Blue Record I4 The information in this reference file is the source of the entries in the Carrier
58. Copy Accommodation M Copy Travel 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 in the above example Sessions is not available it will be disabled If you don t want to copy one of the available elements for example Add Ons simply unmark the appropriate box 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 There are three forms for setting up The Usual that are all accessed on the Setup Menu You don t need to use all three forms just fill in as many details as are appropriate for your event The three screens are 244 Chapter 5 Before Summit Event Manager Pro The Usual Registration e Enter the usual registration type add ons selection and session attendance if appropriate The Usual Accommodation e Enter the usual accommodation details if any Note that you can have multiple accommodation records Even if you do not plan to use the usual for your event you can use the usual accommodation settings to save you time when entering accommodation details If you have most of your attendees arriving and departing on particular dates fill in the usual accommodation screen for each hotel using those dates T
59. Date 27 Oct 10 BA veoanesday Arrival Date Arrival Time Arrival Time Departure Date Departure Date Departure Time Departure Time Billing Method ag Billing hlethod In the above example we needed to move all people staying in standard rooms at the Railway Hotel to standard rooms in The Majestic Hotel but only those arriving on the 27 October 2010 To make a bulk accommodation update take the following steps 1 In the Change From section of the form select the old hotel from the Hotel pull down list select the appropriate room type from the Room Type pull down list and enter the date the people are to arrive in the Arrival Date field You must select a room type as these are usually different for each hotel If you don t enter an arrival date the system will select all people staying at the old hotel in that room type Enter any other details that can act as a filter to the type of people selected 2 In the Change To section of the form select the new hotel select the appropriate room type and enter the date the people are to arrive in the Arrival Date field Enter any other details as appropriate 3 To check that you are going to change the right accommodation details click on the People button to display a listing of the people who will be affected by the change the old values and the new values 4 If you are happy with the click on the Update button This will open the Confirm Bulk Update form that will list t
60. Details This will produce a letter containing all presenter information as well as all delegate information see above It will update both the Delegate Confirmation Letter Printed Date and the Presenter Confirmation Letter Printed Date on confirmation from you Exhibitor Confirmation Letters These letters are produced for people who have been marked as Confirmed Exhibitors but who don t have a date in the Confirmation Letter Sent field in the Exhibitor tab on the Trade Details form The letter prints any user defined text before and after what booths have been booked for them the cost of the booths the amount they have paid so far and the amount still owing Exhibitor Confirmation Letter with Registration Details This will produce a letter containing all exhibitor information as well as all delegate information see above It will update both the Delegate Confirmation Letter Printed Date and the Exhibitor Confirmation Letter Printed Date on confirmation from you Sponsor Confirmation Letters These letters are produced for people who have been marked as confirmed sponsors but who don t have a date in the Confirmation Letter Sent field in the Sponsor tab on the Trade Details form The letter prints any user defined text before and after the details of their sponsorship the amounts they have pledged to sponsor the amounts they have paid so far and the amounts still owing Advertiser Confirmation Letters These letters are produced
61. Display Sequence such that the meetings will be reported in date order Open the Lock Event Fees form and lock the fees into place Before This section is divided into two sections the first section shows how to process registrations and other incoming information in regular data entry sessions These sessions might be daily every two days weekly or other interval depending on the volume of information The second section covers other Before tasks that may be performed regularly before the event or may be performed only once depending on your event size Regular Data Entry Sessions First process all the information related to people and the event Take as many of the steps as apply to each person 1 2 Open the Personal Details form Find the person s record by entering his or her family name Surname into the Find by Family Name field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that family name If you re uncertain of the family name you can also find the person s record by entering his or her organisation into the Find by Organisation field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that organisation If the system does not find the person s record it will display a O records located message If the system finds that more than one record matches the name you have given it will display an x records locat
62. Edit to modify the top and bottom text of the selected correspondence prior to printing the letter 238 Chapter 5 Before Summit Event Manager Pro En E Mail If you select E Mail the selected correspondence will be sent to them as an e mail Fax Preyieay 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 This will prevent the person being sent another letter from the Correspondence form on the Before Menu Chapter 5 Before 239 Summit Event Manager Pro Letterhead Designer This form enables y
63. Equipment requirements are shown on the various equipment reports Open the Flights and Transfers form and enter details of any flights or transfers that you expect a large number of people to take This information is the source of the pull down list of available flights on the Travel Details form for each person You are not limited to the flights on the pull down list but it is considerably quicker to pick from the pull down list than enter all the person s flight details from scratch Open the Hotels form and enter details of any hotels that will be accommodating people attending the event Separate accommodation reports are produced for each hotel Open the Locations form and enter details of any locations where sessions or catering events will take place Locations are displayed on catering reports equipment reports schedules running sheet and in the draft programme Open the Organisers form and enter details of any people departments or organisations who will be assigned tasks related to the organisation of the event This information is used within the Organiser Catering Events Session and Ad hoc Notes and is printed on the Running Sheet lf 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 profil
64. Events form 6 Open the Event Reports form on the Before Menu and print a Schedule and Schedule by Location report Use these reports to eliminate any conflicts of date time and location in the event programme Make the necessary modifications to the dates times and locations on the Catering Events and Sessions forms and then reprint these reports Repeat this step until you re happy with the date time and location of all sessions and catering events Chapter 3 How To 77 10 11 12 Summit Event Manager Pro 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 be set to zero again The only way to set a Session Counter to zero is to delete and then re enter the whole presentation This is an attribute of a limit to list combo box If the sessions are not finalised you could create a temporary sessio
65. Exchange and Microsoft Outlook Maximise Maximising results in a window taking all the available space on the screen The maximise button is a small button to the right of a Windows title bar containing an upward pointing arrow Once maximised a window can be restored to its 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 Glossary 371 Summit Event Manager Pro 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 MJ an Dip 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 by entering the record number in the field indicated below Ifa Record fof O Option buttons An option button is a small round button within a dialogue box used to select an option Within a grou
66. Extractor SEMP2003 exe a Summit Event Manager Pro for Access 2003 Select the Setup button or just sp Copyright C 1993 2012 MIE Software Pty Ltd press Enter Click Setup to install Summit Event Manager Pro More information and updates www miesoftware com 8 Chapter 1 Getting Started Summit Event Manager Pro ie Summit Event Manager Pro Setup The Setup program will display the dialog box to the right Once you ve checked that this is the only program running select the Welcome to the Summit Event Manager Pro Setup Wizard The Setup Wizard will install Summit Event Manager Pro on your computer Click Next to continue or Cancel to exit the Setup Wizard Next button SOFTWARE 5 Summit Event Manager Pro License Agreement MIE Software End User License Agreement Please read the following license agreement carefully In order to proceed This is a legal agreement between you and MIE Software Pty Limited MIE _ you must accept the By installing and using Summit Event Manager The Software you are End User Licence agreeing to be bound by the terms of this agreement You must accept this Agreement If you agreement to install The Software don t accept the setup process will LICENCE terminate Under this agreement i Ifyou have a Single User licence for The Software you may install and use y 6 accept the terms in the License Agreement I do not accept the terms in the License Ag
67. Groups This screen allows you to either set this person up as a financial group leader or join an existing financial group With Financial Groups all financial correspondence such as receipts invoices and tax invoices will be addressed to the Group Leader and the financial details of all members of the group will be included on the one document Financial Group Financial Group Name Mo Financial Group Nominate as Group Leader or Join a Group led by DN EEE Help Cancel 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 E J Smith The Corporate Chemical Company VIC Join a Group led by 1 Mr William J Smith The Corporate Chemical Company E EESE 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 Organisation and State 224 Chapter 5 Before Summit Event Manager Pro If you want a person to join an existing group the combo box Join a Group lead by will only
68. 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 220 Chapter 5 Before Summit Event Manager Pro Audit Trail This report shows all payments and receipts connected in any way with the person who is currently selected on the Personal Details form The report is sorted in payment order Any payment that had one or more receipts allocated from it for the current person is included on the report Under each payment all the receipts allocated from that payment are shown The receipts for the currently selected person are shown first followed by any receipts allocated to other people Receipts that are not for the currently selected person are marked with an asterisk Audit Trail for Mr William J Smith 4s at Friday 2 June 2006 02 24 arn Payment Number Date Banked Date Recewed Amount Unallocated Allocated 1 Unbanked 6 Feb 10 4 640 50 40 00 4 645 50 Expiry Date and Payment Type Drawer Cardholder Card Number Authorisation No Cheque The Corporate Chemical Company Cheque Number Bank and Branch Any Comments 0005345705 Commonwealth Bank of Austr
69. Profile Type 5 Profile Type 3 Profile Type 10 Profile Type 11 Profile Type 12 Profile Type 13 Profile Type 14 Profile Type 15 Profile Type 16 Profile Type 17 Profile Type 16 Include in WIE VebLink File Administratar Operator Educator Member Non MmMernber Owner Staff Member Government Consultant Industry Councillor Manager Metropolitan Country Corporation Association Educational Facility Religious Group Profile Type 19 Golfer Profile Type 20 Decision Maker Rezel a re Protile a a xX The data entered here becomes the prompt for data collected on the EOI and Profile form from within Personal Details and is reported in the Draft Expression of Interest EOI and the Draft Registration report in Event Reports One person can have many profiles Interest and involvement by profile is reported on in the Profiles Breakdown and Participation Breakdown reports These reports are found on the After menu Mark the nclude in MIE WebLink file if you want each Profile to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet The information is collected on the EOI and Profile form from the Personal Details form when you assign profiles to people on the database Any profiles you define may be used as selection criteria when you re using the Reporter for example give me a list of all people who are Managers in the Met
70. Sponsor Advertiser Travel and Accommodation as appropriate in the This Payment column The payment amount doesn t need to match the Still Owing amount If the payment amount exceeds the amount owing a red Overpaid will be displayed While Summit will accept an overpayment it is a pointer towards a possible error in the person s registration trade accommodation or travel record and this should be checked Summit won t let you allocate more than is available to allocate from a payment but you don t need to allocate all the payment at once Any amount you leave unallocated will be available for allocation to another person by clicking the Allocate Payment button on the Personal Details form or the Allocate Payments button on the menu Note You can change the field Registration Charges in the User Defined tab in Event Options to reflect the accurate nature of the charge Examples are Event Charges Training Fees Conference Charges Delegate Amount etc 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 If you want to cancel the allocation click on the Cancel button The following form is displayed Do Hot Reenter Payment Moke that you are only cancelling the allocati
71. Status of Accommodation Only Showing Records With a Deposit Paid Landse inancial Status of Accommodation Only Showing Records With no Deposit Paid inancial Status of Accommodation by Hotel m inancial Status of Accommodation by Hotel Only Showing With a Deposit Landscape Landscape inancial Status of Accommodation by Hotel Only Showing Records With no Deposit Paid inancial Status of Delegates Event Charges Only Portrait inancial Status of Delegates by Date Registered Event Charges Only inancial Status of Delegates by Financial Group Event Charges Only Date Range inancial Status of Delegates by Financial Group Event Charges Only inancial Status of Travel _ inancial Status Total Registered inancial Status Total inancial Status Total by Organisation ST Payment Record 3ST Receipts and Payments come Reconciliation Report F a F y Overpaid Amounts by Organisation Summary Participation and Financial Status Event Charges Only Payments Breakdown v 9 28 or higher Payments by Date Bar ked o Profit and Loss Actual Profit and Loss Budget Versus Actual Profit and Loss Budget egistration Desk WWorklist 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
72. Summit won t prompt you To ensure that the hotel notices the details of the change it is advisable to put the details of the change into the Primary Person Accommodation Requirements field For example if an arrival date had altered as well as actually changing the arrival date on the form also enter something like Note Arrival date altered from 14 6 10 to 15 6 10 Chapter 5 Before 201 Summit Event Manager Pro Cancelling or Deleting a Hotel Booking To cancel or delete a hotel booking click on the Delete button on the toolbar The system will delete the record and display the following message Print Report 2 Do you want to print a travel cancellation report For this deleted travel record Mo If you say Yes the system will produce a Hotel Booking Cancellation Report If the relevant hotel has been notified of this booking this report should be forwarded immediately to ensure you re not billed for the room To add personalised text to a Cancellation Report enter the text in the User Defined tab of the Event Options forms prior to printing Toolbar Buttons Hotel Details Click on this button to display the details of the hotel you have selected for the person The Hotels form from the Setup Menu is displayed ee If you click on this button Summit will check the number of available rooms of those block booked and display the status and display the following screen Depending on the level of checki
73. SyYMbOI 0cccseececseeeeeeeeseseeeeeaeees 11 Current EOI definition uoccoccccccccncconncccnnocnnnn 368 Custom badges iocccccccccncccoccncomencnnonononnnnnnonononnnannnos 172 Database file definitiOn oocccoooccccocncnnconcnos 368 Database table accessS oocccccconecccoocococncocncnonononnnonos 355 Date declined tai a 210 Date format definitiON coucoccccoccncoccncoocncnnnoncnos 368 Date TO MaS tirita 20 BA ne ene ee sere ete em ene et er 210 Delegate confirmation letter conoccconcoccncconnccononicanonos 284 A eat naps tee valence see 369 SUS eyes rsa A Sede ateee ese ban seees Oe 270 Delegates by Registration Date repoOlt ooooccconcccooccconcncnncoocoos 275 by Registration Type report c oocccooccccocccccncononcnocoos 275 Delete DAV IMIS OU tias 344 ECCI Obie teeta ee 218 Delete allowed definition ocoooocccoocncnncoocno 369 Deleting Tecoras masricnnaco tapan ona 81 Demographics IMpOTt ooccocccccconeccccccccncnnocncnncnnnnncnnos 115 Design custom name badges occconccccncncononnccnnnncnnnannnnns 172 Cc rn haut seats yas a 240 name badges and ticketS oocccocccooccnncocnno 167 Dialogue box definitiON o ooocccocooccnconoconcnnononos 369 Diners Club International ooocccoccncoccccnnconcnos 132 Disabled button definitiON oocccocccccoocncnncoocos 369 Dishonoured chequ
74. The Role ofthe International Pharmacclog AZ Sisemaa into Jura Y Si Market Forces and Es inherent Stabling TAS SS into Ja Samuel Wiaglesw Ghorical Testing inthe Pubic Sector IA Mn 0 mides lE i Aiphone Doruz Drug Development ROI for hwestors IA Mn mint E rera Goud woei OTRA TA Ji Herry Ftzwater e Status of Drug Deveiopmert mr RT F 11 1101 al 1 lt 1 411 1 yS Draft Export PEE Abstract Review Presentation Presenter gt E p A Programme Programme Status Status Status Follow Up Sa Preview Help Record 14 4 1 rre of 7 In order for a presentation to appear here it must have been entered in the Presenter Details form from Personal Details The presenter doesn t have to be Confirmed however the presentation must have an Abstract Status of either Received In Review or Selected Once a presentation has been Rejected or Withdrawn it is no longer displayed here however ALL presentations are displayed in the Abstract Status form The name location date and time details of the session for the currently selected presentation as indicated by the triangle in the record selector bar are shown at the top of the form in the Session Details for the Current Record section of the form Locating a Particular Presentation Enter all or part of the presenter s name in the Find by Full Name field and press Tab or Enter Use the Previous and Next buttons to cycle through presentations for the same person or presenters with si
75. This report shows the interest to date in the event based on what has been entered into Summit so far The top part of the report shows the number of expressions of interest received and follows with the breakdown into potential and confirmed of the interest to date by participation category Note that anyone who has expressed interest is deemed to be a potential participant Once they have registered they are then deemed to be confirmed A person can never be both potential and confirmed in the one participation category The report also shows the number of people who have expressed an interest in using the official carrier and staying at the official venue These figures can assist in determining the best possible outcome when dealing with the carrier and venue The bottom part of the report shows progressive participation for delegates by date Once a registration trend is established this information can be useful for predicting final attendance It can also be used to compare registration patterns for the same event each year Menus This report details the menu entered against each catering event It is sorted by catering event date and time If nothing was entered into the Menu field in the Catering Event form the catering event would still be listed but the words No menu specified is be printed Name Organisation and Registration Type Details This report prints the delegates name organisation and their Registration T
76. 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 the Organisation from the Personal Details screen If the person is the Drawer or Cardholder rather than the organisation you will have to enter those details yourself Chapter 5 Before 213 Summit Event Manager Pro 5 If your payment is a cheque enter as much of the Bank Branch and Cheque Number details as you require for your records and your bank requires for the bank deposit slips For example some banks will accept the BSB or branch number on deposit slips rather than requiring the full branch name For a credit card payment enter the Card Number Authorisation Number and Expiry Date details Then select the type of credit card transaction it was The choices are Telephone Order Mail Order or Sales Voucher and the default is Mail Order Sales vouchers have a different credit card summary layout than telephone and mail orders These reports are produced when you do a Banking Run If the credit card details are stored in the Extra Details screen double click on any of the credit card fields will bring in those details 6 Enter any Comments or notes in
77. With Other Delegates column When Summit calculates room nights delegates sharing will be taken into account i e if three delegates are sharing the one room for one night this constitutes one room night The Details of Others Accompanying field is used for entering details of any children and their special requirements for example Child 2 years large cot required Summit will ask if you want the Changed Since Last Notified check box marked if the hotel has been notified of this booking and details have been altered since the notification See Altering a Hotel Booking further on for more details Date Hotel Last Notified is a display only field that is updated when the Accommodation Requirements Reports are run Note The system will display the Total Room Nights and the Total Amount Due the room rate by the total number of room nights These fields are to be used as a guide only to check that the number of room nights is correct These fields do not indicate the person s liability Altering a Hotel Booking If you alter a hotel booking that has a date in the Hotel Last Notified field on clicking the OK button Summit will ask Do you want these details to be reported on the next Altered Accommodation Requirements Report If you click Yes Summit will mark the Changed Since Last Notified check box You can mark this check box yourself if you have altered something that will require the hotel being notified In this case
78. You can also scroll down the form using the scroll bar on the right side of the form as all names are in family name order You can use the person s full name here you re not restricted to a family name only for searching This is to minimise the time required to locate the record for a person with a frequently occurring family name The system will move to the first record with a name containing the letters you have entered The search is not case sensitive so there is no need to enter the letters in leading upper case or all upper case If the system doesn t find any matches for the letters you ve entered you ll remain at the record you were on when you started the search If you re uncertain of the spelling of a family name clicking on the down arrow at the right of the family name combo box will list all family names in ascending alphabetical order for you to choose from To move between records where the name matches the letters you ve entered click on the Previous or Next buttons 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 If you have a person querying the registration accommodation or travel details find his or her record and click on the record selector bar to the left of the delegate s name to select them Click on the Zoom button This takes you to the person s Personal Details form
79. 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 form from the Correspondence form by clicking on the Edit button and enter any additional text you want to appear at the top and bottom of receipts or confirmation letters The Correspondence form is on the Before During and After Menus Open the Name Badge and Ticket Design form and define the name badge style for this event Open the Event Reports form on the Before Menu and print a Schedule and a Schedule by Location Chapter 2 Scenarios Summit Event Manager Pro 24 25 26 27 Open the Event Reports form on the Before Menu and print a draft expression of interest form a draft registration form and a draft front page Check all the information on the reports created above and change where necessary Open the Templates form and select templates you may wish to use in the organisation of your event Once you re certain that registration fees are set and you re happy for them to be locked into place open the Lock Event Fees form and lock the fees into place You will not be able to register delegates until event fees have been locked Once locked event fees may be unlocked only if you have not yet started registering people Once you have started registering people event
80. 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 Chapter 3 How To 87 Summit Event Manager Pro dinner and the amount of the dinner should be in red in brackets in the Amount Still Owing field If this is correct click on the OK button 6 If the person is reducing or eliminating trade activities click on the Trade button to open the Trade Details form Reduce or eliminate the trade activities until the trade details match the revised involvement When you ve made all the changes click on the OK button 7 If the person is cancelling an accommodation and or travel booking delete each booking that is appropriate by clicking on the Delete button on the toolbar of the relevant form You will be asked to confirm the deletion If you click on the Yes button you will be asked if you d like a Hotel Booking or Travel Cancellation Notice to be printed If you click on the Yes button the notice will be printed in print preview print it if necessary The system has detected that there is now an overpayment and will ask you want you want to do about it The Overpayment Options form will be displayed Overpayment Options There is now an overpayment on this deleted accommodation record of 200 00
81. 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 BaddgelLabel Reports Click to display a menu of specialised name badges and or tickets that display each person s full conference itinerary E Edi 25 Tickets TAE aa Click to edit the ticket information before you print it The Edit Ticket Name form is displayed See next page for more details m cl BA A Click to open the Name Badge and Ticket Design form jos Ea Click to export the selected details to file See above for more information re Preview Click to print the name badges or tickets in print preview 294 Chapter 5 Before Summit Event Manager Pro Edit Ticket Names This form allows you to modify the names that will appear on tickets and to lock those changes into place You may first be requested to select the Catering Event Select the event and click OK Select Catering Event Catering Event iv Conference Dinner Edit Ticket Hames People who have not had a ticket produced who are attending the Find by Mame Conference Dinner catering event Only Show Tickets With Unknown Marne T Ticket Ticket Unknown Lock ID Primary Person Number Tithe Given Mame Family Marie Position Organisation In 11 6 he Barbara Fox
82. automatically allocate payments Clear the check box to manually allocate payments When a payment is allocated against a particular person the payment must be allocated against the amount the person owes for Delegate Exhibitor Sponsor Advertiser Accommodation and or Travel activities When you choose to auto allocate the system automatically distributes the payment amongst the categories based on the amount owing in each category The allocation made by the system can be changed by you before the allocation is confirmed It is recommended that you mark this check box for ease of use 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 Confirmation Letters check box if you wish to have the person s PIN Personal Identification Number printed on all correspondence i e confirmation letters receipts and invoices This number can be used by people to alter demographic details via the web if they can enter a combination of their surname and PIN Cle
83. b Baggins William FIN Bouvier Le Fous Family o eruz Alphonse Saly Ftzwalter Harry Badge Fox Barbara Pr Fox Katie Golden Erica Gould Gloria J rgani Jenkins Kevin Street Jones Jeff Street Kitchener Peter Suns aren Julia Morrissey Patrick O Shaunessy Kevin X Cl Smith John Click on the down arrow to list all the people on the Another way to find a person is to cycle through the records using the navigation buttons at the bottom of the form until you locate the person you re looking for Another search method is to search is by organisation Click in the Find by Organisation field and enter all or part of the organisation name you wish to locate then press Tab or Enter The system will move to the first record with an organisation with the letters you have entered anywhere in the organisation name For example if you entered valley the system would locate Valley Repairs and would also locate The Valley Hospital If you are uncertain of the spelling of an organisation name clicking on the down arrow at the right of the organisation combo box will list all organisations in ascending alphabetical order for you to choose from Organisation mE Industries Best Edge Pharmaceutical Supplies Ata Dow D Cruz amp Jones Potential Primo Computer Systemes Inc am J Smith Delegate Smith Smith Smith amp Jones Presenter The American University Exhibitor The Area Health Service Sponsor The Corporate Ch
84. be added modified and deleted until event fees are locked Only once event fees are locked can you register delegates Once event fees are locked new fees may be added but no changes may be made to the existing registration prices however a registration type may be deleted if no one has been registered against it or the description modified The information from this form is the basis of the pull down list of Registration Types on the Registration Details form within Personal Details and is used when calculating delegate registration costs determining overall event income for the Income Reconciliation Report and is displayed on delegate Participation Records and Confirmation Letters Toolbar Buttons Click to display the Budget Calculation Settings form see further on for more information This form enables you to set the rules by which the system will calculate a budget for you People Click to display a report with the names of all people who have registered under this registration type Chapter 4 Setup 125 Summit Event Manager Pro Budget Calculation Settings This option enables you to decide how Summit performs its budget calculation Budget Calculation Settings Can Adjust Selling Price I Can Adjust Budget Attendance W Can Adjust Budget Fixed Cost w Can Adjust Budget Per Head Cost Iv ee Help Cancel There are two basic budget calculations that Summit can make You can either change prices costs
85. 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 y Address label s dues Ee C4 envelope 444mm x 324mm Landscape without return address Direction C4 envelope 444mm x 324mm Landscape with return address Cb envelope 114mm x 162mm Landscape without return address Cb envelope 114mm x 162mm Landscape with return address Cb envelope 114mm x 162mm Portrait without return address Cb envelope 114mm x 162mm Portrait with return address i i UL envelope 110mm x 220mm Landscape without return address UL envelope 110mm x 220mm Landscape with return address DL envelope 110mm x 220mm Portrait without return address e a DL envelope 170mm x 220mm Portrait with return address ee a USO envelope 4 10 x9 14 Landscape without return address envelope or at label to be fed USO envelope 4 1 0 x9 14 Landscape with return addres ee z x z z z z f z z z j 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 d
86. buttons at the bottom of the form Once you ve located the receipt you wish to print you can choose whether or not you wish to have the word Copy printed on the receipt If you delete a receipt you are in effect reversing the original allocation or unallocating the payment For more details refer to the Reverse an Allocation Error topic in Chapter 3 How To Toolbar Buttons m Delete Click to delete the displayed receipt A Preview Click to print the displayed receipt 218 Chapter 5 Before Summit Event Manager Pro 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 Tax Invoice 6 Feb 10 Total 441 46 50 b Feb 10 Mark Tax Invoice as Copy F Mr William J Smith The Corporate Chemical Company GST A Cty Description Amount Component 30 00 38 4 250 27 00 9 0 3 0 0 70 00 200 200 70 00 14 Booth 14 2 200 00 200 00 KNEE the major sponsor and has naming rights for the conferem 11 000 00 1 000 00 Record 14 4 1 ele of 3 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 default adjustment note text under the line item display In the case above you
87. check box if this person is a smoker This information is printed in the Notes column of all the Accommodation and Travel Requirements reports and on the accommodation s Unallocated Share Request report If appropriate enter the person s gender This field is limited to one character and the system does no checking as to the validity of your entry This field is printed on the Unallocated Share Request report Enter the Nationality Passport Number Expires and Country of Issue if you need to record the passport details These fields are reported on the Passport Expiry Dates report Enter the Sooken Language Membership Number and Group details as appropriate These fields are not reported anywhere however you can create your own reports either in Delegate Lists or by clicking on the Listings button in the Reporter See those topics for further information If there is an accompanying person enter the Title Given Name and Family Name Double click in the Family Name field if it s the same as the primary person Summit will enter the salutation based on what was selected in the Name Formats tab in Event Options The accompanying person salutation is not used anywhere within the system To search the database for the accompanying person s name enter Control F4 on the Person Details screen Enter a badge name if it s different from the given name and family name Whatever you enter here will be printed on this person s badge Leave th
88. confirmed to attend this session Session Stat es 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 People Click to display a report of all people listed as either Preferred or Confirmed to attend this session Chapter 4 Setup 165 Summit Event Manager Pro 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 attending e the number of people who have been confirmed as attending the session Session Status Session Code session Mame Plenary Session 1 Number who indicated a Preference A Number Confirmed as Attending eg Maximum Number Remaining Uncontirmed Places session Population Options f blove Preferences to Confirmed even if maximum number ls exceeded C Only move Preferences to Confirmed until maximum number is reached priority to earhest registered O AE Populate Help 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 bu
89. 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 lf 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 Chapter 5 Before 219 Summit Event Manager Pro Mark the Mark Tax Invoice As Copy check box if you wish the system to stamp the word Copy on the tax invoice Clear this check box if you do not want the word copy stamped on the tax invoice Note that you can only mark previously printed tax invoices as copies Toolbar Buttons m Delete Click to delete the displayed tax invoice or adjustment note A 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 in relation to any event activity the invoice will be printed in print preview
90. 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 produced by opening the Name Badges and Tickets form on the Before Menu Mark the Include in MIE WebLink file if you want the session to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet 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 164 Chapter 4 Setup Summit Event Manager Pro 15 Enter any budget details that are relevant to this session These details will be displayed on the Budget form If you don t want to budget at a session level combine expenses into the one line item in Other Variable Costs in the Budget 16 A session may have standard pieces of equipment assigned to it Equipment requirements for sessions are reported in Equipment Requirements
91. 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 20 Chapter 1 Getting Started Summit Event Manager Pro Printing Reports Ee When you click on the Preview button hR or the Listing button all reports and listings are printed in print preview e they are printed to the screen If you want to do more than just look at the report on the screen click on File in the top left hand corner of the screen Summit Event Manager Print Setup Print Send Output To Excel Output To Text Output To HTML Output To Snapshot If you select Close you close the report Ctrl F Output To Rich Text Format Pro Summit Event Manager Pra close lt summit Event Demonstration Progran Tee Jsentations are sored in ast If you select Print Setup you can change the margins of the report If you select Print you can direct the r
92. 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 Chapter 5 Before 289 Summit Event Manager Pro 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 Send Form Letters To Which Potential Delegates Sa With No Delegate Kit Sent Date C With Delegate Kit Sent Date Before With No Delegate Form Letter Sent Date With Delegate Form Letter Sent Date Before 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 pr
93. details of the secretariat office address for correspondence and inquiries for this event If you have your own letterhead this form may not be necessary Open the Venue Details form and enter details of the venue of this event These details are shown on the cover of the event programme Open the Event Options and Global Options forms and set any applicable options Open the Import Demographics form and import name and address details from as many sources as you wish While it is possible to import demographic information at any time it is best done before you start entering details of people to minimise the risk of duplication After you ve imported demographics open the Reporter form on the Before Menu and print a full database listing and use this to identify and delete any duplicate records that resulted from the import s You can delete peoples records until they become financially involved with the current event Open the Registration Types form and enter details of the registration fees for full attendance Partial registrations such as single day or single session registration should be entered as add ons These registration fees may be modified or deleted until event fees are locked New registration fees may be added after event fees have been locked and existing registration fees may have the descriptions modified Open the Add Ons form and enter the description and costs of workshops dinners cocktail parties social out
94. exact numbers for each event Summit will subtract all those people designated as not attending Cancel Registration f Click to cancel the registration This will clear the Registration Type and set the registration amount to zero If the person has paid and by cancelling the registration is now deemed to have overpaid they may require a refund For more information on the refunding options refer to the section entitled Refund under Money Menu further on Money Menu Choose this menu from the Personal Details form to perform the following tasks for the displayed person e Enter a payment e Allocate some or all of a payment that has already been entered e Display re print or delete receipts and refunds e Display re print or delete tax invoices e Produce an audit trail report of payments and receipts e Print an invoice e Create a refund e Enter an alternate billing address e Create a new Financial Group or join a person to an existing group Chapter 5 Before 211 Summit Event Manager Pro Money Menu Enter a Allocate Create Payment Payment Refund Pririt B E Invoice El Receipts Bre es Audit Ea MENE Trail Address Group 212 Chapter 5 Before Summit Event Manager Pro 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
95. field blank the faxes will be transmitted immediately 112 Chapter 4 Setup Summit Event Manager Pro Tax The settings here relate to taxation and the naming of prompts on financial correspondence Event Options 1 General Settings User Detined Event Documents System Checking Mame and Address Formats WinFax Pro Tax Goods amp Services Tax Text GST CST Semice Provider s GST Details for Invoices Gof Invoice Heading Text GSI Invoice Total Text GST Credit Adjustment Note Heading Text GST Credit Adjustment Note Total Text Default Adjustment Mote Reason Altered requirements Accommodation Prepayment or Deposit Text Prompt for Alternate Adjustment Mote Text i Automatically calculate the GST component of accommodation deposits W Dr Enter GST Against Each Sponsor f Or Enter GST Against Each Advertiser lv Gol percentage on Discounts Gof percentage on Additional Charges Enter the Goods amp Services Tax Text you wish to describe your Goods and Services Tax for example GST VAT Sales Tax etc This prompt is displayed on the Registration Details form and the Trade Details form in the Sponsor Advertiser and Exhibitor tabs 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 ABN GST VAT number Enter the GST Invoice Heading Text to appear at the top of tax invoices For example Invoice or Ta
96. for all people who have been marked as Confirmed Advertisers but who don t have a date in the Confirmation Letter Sent field in the Advertiser tab on the Trade Details form The letter prints any user defined text before and after the details of the advertising the cost of the advertisement the amount they have paid so far and the amount still owing Itineraries Itineraries are printed for all people who have a hotel flight or transfer booking and no date in the Itinerary Printed field on the Registration Details form The hotel booking flight and transfer details are printed in chronological order These people need not be delegates lf you want to reprint an itinerary for a person clear the tinerary Printed field on the Registration Details form Invoices All the invoice options will produce an invoice for each person who owes money depending on the selection criteria and an address label if requested All invoices are printed in family name order Chapter 5 Before 285 Summit Event Manager Pro 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 produce
97. form is where you enter the details of an SMS text message before sending it You must first be registered on the MIE SMSLink Web Server before you can use this feature To find out more visit our website SMS Message SMS Text Message SWS Message Text Clear Count an Y Y Send Help When you first open this form the message that you entered on your last SMS message will be displayed You can change this message before clicking the Send button to send the e mail or e mails Before sending any SMS text message you should ensure that the number is correctly formatted For an SMS text message to be sent successfully there are two essential rules in relation to how the number is entered 1 The SMS Country where you are based must be entered in Global Options This will use the SMS Web Server of that country 2 You must only enter only the mobile cell phone number and not the country code ie 61 for Australia Any incorrectly formatted numbers will be processed by your e mail system but the message will not be delivered to the mobile cell phone All SMS texts are sent out in PIN order Toolbar Buttons Clear Click to clear the current message details Count Click to count how many characters you have used and how many characters you still have available to use out of the 160 character maximum for an SMS message Send Click to send the SMS message to a mobile cell phone via your e mail system 306 Chapter 5 Before
98. four or five columns of data 2 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 E Mail Address Column 5 Motes W Show Number in Each Group e X Help Cancel 3 Select the data you want in each column by clicking on the down arrow to the right of each field All the fields are limit to list combo boxes so you can t have data that s not in the list 4 If you elect to have data in the Group By field the report will effectively be sorted grouped by that data In the above example we have used State to group the data State will become a subheading with all people living in that State sorted in family name order 5 If you mark the Show Number in Each Group field Summit will total in this case the number of people in each State Each time you open the User Specified Report Columns form the data you selected last time will be displayed Note This same feature is available in the Delegate Lists option Toolbar Buttons Column En Click to define your own report a Preview Click to print the selected listing 310 Chapter 5 Before Summit Event Manager Pro Accommodation Reports This form enables you to print a variety of accommodation reports and to retrieve specially selected records via the Accommodation Reporter Accommodation Repo
99. generated confirmation letter you can have the system update this field automatically when the Advertiser Confirmation Letter is produced See Correspondence 7 lf you wish to track whether or not you ve sent the person a form letter you can enter the date you sent them a form letter in the Last Form Letter Sent field If you re sending the person a system generated form letter you can have the system update this field automatically whenever a Form Letter is produced See Form Letters 8 Click OK button to save the changes You may enter a payment or allocate an existing payment directly from this form A report of any rules that have not been adhered to will be reported on the Advertiser Follow Up report To set the rules for your advertisers see Trade Rules in the Setup Menu Toolbar Buttons Enter a Payment sua Click to open the Payment Entry form to enter a payment for this person Of Allocate F rit sh Click to open the Allocate Payment form to allocate one or more existing payments against this person 230 Chapter 5 Before Summit Event Manager Pro Presenter Details This option is for maintaining information on people giving presentations the presentations themselves and equipment required for the presentations Presenter Details Mr William J Smith Confirmed as Presenter ie Biography Bill smith has been an industry leader in Presenter Kit Sent 5 Feb 10 Photo Received I Text ithe promotion of the rol
100. hoc Notes and Running Sheet If you re planning to target people who have attended a previous event or who had expressed interest in previous events you now need to decide whether you wish to use the same interest profiles as were used for the previous event from which you will import people s name and address details or create new interest profiles for this event If you want to create new profiles for this event open the Profiles form and enter up to 20 profiles If you plan to use the profiles from a previous event skip this step and import the profiles as part of the name and address details import If you re using Summit to track outgoing payments open the Suppliers form and enter details of anyone you will be making payments to If the function has fixed tabling open the Tables form and enter the details of each table and its capacity Use the cloning function if you have a large number of tables Open the Catering Events form and enter details of the catering event associated with this event Catering events should be entered after equipment and location details have been entered as these may be specified within a catering event Open the Import Demographics form from the Setup Menu and import name and address details from as many sources as you wish While it is possible to import demographic information at any time it is best done before you start entering details of people to minimise the risk of duplication After you have impo
101. how to process registrations and other incoming information in regular data entry sessions These sessions might be daily every two days weekly or other interval depending on the volume of information The second section covers other Before tasks that may be performed regularly before the event or may be performed only once depending on your event size Regular Data Entry Sessions First process all the information related to people and the event Take as many steps as apply to each person 1 2 Open the Personal Details form Find the person s record by entering his or her family name Surname into the Find by Family Name field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that family name If you re uncertain of the family name you can also find the person s record by entering his or her organisation into the Find by Organisation field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that organisation If the system does not find the person s record it will display a 0 records located message If the system finds that more than one record matches the name you entered it will display an x records located message where x is the number of records located You should check each of the records using the Previous and Next buttons to make sure you don t have any duplicate records If the system only finds one record no me
102. icon The following form will be displayed Delete Receipt ES If vou delete this receipt the Following will happen The amounts on this receipt will no longer be shown as having 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 As this receipt is marked as already printed you should only be deleting it if the original payment allocation was incorrect or to the wrong person and they are aware of what you are doing Are vou sure vou 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 allocate it against another person e the delegate and trade amounts showing as paid by the person will be reduced by the amount of the receipt 90 Chapter 3 How To CHAPTER 4 This chapter describes the options on the Setup Menu These options enable you to 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 and trade rules e define the user preferences and system settings SETUP e import demographic information and event details from external sources e design name badges and
103. ie no more the 8 characters and only use the letters a to z and the numbers 1 to O with no spaces hyphens etc Chapter 1 Getting Started 17 Summit Event Manager Pro 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 Event File to Open Aroyse ys 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 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 Pal Computer l a File name eve Mu Network Save as type Summit Event Files eve na Cancel Places The demo eve datafile already in the SEMP directory is the sample conference on which this user manual is based Open demo eve by clicking on the Open Event button and the Browse button Compact Event File Compacting an event file removes unwanted space and reduces the size of the file similar to a de frag 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
104. 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 298 Chapter 5 Before Summit Event Manager Pro 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 Reporter Participation Profile Saved Queries Muti Reqistration Mutti Acl Cn Multi Seszion Are Councillor Manager Metropolitan Country Corporation Association Educational Facility Religious Group Golfer Decision Maker Operator Educator Member Non Member Owner Staf Member Government Consultant Industry Mot m m m m m m IA A A A O IA MAL
105. is for displaying receipts that have been previously issued to enable you to reprint or delete any receipt Receipts Find by Family Name Receipt Number 1 Unprinted A Receipt Total 4 540 50 hr William J smith The Corporate Chemical Company Amount A vent Charges vee ll Exhibition 2 200 00 200 00 ravel DJ 26 27 Oct 10 70 00 ravel 22 00 22 00 Travel OJ 55 30 Oct 10 570 00 w 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 Click the Mark Receipt As Copy check box if you wish the system to stamp the word Copy on the receipt Clear this check box if you do not want the word copy stamped on the receipt Note that you can only mark previously printed receipts as copies Receipts can only be printed one at a time from within this form Deleting a receipt effectively reverses an allocation For further information on how to delete a receipt refer to the topic Reverse an Allocation Error in Chapter 3 How To A message will be displayed warning you of the consequences of deleting a receipt that has been printed
106. 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 lf Summit carries out all the above procedures your event will be restored to a state of financial balance Registration Desk Worklist This report shows all people who are deemed delegates or participants e they have a Registration Types and or an add on It lists against every person their organisation whether they re a full delegate or not amount still owing if any if they have been registered as being at the event and if they have been given a satchel This report is the listing from the Registration Desk Worklist form found on the During Menu and is used for registering delegates on arrival Chapter 5 Before 329 Summit Event Manager Pro 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 cant be run while anyone else is entering or allocating payments The following form is displayed to warn you Confirm Banking Run This process will produce bank deposit slips and credit card summary reports A Ii MN As this process updates the payments file it should not be run if any users are still entering or allocating payments Do you wish bo continue
107. 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 The Message field is where you enter the actual details of the message you want to send 4 You can Browse to attach any document to the e mail 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 Toolbar Buttons end_ Click to send the e mail 242 Chapter 5 Before Summit Event Manager Pro 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 E Contact Details E mfx Mr Wiliam J Smith Date Contact th Contact Type Contact Details Do by Date Done 01 Feb 10 Hettie w 1 e Initial Mailout Sent Delegate Confirmation Letter 25 Feb 10 Hettie v 2 Confirmation Letter 2f Feb 10 Hettie w 2 Confirmation Letter Sent group tax invoice Group Tax Invoice Adiustment Mote covered PIM 2r Feb 1 E Lola Hershmett 5 Form Letter Sent the Full Database form letter E A PURA E 27 Feb 10 Hettie yt GB ow Request tor IntormaticBil rang clari
108. mail merge document this should also be backed up if you wish to keep your changes The fastest most secure backup is onto a memory stick your data be backed up by taking the following steps 1 Insert the memory stick into the USB drive of your computer 2 Open Windows Explorer 3 Locate the eve file you want to back up 4 Click on the eve file and keeping the left mouse button depressed drag the file until it s over the icon for the USB drive and then release the left mouse button 5 Windows will ask you to confirm the copy 6 Click on the Yes button and your file will be copied onto the memory stick To restore your datafile from the memory stick onto the same or another computer just reverse the process All other files required by Summit can be recovered by re installing Summit Change Currency 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 2002 2003 2007 loaded on your computer to be able to run these macros as they need to open both reports and forms in design view This feature is not available in the run time version of Microso
109. maximum 100 Only the first 30 characters of Suburb City will be used Summit maximum 50 Only the first 4 characters of Postcode will be used Summit maximum 10 Only the first 3 characters of State will be used Summit maximum 20 Data Conversion The Tradevent Phone field is drawn from the Summit Phone W field The Tradevent Fax field is drawn from the Summit Fax W field The one character Tradevent Attendee Type field is determined in the following order Attendee Type is initially set to V Visitor If the person is also a confirmed delegate Attendee Type is set to D Delegate If the person is also a confirmed presenter Attendee Type is set to K Speaker If the person is also a confirmed other Attendee Type is set to Z Other If the person is also a confirmed sponsor Attendee Type is set to Z Other If the person is also a confirmed advertiser Attendee Type is set to Z Other If the person is also a confirmed exhibitor Attendee Type is set to X Exhibitor If the person is also an organiser Attendee Type is set to O Organiser If the person is also a VIP Attendee Type is set to G Special Guest If the Notes field on the Personal Details form contains the word MEDIA Attendee Type is set to M Media Click to send an SMS text message to the selected people See further on for more details Click to send an e mail the selected people See further on for more details Click to create a mail merge document with th
110. 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 Additional 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 80
111. 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 328 Chapter 5 Before Summit Event Manager Pro 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 issued in receipts If this is a negative figure it means that the total of amounts showing as paid on each person s record in each participation category is less than the total amount issued in receipts 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
112. nights Many hotels will offer free or reduced rate conference facilities and or complimentary rooms and or room upgrades based upon the number of paid room nights Note that any complimentary rooms are not usually included in the total of paid room nights 372 Glossary Summit Event Manager Pro Paper A paper is the full content of a presenter s presentation normally in written form for inclusion in the conference proceedings The system doesn t require the content of the papers to be entered The abstract title entered on the Presenter Details or Programmer forms is used by Summit as the presentation subject when preparing a draft programme Participation categories The six major participation categories are delegate presenter sponsor advertiser exhibitor and other involvement These can be further divided into Potential or Confirmed A person may belong to all six categories Form letters can be sent to any of these categories A person may also be an Organiser a Session Chair and or a VIP All participation categories can have special badges printed for them and they can be targeted from within the Reporter Past EOI Past EOI are individuals or organisations who expressed interest in previous events regardless of whether or not they attended This information is entered on the Expression of Interest EOI and Profile form This field is automatically marked when you import demographics from a previous event that used this so
113. not actually be sent until you start your mail application and send them All e mails are sent out in PIN order Summit can trace the e mails being sent from the Reporter so that if an error occurs it is easier to determine which record is causing the problem Toolbar Buttons ai El Click to send the e mails Chapter 5 Before 307 Summit Event Manager Pro Record Bulk Contact After sending an e mail an SMS text message or printing mailing labels Summit will ask if you want to record a contact against each person selected If you say Yes the following screen is displayed Record Bulk Contacts Contact Date 14 May O4 Do byDate Contact Type 7 Contact Out Contact with Lola Hershmetter Details Sent Welcome Letter X Help Cancel The e mail and the SMS text message are embedded in the contact details so you always know what you sent to whom and when 308 Chapter 5 Before Summit Event Manager Pro 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 Listing Contents Orientation Favourite P J ccompansing Person Name Petra ET Accompanying Person Name and Quantity by Addon Pora T Advertiser Detals rat PT Click Eroro Pa on the Name and Accompanying Person N
114. numbers are reported on the Rooms and Their Occupants People and Their Room Numbers and People Without Room Numbers reports Room numbers are also reported in the Notes column on all Accommodation Requirements reports Enter the booking reference This will be printed on the confirmation letters and the itineraries The Sort Order Override field is used to put the travel and accommodation bookings into a specific order Summit will sort these booking by date then time If a person is crossing the international date line this order will not make sense Enter a number against each booking in the order you want them for example 1 for the first booking 2 for the second etc across both travel and accommodation bookings Mark the Primary Person check box if you want to print the Accommodation Requirements by Primary Person report This report will print only those people with Primary Person marked in the left first column Enter the Deposit Amount Due this person will be paying to secure the hotel booking Summit assumes the deposit is the only money you will handle in relation to the hotel booking and you will pass that money onto the hotel As people leave the hotel they will pay their own accounts unless you instruct the hotel otherwise in the Billing Method The Deposit Amount Paid field is display only and will only display an amount once a payment has been allocated to accommodation in the Payments Out form If you have marked the
115. occcooccnnccnccnnccnoncnnononcnncnnnnnnononcnnonnnnnncnnanennnnanennnnnas 2 Tested Operating Environments cccoonccncccccnnononcnnconononcnnonnnnonnnnnnnonnnnnnnnnnrnnnnnrnnnonnnrnronanrnnonanrnnronanines 2 Other Recommended Software cccccooccncccoccnccccoccncononononnncononnnnnnnonnncnnnnnnnnnnonnnrnronnnrnnnnnnrnnnnanrnnnnnnnons 2 Conventions Used Within this Manual coocccccccnocncocccnncnnncncnnconncnnnononanonncnnnannnns 2 Summit in a Networked Environment ccoocccoccccccccccncncococononcnnonocanonanonanonnncanonanenono 4 Changing the Screen ResolutiON ccooccconcconoccnconncococononcnonnocanocanonanonnnnaninanenono 6 MSAN gt UME PIO sortir ioaiico resi oc nea 8 Starting Summit Event Manager PlO occcocccccnccccncncocnnocncoconononononnnnnnnnnnonanonanonones 12 Man WIG sates Beatie peated a Greta iuee eb 15 PM otr a ets A E AE AI GOA Te TAR Me Tle SIU A De TAL E A E AE A ah A eh Fee asia 17 New Event ota a ae 17 Open 1 CIO PONE nn ae ori ieee 18 Compact EVEN o id e 18 Conventions used within the software occcoccconnccococccnconnccncoconnonanonncnnnononanonanoss 19 Navigating IS UNNI c cet cc cacea tac ccectincedccsssaedcascagseenscscscecscactiececsetacessactaestascetecsied 20 Opening Forms Reports and Processes cooccccoccnccoccncccccnccnnnnononnononononnnnnonnnnnnnnnnnnnnnnonnnnononencnnnons 20 A O A 20 Enternng Dates MO TINE oia 20 SS as A A 21 A RA 21 A 23 General GID ac ec ieee acess S
116. of importing records should be used where you ve either stored name and address records using Microsoft Excel or used Microsoft Excel to convert records from another application s format To successfully import from Excel the records you wish to import may be stored in Excel with one record per row The columns don t have to match as the Link Fields process is used see Importing from an Access Database further on If you have no column headings in your Excel spreadsheet you are asked during the import process if you would like to add them Then it s easier to use the Link Fields option You will be asked to specify the location of the Microsoft Excel spreadsheet If you re uncertain of the file location use the file open dialogue box to determine the location on your system or network of the Microsoft Excel spreadsheet If you enter an invalid file location the import process will be terminated Once you ve entered the location of the spreadsheet Summit will check that there are no leading spaces in the column headings then Summit will import the spreadsheet into a temporary storage area and then display the incoming data on the Importer form exactly as it will appear after it is imported At this point you may alter information or delete records before confirming that you wish to complete the import or you may choose to cancel the import process See the section on Link Fields and Importer further on for more details on how the mani
117. of participation is one that is not covered by the delegate presenter exhibitor sponsor advertiser VIP organiser or session chair categories Examples of possible Other Involvement categories could include timekeepers at sporting events ticket collectors at gala dinners or Open Space Technology Leaders Other Involvement Details Mr William J Smith Other Involvement Kit Sent Last Form Letter Sent Other Involvernent Details 7 Help Cancel OF To enter a person as an other involvement category for your event take the following steps 1 2 Locate the person on the Personal Details form Open the Other Involvement Details form by clicking on the Other Involvement button on the toolbar If the person has been confirmed as other involvement mark the Confirmed as Other Involvement check box This has the effect of moving them from Potential to Confirmed for reports and statistics If you wish to track whether or not you ve sent the person an Other Involvement kit you can enter the date you sent them a kit in the Other Involvement kit Sent field If you re sending the person a system generated form letter with the other involvement kit you can have the system update this field automatically when the Form Letter is produced See Form Letters If you wish to track whether or not you ve sent the person an Other Involvement Form Letter you can enter the date you sent them a form letter in the La
118. 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 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 If you want Summit to print a delegate s special diet on the confirmation letter mark Show Special Diet on Confirmation Letters Mark the Resume Express ClickYes When Starting An E Mail Session check box if you wish Express ClickYes to be resumed activated when bulk e mails are sent from the Correspondence screen or the Reporter Express ClickYes is a small program that sits in the System Tray and clicks the Yes button on behalf of you when Outlook s Security Guard opens the prompt dialog saying that a program is trying to send an email with Outlook or access its address book Activating Express ClickYes when you are sending a large number of e mails from Summit will save you considerable time Express ClickYes can be downloaded free of charge from the MIE Software web site
119. person who has been invited but has not yet replied Once you ve entered a date in the Date Declined field you won t be able to register the person or allocate them add ons or sessions To do any of these things first clear the Date Declined field You won t be able to enter a date in the Date Declined field if the person is registered or has any add ons Date declined is a field on the Reporter so you can report on these people 210 Chapter 5 Before Summit Event Manager Pro Toolbar Buttons Enter a Payment india Click to open the Payment Entry form to enter a payment for this person Allocate Payment a lit Click to open the Allocate Payment form to allocate one or more existing payments against this person Edit Tabling Click if you want to edit this person s Tabling and Seating details The Tabling and Seating form will be displayed For more details go to the Tabling and Seating section further on Edit Tickets ii 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 Mot X DEME Click to register this person as not attending an inclusive function The Inclusive Catering Event Non Attendance form will be displayed Select the Catering Event from a pull down list of only those events marked as Inclusive Function for Full Registrations on the Catering Events form When calculating
120. phone The number that the recipient sees is random and if stored and used will not work However if the recipient of the text hits Reply any text that is sent to the web server is then translated into an e mail and is received by your in tray This is why you must record your e mail address to MIE Software who then passes that onto the SMS web server To send an SMS text message directly to a mobile cell phone double click in the person s Mobile Cell number field The displayed form is where you enter the details of an SMS text message before sending it There is a maximum of 165 characters that can be sent and you can use the Count function to determine how many characters you ve used so far NOTE You must first be registered on the MIE SMSLink Web Server before you can use this feature To find out more visit our website SMS Message SMS Text Message SWS Message Text Clear Count an Y Y Send Help When you open this form the message you entered on your last SMS message will be displayed You can change this message before clicking the Send button to send the text Before sending any SMS text message you should ensure that the mobile cell number is correctly formatted For an SMS text message to be sent successfully there are two essential rules in relation to how the number is entered 1 The SMS Country where you are based must be entered in Global Options This will use the SMS Web Server of that country 2 You m
121. printed copies 2 When you re certain that the details from all printed copies of the worklist have been entered destroy the original printed copies This prevents people making entries on the old printed copies that would not be entered onto the computer system End of each day 1 Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct 2 Exit Summit and back up the event file After After the event there are two main concerns chasing up any outstanding money owing and analysing the completed event to make sure the next event is even more successful and profitable This section is in two parts the regular session to chase up outstanding money and process payments and the analysis of the event 36 Chapter 2 Scenarios Summit Event Manager Pro 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 9 Open the Personal Details form Find the person s record 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 If you wish to allocate a payment that has been entered into the system but is not yet fully allocated click on the Money Menu button and then select the Allocate a Payment button to allocate all or part of the paym
122. 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 Save the catering event by clicking the OK button or the New button to enter another Catering Event or by moving to another record using the navigation buttons Example of a Catering Event This example is based on a Welcome Reception for a conference being held the evening before the conference commences The following applies to the Welcome Reception e All delegates are entitled to attend the Welcome Reception There are 500 delegates Extra tickets may be purchased for the Welcome Reception as an add on This has been entered in the Add On form and has been called Extra Ticket for Welcome Reception This enables delegates to bring accompanying people as well as enabling trade exhibitors to attend the function Fifty people have bought one extra ticket 20 people have bought two extra tickets and one person has bought five extra tickets Chapter 4 Setup 161 Summit Event Manager Pro 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
123. re planning to refund to this person i e the amount they ve overpaid If the amount doesn t match exactly go through the process of reducing his or her activities until it does 9 On the Personal Details form click on the Money Menu button and then the Create Refund button A refund will be created for that person for the exact amount showing as overpaid That person s refund will be printed the next time you choose the Receipts option individual or organisation on the Correspondence form To check on a refund look in either the Printed Receipts or the Unprinted Receipts options on the Money Menu Summit sees refunds as negative receipts To edit the text you want on the Refund notice click on the Refund Notice Text button under Financials You can then send a cheque with the Refund Notice to the person Chapter 3 How To 89 Summit Event Manager Pro 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 Inthe Personal Details form find the required person click on the Money Menu button then on the Recelpts 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
124. rules by which the system will calculate a budget for you Click to display a report detailing the names of all people who have selected this add on Chapter 4 Setup 129 Summit Event Manager Pro Lock Event Fees The system will not allow registration fees or add on fees to be altered after registration commences as this would result in corruption of the financial information held within Summit Locking is the process where you tell Summit that you re happy with the fees you ve set and now wish to be able to register delegates Lock Event Fees 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 semp tranireachUb 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 locked click on the Lock button lf you have already locked 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 R
125. 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 318 Chapter 5 Before Summit Event Manager Pro Equipment Requirements by Session Location This report shows the equipment specified as required for sessions at each location The report is sorted by location and then in date and time order of session within each location This report could be used for determining if equipment should be moved from one location to another between sessions Equipment Requirements by Session Location with Presenter Details This report shows all information as above with added presenter details Chapter 5 Before 319 Summit Event Manager Pro Presenter Reports This form enables you to print reports of abstract presentation and presenter details Presenter Reports Listing Contents Abstract Booklet Abstract Booklet with Presenter Biographies Abstracts In Review One Per Page Pb ind Abstract Review Sorted by Entered Abstract Number Blind Abstract Review Sorted by System Counter Export Presentations Presentation Status by Presenter Presenter Abstracts resenter Biographies Presenter Follow Up Orientation Favourite Portrait Landscape raras Portrait Portrait Portrait Portrait Landscape
126. such as the backing up of data and off site storage of data HTML Hypertext Markup Language The standard language for describing the contents and appearance of pages on the World Wide Web Icon An icon is the graphical representation of an object normally an application or group window Interest profile See Profile Locking event fees The system will not allow registration fees or existing add on fees to be altered after registration commences as this would result in corruption of the financial information held within Summit Locking is the process where you tell the system that you re happy with the fees you ve set and now wish to be able to register delegates Before you lock the event fees you can create alter and delete registration fees and add on details but you can t register people for the event After you lock the event fees you can register people and create new add ons but you can t alter or delete existing registration fees and add ons if anyone is using them Fees can be unlocked for further modification provided that you ve not yet started registering people for the event Mailto The Internet protocol used to send electronic mail MAPI MAPI stands for Messaging Application Programming Interface MAPI is a messaging architecture enabling multiple applications to interact with multiple messaging systems across a variety of hardware platforms Examples of e mail software packages which are MAPI compliant are Microsoft
127. system update this field automatically whenever a Form Letter is produced See Form Letters The cost for the booth or booths you ve selected will be displayed in the Amount Due field It depends whether when setting up the booths any GST was inclusive or additional as to which field any GST will be displayed Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt If all details are correct click OK button A report of any rules that have not been adhered to will be reported on the Exhibitor Follow Up report To set the rules for your exhibitors see Trade Rules in the Setup Menu Chapter 5 Before 227 Summit Event Manager Pro Entering Sponsors To enter a person as a sponsor for your event take the following steps Trade Details Mr William J Smith Company The Corporate Chemical Company has been Logo Received few Logo Overview recognised in the field of responsible chemical production with an emphasis on world s best practice activities of quality control and an eco nurture philisophy E hibitor Sponsor Advertiser Amount Due 10 000 00 Sponsorship Details MESNE GSi 0 00 ls the major sponsor and has naming rights forthe conference Additional GST 1 000 00 Will provide band and wine for free Total Amount Due AmountPaid 11 000 00 Amount Outstanding 0 00 Sponsor Kit Sent 25 Feb 10 tems Promised Recelv
128. task is performed You can choose whether or not to show sessions that do not contains presentations The report can be either landscape or portrait both reports have the same data so it s a matter of preference These reports can also be run from within the Organiser form Schedule This report shows the flow or structure of the event by listing all the sessions and catering events in date and time order This enables the organisers to see at a glance that there are no overlapping activities scheduled 278 Chapter 5 Before Summit Event Manager Pro ochedule by Location This report is a schedule of all sessions and catering events grouped into the locations where the sessions and catering events will occur This enables the organisers to ensure that each location is not double booked nor is it under utilised Session Attendance This report lists all people and their organisations who have been confirmed as attending a session Each session starts on a new page and the number of people is totalled The report is sorted by family name then given name within each session session Attendance Export This report lists all people who have been confirmed as attending sessions and enables exportation of information in a single row per person format with a maximum of up to 82 sessions per person session Attendance Summary This report lists all sessions against which the number of people preferred and confirmed to att
129. the hotel one date at a time press the record selector bar beside the appropriate room type as illustrated above and click on the Block Bookings button The Hotel Rooms Block Bookings form will be displayed 7 If you want to record the block bookings for the hotel for a date range press the record selector bar beside the appropriate room type as illustrated above and click on the Block Book Date Range button The calendar will be displayed for both the start date and the end date Note A hotel record may only be deleted if there are no people booked into that hotel You need to cancel all the bookings for people in a particular hotel before you can delete it To determine who is still booked into that hotel run the Total Accommodation Requirements report Toolbar Buttons Bulk Click to open the Bulk Accommodation Update form See subject further on further on Block Bookings Block Book Click to open the calendar to select the start date and the end date See subject Click to open the Hotel Room Block Bookings form See subject further on 150 Chapter 4 Setup Summit Event Manager Pro Bulk Update This option allows you to make changes to the hotel booking details of multiple people without having to go into each person s Hotel Booking form and alter the details Bulk Accommodation Update Change From Change To Hotel The Railway Hotel Hotel The Majestic Hotel Room Type Standard Room Type Standard Arrival
130. the people at one table with the people at another table The process will check that there is sufficient capacity at each table Click to clear people from one to many tables Click to set the Table Number to zero for the person whose record is currently selected This effectively removes them from a table Click to edit the tickets table to enter amend guest names Click to open the Auto Table form This form enables you to automatically seat people at tables based on the criteria you choose 260 Chapter 5 Before Summit Event Manager Pro Auto Table Auto Tabling Options for People Without a Table Number Nove 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 fram 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 different tables 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
131. the report This provides a quick and easy way to count records in a particular category In the above example we have chosen to select people who are not from Australia and who are confirmed full or partial delegates and who have a profile of Decision Maker If we click on the Listing button a screen is displayed asking you to confirm the selection Click on the Yes button to continue 300 Chapter 5 Before Summit Event Manager Pro 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 Reporter General Participation l Profile Saved Queries Multi Registration Muti Acdd On MultiSession Include These Registration Types gt tv Early Member i 2 mw Early Non Member You cannot combine the multiple tab data i e you cannot select Multi Registration and Multi Add On and or Multi Session Invalid Combination i You can not combine a multi add on selection with either a multi registration selection or a multi session selection The multi registration selection and the multi session selection will be deleted You can however select from a Multi tab and from General Participation Profile and or Saved Queries Produce Output i There are 2 records of People who have a country not equal to AUSTRALIA who have one of the Following k j registration types Early Member E
132. the summary report 132 Chapter 4 Setup Summit Event Manager Pro Toolbar Buttons Payments See Click to display the Payments Filter form seen below Payment Breakdown Restrict to Payment Type Restrict ta Payments received on or after A Restrict to Payments received on or before ee Restrict ta Payments banked on or after ee Restrict ta Payments banked on or before re Preview Help Exit This form enables you to select and report on a subset of your payments data If nothing is selected all payments will be included on the report Summit Event Manager Pro Demonstration Conference Payments Breakdown All Payments to Date OL Mays Number of Trans Commiss n Total Less Less Payment Type Transactions Charge Percentage Payments Commiss n Trans American Express 1 0 00 3 400 5 072 00 206 45 0 00 Bankcard MasterCard visa 2 0 00 3 400 2 336 00 79 42 0 00 Cheque 2 40 00 0 000 10 056 00 0 00 0 00 EFT 1 0 00 0 000 125 50 0 00 0 00 Totab 6 25 619 80 285 87 0 00 Toolbar Buttons Nett Payments Ho 965 55 he 256 50 10 056 00 pr 125 00 25 333 93 Preview Click to produce a report showing a breakdown of all payments by Payment Types Chapter 4 Setup 133 Summit Event Manager Pro Budget This option enables you to enter cost price and attendance estimates for the elements within your event to determine its financial viability It is not necessary to use this form i
133. 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 Generate Remaining Tax Invoices and Adjustment Notes dx 1INYOILES an JUSIMeENC MOLES Nave noc Den Den generaled since Monda PFI Tax Invai d Adjustment Motes h t b b ted since Monday 24 April 2006 i a l Do you want to check For new and altered requirements and generate any remaining Tax Invoices and Adjustment Motes Po If any requirements have changed the system will issue an Adjustment Note detailing the original requirements and re issue a new Tax Invoice with the new details In a large database this process could take a while You can set the system to stop and ask you for the reason for each Adjustment Note or you can have the system use the default reason This is set in Setup Event 288 Chapter 5 Before Summit Event Manager Pro Options Tax tab Group Tax Invoices are still created against each individual but are amalgamated into the one document and addressed to the Group Leader Form Letters Form letters are a quick and easy way of contacting people who are either potential or confirmed in any of the participation categories Form Letters o Potential Delegates Confirmed Delegates Potential Presenters Confirmed Presenters Potential Exhibitors Confirmed Exhibitors Fotential Sponsors Confirmed Sponsors
134. tickets Event Details Event Details Secretariat Details Venue Details Organisers Options Global Options Event Options Import Import Demographics Import Structure Financial Details Registration Types Add Ons Lock Event Fees Reference Files Advertising Sources Booths Contact Types Flights and Transters Locations suppliers Banking Details PaymentTypes Budget Billing Methods The Essentials Catering Events sessions Mame Badge and Ticket Design The Rules Presenter Rules Trade Rules The Usual The Usual Registration The Usual Accommodation The Usual Travel Chapter 4 Setup 91 Summit Event Manager Pro 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 Hotels 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 Include in MIE VvebLink File M mi 2 Delete Listing Help Cancel Go to the first record Go back 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 t
135. to make sure the next event is even more successful and profitable Analysis of the event 1 From the After Menu open the Progressive Participation form by clicking on the Progressive Participation button Choose the required participation category and then click on the Graph or Preview button to produce the report These reports assist in forecasting participation and high activity level periods for future events From the After Menu open the Participation Breakdown form by clicking on the Participation Breakdown button You should produce all of the reports available from this form as they each serve a different purpose Select each report and then click on the Graph or Preview button to produce it Each report is explained more fully in Chapter 5 Before On the After Menu click on the Marketing Breakdown button This will produce the Marketing Breakdown report This report shows how effectively the data you have in Summit is being used and how well the event is being marketed to people This report is explained more fully in Chapter 7 After 44 Chapter 2 Scenarios Summit Event Manager Pro 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 Ge
136. use the administration area to modify the appearance of the registration page 2 You can retrieve lost registrations You can use the Internet Transmissions Report on the Internet Assistant to determine if any registrations have been lost between the registration page and your e mail If any are missing you can log on to your administration area and have the registrations retransmitted to you 3 Reconcile credit card payments You can log on to your administration area and display all the credit card payments received no card details You can restrict the payments displayed to a specific date range to reconcile with the payments in Summit over the same date range Secure Credit Card Payments The secure credit card payments facility is through Camtech and the Commonwealth Bank All monies received via the secure payment gateway are deposited into a separate MIE Software Trust Account We will transfer all monies due to your nominated bank account after subtracting costs on a daily basis with an e mailed tax invoice summary Chapter 5 Before 263 Summit Event Manager Pro Internet Assistant The Internet Assistant is where you control process and monitor expressions of interest registrations demographics updates and speaker and presentation details received via the Internet The Internet interface enables people to enter information onto a specially designed registration page on the web and have that information passed into you
137. 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 Not all reports displayed above are explained in detail Chapter 5 Before 327 Summit Event Manager Pro Credit Card Commission Breakdown This option enables you to produce a report on commissions paid on payments that have been entered into the system Credit Card Commissions Breakdown Restrict to Payment Type Restrict to Payments recelved on or after pe Restrict to Payments received on or before Restrict ta Payments banked on or after AN Restrict to Payments banked on or betore re EN Preview Help You can report on all payments that have been entered or you can restrict the payments reported to a specified Payment Type or the date the payment was banked or processed Enter the restrictions if any you want on the report and click on the Preview button Note The payment received date is the date the payment is entered into Summit The payment banked date is the date you ran the Banking Run that included the payment not the date on the Bank Deposit Slip GST Receipts and Payments This report summarises for a date range the total amount of income generated Summi
138. 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 at a sporting function such as the individual races at an athletics carnival If an add on refers to a function that must be catered for for example an extra charge dinner it must also be entered as a catering event If you wish an add on that is not a catering event to appear in the schedules and draft programme it must also be entered as a session See also Catering Events and Sessions Advertiser An advertiser is an individual or organisation who advertises at the event Advertising normally take
139. 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 If you re uncertain what a particular format looks like or want to modify it or create a new format click on the Design button to open the Name Badge and Ticket Design form 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 Chapter 2 Scenarios 41 Summit Event Manager Pro Entitled plus Accompanying Persons The other choices are used when you want to have different badge styles for different participation categories 7 Click on the Preview button to display the name badges in Print Preview or click on the Export button to export the name badge information Whichever production method you choose you will be given the option of editing the details that will appear on the badges before they re produced If you re exporting you ll also be asked for the export format you wish to use and the name of the file
140. would take the following steps 1 Select The Majestic Hotel from the Hotel pull down list 2 Enter 27 Oct 10 in the Arrival Date 3 Select the type of records you want Of these records you can select New or Altered records only If you don t mark either of the last two check boxes you will retrieve all records with your selected criteria In this example mark the Altered Records Only check box 4 Select the style of report you require Standard Listing or Listing by Primary Person 5 Click on the Preview button to produce your report After the report is printed you ll be asked to confirm that the report printed correctly If you click on the OK button Summit will update the Hote Last Notified field on each accommodation record with the current date and clear the Changed Since Notified check box If you ve printed the reports for internal use and not to give to the hotels click the Cancel button on the Print Confirmation form so that these fields won t be updated The Hotel Last Notified and Changed Since Notified fields are updated so that valid Altered and New reports can be produced as well as Total Accommodation Requirements Enter any accommodation instructions you wish to appear on people s itineraries then press the Apply New Instructions button 312 Chapter 5 Before Summit Event Manager Pro Toolbar Buttons nes Click to apply the instructions to the selected records Chapter 5 Before 313 Summit Ev
141. you re not likely to require any more details than the Name of Venue As the venue is often one of the hotels the participants can stay at you can type the details here and click on the Add To Hotels button The details will be copied to the Hotels file without you having to retype If you double click in the Mobile Cell field you can send an SMS text message to the displayed number Note you have register with MIE SMSLink first If you double click in the E mail field you can send an e mail to the displayed e mail address Toolbar Buttons Add To pia Click to add the details of the venue to Hotels 98 Chapter 4 Setup Summit Event Manager Pro Organisers This option is for maintaining the names of people committees or organisations who are involved in organising the event eres Delete ing Help Cancel List This information is used when allocating controlling and monitoring event organisation tasks using the Organiser form The names used here are not restricted to the names of individual people If preferred you might wish to use the names of sub committees departments or organisations The information in this reference file is the source of the entries in the Assigned To combo box or pull down lists on the Organiser form the Catering Events form the Sessions form and the Ad Hoc Notes form These pull down lists are not limit to list so that any name can be entered The Organiser
142. 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 click on the Produce Tickets option Print Confirmation Letters Confirmation letters are produced for people who are confirmed as participants There is a different letter for each category and letters are only produced for people who have not yet had a confirmation letter produced When people have had a confirmation letter produced the date the 64 Chapter 2 Scenarios Summit Event Manager Pro letter was produced is shown in the Confirmation Letter Sent date field on the Registration Trade or Presenter Details form To resend a confirmation letter to a person clear the date from this field and another letter will be produced for them when you next produce confirmation letters for that participation category To produce confirmation letters take the following steps 1 From the Before Menu open the Correspondence form by clicking on the Correspondence button 2 Select the participation category for whom you wish to produce confirmation letters by clicking on the correspo
143. 00 0 00 0 00 Plenary Session 2 0 00 0 00 0 00 29 Oct 03 Plenary Session 3 0 00 0 00 0 00 oj of 30 Oct 03 Concurrent Session 5 0 00 0 00 0 00 0 00 o of 30 Oct 03 11 00am Concurrent Session 6 0 00 0 00 0 00 0 00 Oo 4 30 Oct 03 we Budget Actual ife e Profit Cost Income Cost Income Budget Actual 2 170 00 15 000 00 5 500 00 12 830 00 5 500 00 Travel Cost Income Commissions Cost Income Commissions Budget Actual gt 000 000 soo som Page Up Gf Rettesh ol Page ke Sessions Each session you have defined will be shown here Only nine sessions can be displayed at any one time If you have more than nine sessions use the vertical scroll bar to view the other sessions To see the budget details for all your sessions print off the Budget Worksheet by clicking on the Preview button The fields you can modify for each session are 1 The Description Changing the description here will change the description back on the Sessions form 2 Any Fixed Cost associated with the session Examples of fixed costs for sessions are the cost of hiring the room to hold the session in or the cost of hiring audio visual equipment for that particular session 3 Any Variable Cost associated with the session An example of a session variable cost is the cost of the handouts provided to session attendees 4 The Budget Attendance figur
144. 2 cctcercsadenccaxcsaecsacseaciad aeadaaetsacaaet wmiadeciewadsteanaaeigkes 336 EdH INCOMIAG Ray MES aaa tad 337 Fax INVOICES REDOMEN ssicsevetoustevetereidvetdvativebateldvetsueldvetoiabdvebsteueobeuediveddedidvebseaidwes 338 Edit Tax Invoices and Adjustment NotesS oococccooccccnocccccnnnccnconnccnconnncnnonnncnncnnnncncnnncncnnnnrancnnaninnss 339 PAM NS OUl orein ne eat E E T 341 Payments OUEReSpO essa iii cidos 343 EdIEOUtgona Pay Me Suicida E nid eulacoieenane a aaiod ieee 344 PAC COUNTING EX DOM tives deeeotectiusstetieea ted EEE E 345 CHAPTER O DURING eek setae ete Seles cease ne eee ae ee 346 DATAEN Y oeoa a ia tias 347 Registration Desk WorkKllS oia aaa 347 Process AmiVals Manually ia 349 Process Artivals ONIS Sites tad anata avait etal tested a eee cease nied 350 Process Arrivals at Multiple Registration Points ocoooncccconcccooccnconcnnnnncnnnoncnnnncnnnnnrncnnarncnnannnnos 351 Add ON RESSUN Sais rad 352 Results ReporiS ariii an a a a a a na e ia 353 Bi al Oo DO A N 353 PUG ING AICO ROCO rtorras bai 353 CHAPTER 7 ARTE Rinitis 354 SUPPOR FOTELE Seeriad a orn AAA 355 Database Fable ACCESS aca 355 PRINT AOT Os a E E E at hacia E vasenes 399 RStallSUStOMUDA aleer EA 356 REPOR TO coran O POE O IA 357 ariGlpallOn BFEAKG OWN isare raa EAE EAA 357 Confirmed Delegates by Profile wiv ae a netstat hain de ee 357 Confirmed Delegates by Advertising SOUFC8 occccooccccccoccnnoconcnnccnanoncononennononcnnonannnnonancnn
145. 302 Chapter 5 Before Summit Event Manager Pro Toolbar Buttons MOB Click to export the name and address details for the selected records in the format required for M Y O B Version 6 customer card files Please note the following in relation to the file produced by this process Data Truncation Only the first 15 characters of Family Name will be used Summit maximum 30 Only the first 15 characters of Given Name will be used Summit maximum 25 Only the first 80 characters of Job Title will be used Summit maximum 100 Only the first 80 characters of Organisation will be used Summit maximum 100 Only the first 15 characters of Salutation will be used Summit maximum 50 Only the first 25 characters of Contact Name will be used Summit maximum 82 Only the first 255 characters of Notes will be used Summit maximum approximately 64 000 Data Conversion The MYOB Address 1 Line 1 field is drawn from the Summit Job Title field The MYOB Address 1 Line 2 field is drawn from the Summit Organisation field The MYOB Address 1 Line 3 field is drawn from the Summit Street Line 1 field The MYOB Address 1 Line 4 field is drawn from the Summit Street Line 2 field The MYOB Address 1 details are identical to the Address 1 details The MYOB Phone 1 field is drawn from the Summit Phone W field The MYOB Phone 2 field is drawn from the Summit Phone M field The MYOB Fax field is drawn from the Summit Fax W field The MYOB Cont
146. 38 OMIC MS o e rs e den dde bane 138 Miscelaneos e nod 235 139 REFERENCE FICE St iia 140 AVGI SNOS OUNCE S acia ica 140 1 E E E E E 141 BOOI E A NR 142 Camel Sir AE 144 CONAC IYNE Siina a a e A 144 A OT 145 Elghnts and FANSITES ui tii 146 B k Travel Update ic ri isa ltda vewald A A douse ER 148 FOIE A OC O EOI Ree A ene Cnn CRT Neen ne ene Tee Tae 149 O A A eo A 151 BIOCK BOOK DY Date RINGO riada dorar ida 152 Hotel IROOM BIOCK BOOK O Suda dada 153 LOCAS EI ee OEE 154 A o 155 SUPPO PPPOOONOPO O0 M UR ee E E 157 Tal Sian 158 TAE ESSENTALC S SO e ceo rel acota 159 Catena Even Sita ias 159 SESSIONS sccanaccnacenatencessceaneesaceanaesnaeencesnacancectecanaeanaeancexagesnacanaeenacenaemnareaatonadionianede 163 Terr 0 Bete E e ene A ene ene Re rg O 166 Name Badge and Ticket Design cooccconconcccnconicccconcononanonnonnnnononnonanoononnnnanes 167 Participation Send e dl lo des desl OS 177 TAHE RULES a a an atenea ea sandeaaaaaeaeacaaatcius seeaacenseeseebe senate 178 Presenter RUI ca arto 178 URNS SS PP Lo Em ee sedi neti taht 179 TAE USUA o oia 180 The Usual REGIS LATION sid sah hace oad avian at eae dia 180 The Usual ACCOMMOCAMIO Nai 180 A A ete Gahan tem i cect sh tne ed pu ahead a E 181 CHAPTER O BEFORE ss tits 182 DATAENTA Vos 183 o BI 2 AAA A nn ee A 183 PEPUN 1 0 g Loy ener en et Ce 186 Search by Accompanying Person s NaMe cccccssseeccesseeecceeseeecsaseeeceeueesseseeessneeesseseeses
147. 48 pm Full At Satchel Name Organisation Owing Registration Event Given Mr William Baggins Primo Computer systems Inc 40 00 Yes OO oo Mr Le Roux Bouvier The International Pharmacological 0 00 Yes OO O oo Institute Mir Harry Fitzwalter The International Pharmacological 45 00 Yes OO O oo Institute Ms Barbara Fox ACME Industries 0 00 Yes oO A Ms Erica Golden Primo Computer Networks 40 00 Mo E llO 13 As people arrive at the event on the printed Registration Desk Worklist mark the At Event box against the names and as they are given any event materials mark the Satchel Given box as shown below 14 After the event open the Registration Desk Worklist form on the During Menu and update the information from the printed copy that you marked manually Once you ve updated the computer system you will be able to run the Incomplete Participation reports Chapter 6 During 349 Summit Event Manager Pro 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
148. 5 Before 229 Summit Event Manager Pro Advertiser In the above example the latter was marked enabling you to enter any tax directly Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt 2 The Amount Paid and Amount Outstanding amounts can t be entered or amended here as they are calculated automatically by Summit as payments are allocated 3 Enter the full details of the advertising in the Advertising Details field These details will appear on any report you choose that displays advertising details 4 Enter all the items that are required with this person s advertiser deal in the tems to be Sent field Enter each new item in the line with the asterisk in the record selector bar When you receive each item you can mark the Received check box 5 If you wish to track whether or not you ve sent the person an advertiser kit you can enter the date you sent them a kit in the Advertiser Kit Sent field If you re sending the person a system generated form letter with the trade kit you can have the system update this field automatically when the Form Letter is produced See Form Letters 6 If you wish to track whether or not you ve sent the person a letter confirming that they are an advertiser at your event you can enter the date you sent them a confirmation letter in the Confirmation Letter Sent field If you re sending the person a system
149. 6 Chapter 5 Before Summit Event Manager Pro You can reprint the log from and or to specific dates by entering the dates in the From and or To fields and then click on Preview As well as this you can restrict the report to only those log entries that contain specific text by entering the text you are looking for in the Containing Text field You can also delete some or all of the Internet Activity log if you no longer want to keep the activity history information on file To delete all of the log click on the Delete button To only delete part of the log enter the earliest date to delete in the From field and the latest date to delete in the 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 Demographics Update The demographics interface enables people to update to their name and address details on an event database To ensure that users only change their own name and address details people must provide their unique person number PIN and original family name surname to authorise the transaction If the person number and original family name do not match those in the event file the demographics update will not be processe
150. 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 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 Es Piri py a Marne Avdnadane 10 ANULALE 206 i Helene Hughes 500 an 1 Mr John Adams Ace Computer Sellers Pty Ltd 3 118 00 OS Mr Peter Skinner Ace Computer Sellers Pty Ltd 400 00 2 bir Peter Srrith 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 El Find by Family Mame Outstanding Balances Only E Find by Family Marne t
151. Changing the Screen Resolution Prior to installing Summit check your screen resolution Summit forms have been designed to fit on a screen resolution of 800 by 600 pixels SVGA If your current screen resolution is less than this for example 640 by 480 the forms won t fit and you ll have to use the scroll bars to navigate The usual resolution is 1024 x 768 To check and or modify your screen resolution take the following steps Administrator 2 Internet Explorer My Documents Microsoft Office Outlook Access 2003 ES Excel 2003 LA My Pictures El Word 2003 Es My Music Summit Pro er My Computer Summit Light k Summit Contact Manager a My Network Places 2 My Recent Documents MYOB Accounting Plus v13 Choose Control Pane om the ES Printers and Faxes Start Menu im amp Help and Support All Programs gt A Log Off 0 Shut Gown From the Control Panel choose A Display splay Display 6 Chapter 1 Getting Started Summit Event Manager Pro Display Properties Themes Desktop Screen Saver Appearance settings Change the Settings to be the same as those shown below 1024 by 768 pixels Click on the Apply button then click on the OK button Display Plug and Play Monitor on 515 650 651 M650_740 Screen resolution Color quality Highest 32 bit 44 1024 by 768 pixels Troubleshoot Slide this bar along App After you ve set the displ
152. Contact Date on or before and select Sponsorship Acquisition from the Restrict to Contact Type pull down list You would then click the Preview button Note that you can choose from two styles of report One style will sort the report in date order the other style will group the contacts with the same contact type together and then sort in date order within each contact type Toolbar Buttons Preview Click to print a report in Print Preview of the contacts selected 250 Chapter 5 Before Summit Event Manager Pro 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 From Reassign TaskeTo Rieassign Help Exit The Reassign Tasks button can be found on the Organiser Select or enter the name of the person you re reassigning all tasks from in the Remove Tasks From field The name you enter doesn t have to match the entries in the combo box pull down list as you may already have deleted the person from the Organisers table However if the name doesn t match any of the Assigned To fields on the organiser no reassignment will take place To add delete or alter Organiser name records open the Organisers form on the Setup Menu This form may be also opened by double clicking in either the Remove Tasks From or To field Select the name of the person you re reassigning the tasks to in the Reassign Tasks To fi
153. Contact Record When Form Letters Sent Contact Type Si Form Letter Create Contact Record When Correspondence Sent e Contact Type 2 2 Confirmation Letter 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 e areas within the default country are dealt with by the system one level below the national level Whatever is stored in this field it can t be left blank will be automatically entered into the Country field on each new record in the Personal Details form The value in this field can be accepted by pressing Enter or Tab or a new value country can be typed over the old one 2 Whatever is stored in Default State or it can be left blank will be automatically entered in the State field on each new record in the Personal Details form The value in this field can be accepted by pressing Enter or Tab or a different State can be typed over the old one 3 If you enter something in the default Outgoing Payment Type it will be displayed in the Payment Type field in the Payments Out form This means that if all your payments out are cheques
154. ERE Barbara Fox w Bi E Registration Type Early Non Member p 12 6 Me Barbara Fox 14 Ms Barbara Fox Add On Conference Dinner 3 B mis rica Golden 1 Ms rica fooien y Add On Conference Dinner 24 fi Dr Jeff Jones 2 Tl Jett Jones Pharmacist The Royal Hospital 0 Add On Conference Dinner i T 12 Mr Peter Kitchener 1 jhr Peter Kitchener w Add On Conference Dinner OA A A Y Add On Conference Dinner Listing Help Ext v Record 14 1 erp of 12 Filtered You usually need to modify the names on tickets when a person selects multiple instances of the same add on for example 5 tickets to a conference dinner As Summit can only automatically work out the names to go on the first two tickets if an accompanying person is recorded you will need to enter the names for the remaining tickets To only show the tickets that Summit could not determine the names for mark the Only Show Tickets With Unknown Name check box Once you ve modified a name clear the Unknown Name check box and mark the Lock In check box This prevents Summit from overwriting the name you ve entered when it s producing the tickets Toolbar Buttons Listing Click to list all people who will have a ticket produced for them Chapter 5 Before 295 Summit Event Manager Pro Reporter This form is a powerful means of retrieving data held within Summit in a variety of selection criteria to a variety of output med
155. Event Manager Pro Confirmed advertiser An advertiser becomes potential when the Potential Advertiser check box on the Expression of Interest EOI and Profile Details form is marked An advertiser becomes confirmed when the Confirmed as Advertiser check box is marked on the Trade Details form An advertiser moves from confirmed back to potential when the Confirmed as Advertiser check box is cleared on the Trade Details form Confirmed delegate A delegate becomes potential when the Potential Delegate check box on the Expression of Interest EOI and Profile form is marked A delegate becomes confirmed when a Registration Type is allocated on the Registration Details form A delegate moves from confirmed back to potential when their registration type is cleared by clicking the Cancel Registration button on the Registration Details form Confirmed exhibitor An exhibitor becomes potential when the Potential Exhibitor check box on the Expression of Interest EOI and Profile form is marked An exhibitor becomes confirmed when the Confirmed as Exhibitor check box is marked on the Trade Details form An exhibitor moves from confirmed back to potential when the Confirmed as Exhibitor check box is cleared on the Trade Details form Confirmed other involvement An other involvement becomes potential when the Potential Other Involvement check box on the Expression of Interest EOI and Profile form is marked An other involvement becomes confirmed w
156. Eyes and Tee Shirt Size Each field can hold up to 250 characters Click on the down arrow for a selection of previously entered data Enter as many Frequent Flyer Details as are appropriate to either the primary or the accompanying person These details can be pulled through onto the relevant hotel or travel booking There is only one Frequent Flyer details field on the Hotel Bookings form but one for the primary and the accompanying person on the Travel Bookings form Chapter 5 Before 197 Summit Event Manager Pro Hotel Booking Details This option is for maintaining details of hotel bookings for the participants Hotel Booking Details Mr William J Smith Hotel 1 The Majestic Hotel Room Cost Information Only Room Type Deluxe Suite Saar ae Frequent Flyer Details mgnts a UU per nig 600 00 Arrival Date 27 Oct 10 FB Wednesday Arrival Time 6 00 pm Departure Date 30 Oct 10 BA Saturday Departure Time 11 00 am Room Number Booking Reference aa sort Order Override A Deposit Amount Due 200 00 Deposit Amount Paid 200 00 Primary Person e GST Amtin Deposit 0 00 Accommodation Instructions for Bling Method Confirmation Letter Primary Person Non smoking floor ocean views please As soon as youve checked in Accommodation can you please make your way Requirements to the Registration Desk W Will be sharing with nominated Accompanying Person Details of Others Accompanying Accampanying Person Accommodat
157. F987654321 Mrs Smi Surcharge 0 00 ani ety al E CS NE O Frequent Flyer Details 1 FF123456789 Mr Smith Po Primary Person Travel Requirements Travel Instructions for Itinerary ON etails o ers Travelling Wi ps seat please Please be at the airport at least one hour prior to departure Changed Since Last Notified Carrier Last Notified Availabilty Mew Delete Listing Help Cancel OK Record 14 1 Jl se of 4 Filtered Each person can have one or many travel bookings To move from one to the next use the navigation buttons on the bottom left of the form Once you ve entered a booking and click on the OK button depending on the level of checking you set in Options Summit will check for available seats in the displayed flight To enter a travel booking for a person take the following steps 1 Locate the person s record on the Personal Details form 2 Open the Travel Details form by clicking on the Travel button on the toolbar 3 Ifa flight or transfer is one that is used by many people it would save time to set it up in the Flights and Transfers form in the Setup Menu You can enter all the details on the Travel Details form from scratch or select a flight or transfer from the pull down list in the Travel field The number in this field is the Flights Counter the key to the Flights reference file If you need to add a new flight or transfer double click in the Travel field If you select an existing t
158. Generate E ali Click to generate new tax invoices without printing them Edit Tax Invoices and Adjustment Notes Click to view only or delete a tax invoice or adjustment note or to just change the adjustment note reason from the default entered in the Tax tab of Event Options Tax Invoices and Adjustment Notes 26 Feb 1410 26 Feb 1410 Mr William J Smith The Corporate Chemical Company GSI A aty Description Amount Component 30 00 8 6 5250 527 00 9 0 3 0 0 70 00 200 200 70 00 14 Booth 14 2 200 00 200 00 1 is the major sponsor and has naming rights for the conferem 11 000 00 1 000 00 a Preview Help Exit Record 14 4 i bl ee of 15 The system will alter the display depending if it s a tax invoice or adjustment note If it s an adjustment note there will be an area to alter the default adjustment note text under the line item display In the case above you would scroll through the rest of items as only the first five are displayed It is strongly recommended that you do not delete tax invoices or adjustment notes as 1 If the tax invoice has been printed the information in your event file may no longer reflect the tax invoices you have issued 2 lf 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 navigatio
159. INCOME oocccccoccncccccnnccnoconnnnnnos 365 Summit Forms Don t Fit Fully on to your Monitor ccccooccncccoccnnccnccccnnoncnnnnoncnnonnnconcnnancnnononnnnnnos 365 Table of Contents vii Summit Event Manager Pro Table of Contents viii CHAPTER 1 GETTING STARTED Welcome to Summit Event Manager Pro Summit Event Manager Pro Summit Event Manager Pro Demonstration Conference The Summit Event Management System is structured the way most events are organised There are things you do to set up the event things you do before the event things you do during the event and things you do after the event This is why we have Setup Before During and After menus The best way to start using Summit is to read this chapter first then find the sample event that most closely matches your event in Chapter 2 Scenarios Use the steps in that scenario to guide you through creating and managing your event This chapter covers the following topics System Requirements Conventions used in this manual and the software Software Registration and Introduction to Summit forms Navigating in Summit What all the standard buttons are and what they do Help General and specific Shortcut keys How to perform tasks quickly and move around without using the mouse Main Menu Creating a new event opening an existing event compact and repairing an event Updating Summit Chapter 1 Getting Started 1 Summit Event Manage
160. Mark the Suspend Express ClickYes when Ending an E Mail Session check box if you want Express ClickYes to be suspended halted when a Summit e mail session is ended If you do not suspend Express ClickYes at the end of a Summit e mail session other programs may be able to send unauthorised e mails It is recommended that you mark this box Mark the Set Optimal Database Defaults check box to automatically set Microsoft Access options for best Summit performance Mark the Show Single Badge Field Names check box to have first row of export file show field names Requires interface to specialist badge printers Mark the Confirm Single Badge as Printed check box to have user confirm single badges as printed If cleared badge printed is updated without prompting Chapter 4 Setup 101 Summit Event Manager Pro 16 Browse to connect to the Folder for External Single Badge Files See above 17 Enter the name of the program that runs the word processor you wish to use in Summit for templates form letters and mail merge in Word Processor Path and Program Name The default c Program Files Microsoft Office Office winword exe for Microsoft Word 97 or higher If you want to use another word processor to open templates mail merge and form letters it will need to be able to open Microsoft Word 2000 documents or you can create a document to replace the default document formltr doc The replacement document must be a mail merge document with summitmm t
161. 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 persons Presenter Details screen or for a large group of papers by opening the Abstract Status screen from the Programmer 364 Troubleshooting Guide Summit Event Manager Pro Reconciling Profit amp Loss Income with Reconciliation Report Income The Total Amount To Reconcile figure on the income reconciliation report is the total of all income for event related activities whereas the Total Income figure on the Profit and Loss Report is the total of all income whether it is directly event related
162. N Order E Presentation Details E Sponsor Details F Column ch P Contents preview xi To print a standard listing from the reporter take the following steps E Dr a m ES 1 Itis 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 Chapter 5 Before 309 Summit Event Manager Pro ask if you still want to produce a listing Sometimes you may just want the numbers not the names If you want to produce a listing click on the Yes button 2 On the Reporter Listing Choices form select the listing you require by clicking on the record selector bar to the left of the report When selected the bar will change colour to dark grey with a white triangle Click on the Preview button 3 Ifyou 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
163. Oct 10 53 elcome Reception and Exhibition Ope Lunch 28 Oct 10 all 000 Page Up Page E x Each payment out you create can cover as many different areas as you wish but can only be to a single supplier Suppliers are defined by you on the Suppliers form on the Setup Menu For example you could pay a hotel for accommodation catering and other costs on a single payment but you could not pay a hotel for accommodation and an airline for travel on the same payment You can t make a payment out unless the item exists in the Budget It is not necessary to use this form if you re only interested in the income aspects of your event To make a payment out take the following steps 1 Enter the amount you re paying off against each individual component You can make a payment out against the individual Registration Types Add Ons Catering Events Sessions on page one of the form and GST Accommodation Travel Exhibition Booths Other Variable Costs and Other Fixed Costs on page two See over page If you don t need to see profit and loss at an individual level use a single entry in Other Variable Costs or Other Fixed Costs to cover these costs You must first enter the item in the associated section of the Budget form in order to see it in this form This simplifies the entry of outgoing payments Chapter 5 Before 341 Summit Event Manager Pro For Accommodation Travel and GST the total paid to all suppliers is shown If you h
164. Please choose how you wish to deal with this overpayment Options This option allows you to enter cancellation charges on the registration screen and produce a refund for a reduced amount C Increase the unallocated amount of the related payment by this amount This option allows you to allocate this amount to a different person travel or accommodation booking WARMING if you choose this option this person will no longer be shown as having overpaid fc Create a refund for this amount If you are uncertain which action to take click on the Help button at the bottom of the screen The system gives you three options The first option on this form is to add the amount overpaid to the amount paid on their event fees This option enables you to enter cancellation charges on the Registration Details form and then produce a refund for a reduced amount You could also use this option if you wanted to redirect money previously paid for travel or accommodation deposits to paying for the event itself Typically you would use this option if someone was cancelling part of the event but had not fully paid for other parts that he or she was still going to The second option is to increase the unallocated amount of the related payment by this amount This option has same effect as if the payment had been entered but this amount had not been allocated against this person The payment with this amount unallocated will now be listed with other unalloc
165. Potential Advertisers Confirmed Advertisers Potential Other Involvement Confirmed Other Involvernent Full Database eceeeeeaeeeee ee KALIA Merge Edt Previews Help To help you monitor correspondence and materials you may be sending to people Summit enables you to track when form letters were last sent to people in each participation category or to the entire database The Last Form Letter Sent Date as well as an optional Kit Sent Date can be used when selecting recipients of form letters A kit is any set documentation provided by you to the participant An example is an Exhibitor Kit that details the booths available the prices and the responsibilities of the exhibitor These dates Form Letter and Kit Sent may be used in any way you wish as they are not used anywhere else in Summit This form enables you to edit the text of the form letters select the form letters to print or commence the merge process To create and send a form letter without using the Merge option take the following steps 1 Select the option corresponding to the desired participation category and click on the Edit button 2 The Letter Text form will be displayed for you to modify the text for the selected participation category Every category can have its own text Letter 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
166. Registrations with Payment you will need to come to an arrangement with your Internet Service Provider ISP to send you encrypted e mail To use the Unsecure Registrations with Payment feature not recommended as the storage of credit card details on your hard drive can be dangerous unless you have some sort of protection in place This protection can be to have a password on your database or even encrypt the entire database A better solution would be to have the payments come through a secure e commerce site This means that as soon as the potential attendee submits the registration form that includes payment via credit card the payment is authorised immediately and only the authorisation number is transmitted to you as Secure Registrations with Payment Important Before you open the Internet Assistant you should have opened your mail application and checked for new mail this puts the mail in the mail system s in tray If you have received any encrypted e mails containing credit card details you should decrypt them first If the Store Credit Card Details from Registration E mails check box is marked on the General Settings tab in Event Chapter 5 Before 265 Summit Event Manager Pro Options then credit card details will be stored within the event file in a way that enables you to view them on the Extra Details form Once you have collected and decrypted your e mail close your mail application and open Summit and the Internet Assista
167. Required Summit will provide you with a Passport Expiry Dates report Mark the Include in MIE WebLink File check box if this Flight or Transfer is to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet You can enter the number of Seats Blocked if you have a block booking with a carrier for example a bus or an airline When you open this form Summit recalculates the number of Seats Used This is also done if you re printing a listing of all flights When you re making a travel booking for someone Summit can warn you if you are over the number of seats that you ve blocked booked You can decide what level of checking you require on the System Checking tab in Event Options never check warn when over booked but allow booking to proceed and warn if over booked and disallow booking Enter any Commission you may be making on the flight Commissions are reported on the Travel Commissions report from the Travel Reports menu and if you so choose on the Profit and Loss Report Any Surcharge you enter will be added to each person s amount due when you book the flight You can delete a flight or a transfer even if it has been the source in the Travel Booking form as once used as a basis for copying details there is no link between the two For group travel if you need to change a number of people on one flight leg to another you can use The Bulk Update f
168. SLAMUacccrcecez cacans cee cias 264 Demographics Udala taa eke re eere eens 267 EXPESSION Ol MON CS ed ero otto 267 Registration Without Payment ooccconcoccnccocncconncconcononcononononnonnnononnnnannnnnnnonnnnnnnnnnannnnnnnnnnenaninnas 268 Secure Unsecure Registration With PaymMent ooocoonncncococcnncccconccnoconnononcnnnnnnnonoonanennnnnnnnnnnaninoss 268 Create Event WeEDiF lE nica A aaa 268 Presentations IMPORTET ciiin tinta aaa anaa a ee a 269 REPORT O aa EATE E E E EE EE EE E R 2 0 Delegale LIS Sussie 270 Table of Contents iv Summit Event Manager Pro Event REPOmrts c ccccecsecceccseceeceeceeceeteeseeseceeaeeaeeeeeseeseeseeceeseeseeseeseeteeseeseeeaees 2 3 Attendance C ernincate Sraa iero io E E id 274 Attendance Certificates without Session DetallS cocooooccncoconnnncocononconononononcnnnnnarononnanonnos 274 Cale rinG EVeniSis disco 274 Catering NON AlCAC ANC e sii a a a A AE 214 Catering Requirements a is 275 Confirmed Full and Partial Delegates with No Add OnNS occcooccncccccccnconoccnccnoncononnanoncnnanonononcnnnnnos 275 Confirmed Full and Partial Delegates with No Confirmed Sessions ccccoccncccccncccccncconcncnnnncnnnos 275 Delegates by Registration Date oooocccccnnoccoccncccnonccoonoccnanncnnnnonononnnnnconannnnnannnnnnnnnnnnnnanannninos 275 Delegates by Registration TYPe ccccccsccccsseceseseccssseecseseesseeeeeeeseuecesaseeeeaseesseeeeneueeenssesesa
169. STRALIA Bulk Code Phone 000 03 9911 1234 Fax Cy 03 9645 1880 Mobile Ce 1 0411 999 999 Ata Glance Potential Confirmed Kit Sent Delegate Presenter Exhibitor Sponsor Advertizer Other Session Chair Has Hotel Booking Organizer amp Has Travel Booking VPI Lastinvoiced Amount Due Amount Paid Outstanding 0 00 0 00 0 00 Work Address M Correspondence Asian Name e Letter O Fax E Mail wy Badge Produced eet smith_w CormChemCo 8S Attended Event Postal Code Style E e OoOO S Satchel Given I City State Postcode Zip Accomp Fersan Mrs Freda Smith Date Entered 14 Jun 09 Altered ENT and 1 Extra Travel I Register 3 boney flibresenter Menu Copy Activity ee E aa amp x A On entering this form if there are no records in the database the form will be blank and the cursor will be in the Find by Family Name field Use the mouse or press F6 to move to the first data entry field If there are records present the first record in the database will be displayed Just as an aside every time you open this screen you will see the same person s details so it had better be someone you like we suggest you put yourself on as the first record Profile Details Booking Enter a New Person s Record To enter a new person s details into Summit take the following steps Click on the Personal Details button on the Before Menu This will open the Personal Details form Check th
170. Schedule and a Schedule by Location report Check all the information on the reports and change where necessary Open the Lock Event Fees form and lock the fees into place Chapter 2 Scenarios 53 Summit Event Manager Pro Before This section is divided into two sections The first section shows how to process expressions of interest registrations and other incoming information in regular data entry sessions These sessions might be daily every two days weekly or other interval depending on the volume of information The second section covers other Before tasks that may be performed regularly before the event or may be performed only once dependent on your event size Regular Data Entry Sessions First process all the information related to people and the event Take as many steps as apply to each person 1 Open the Personal Details form 2 Find the person s record by entering his or her family name Surname into the Find by Family Name field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that family name If you re uncertain of the family name you can also find the person s record by entering his or her organisation into the Find by Organisation field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that organisation If the system does not find the person s record it will display a O records located message If
171. Session Type field You only have to enter a session type once thereafter it s available from the pull down list This field is auto expand meaning you can begin typing and if that word is on file the system will expand the word 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 accommodated or catered for etc If you decide not to have a Chairperson for this event you can remove them by deleting the person number 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 b
172. The registration with payment interface enables people enter their name and address details and register their intended activities in an upcoming event plus pay for their registration by entering their credit card details You can set this e commerce transaction to incur a surcharge fee so that the Internet Assistant will automatically assign the credit card processing fee to Additional Charges If the Internet Assistant encounters a new payment type it will be added to the Payment Types table automatically This interface cannot be used to amend the details of a registration that has already been entered on the database This must be done through the demographics update interface People who have already entered their name and address details can only use this interface to enter their registration hotel booking and travel details Toolbar Buttons Open Personal eels Click to open the Personal Details form MIE WWebLink SOU Click to be taken directly to the MIE WebLink Admin site Create Evert pea Click to create an event web file for use by MIE WebLink See overleaf for more details Test Window s pei Click to test that Summit can access your Windows Messaging System Inbox and Outbox Internet Transmission Report Pu RE Click to print an Internet Transmission Report This report was designed to ensure that no e mails from prospective delegates go missing This report prints the details especially the sequence number o
173. Three Columns Portrait Mame Plus Three Columns Landscape Name Plus Four Columns Landscape 1 Participation Category what kind of delegate to list 270 Chapter 5 Before Summit Event Manager Pro 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 P T 8 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 or after that date You can t leave the Only Show New Cancellations Since field as blank however this field is only used for the New Cancellations listing
174. 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 P Do you wish to make any changes to the information on the badges or tickets before they are produced If you click on Yes the Edit Badge or Ticket Details form is displayed Edit Badge or Ticket Details People who are automatically entitled to a name badge uh Find by Name Sorting Sorting Family Mame Organisation Line 1 Information Line 2 Information Line 3 Information Line 4 Information Line 5 Information Smith The Corporate DEMO DEMO Summit Event Marliliar Smith The Corporate Chemical Smith The Corporate DEMO DEM Summit Event War Freda Smith The Corporate Chemical i Primo Computer DEME DEMO Summit Event War Betty Baggins Primo Computer Systems i Primo Computer DEMO Bea Summit Event Mar Steven Baggins Prima Computer System The Internationa DEMO DEMO Summit Event Mare Roux Bouvier The International Pharma The Internations DEMO DEMO Summit Evert Mar Vivienne Bouvier The International Pharma Dow DiCruz amp JDEMO DEMO Summit Event Mar Alphonse D Cruz Dow Dicruz amp Jones ithe InternationsDEMO DEMO Summit Event Mar Harry I Fitzvvalter The International Pharma ACME Industries DEMO DEMO Summit Event Mar Barabra Fox
175. a inchs edna dt laees 302 WICH SOSSIOMN aanne ai hs arate hat ha at es te a seaecied auld ae aa aa latest id ate satiated datated a a 302 SMS TEMES 6 41 eerie terete nein ene ene ib ee eee ener ee 306 REDOrGr E hae lee ei re ee AA 307 no ner eine I ee en eee ene ee eee eames 308 o of Wi fod ale He CNOICES a aueren eter nese nD ee One Ne ie eet Op er re ee ete See ee toe ee eee 309 ACCOIMMOGATION REPO Selec El souks 311 ACCOMMOGATION Reporte corsario ctea 312 Travel Redondo 314 o A A hecen E EDE 315 Trade Repo Saano aria 317 EduIbment REDONS cited ica 318 Equipment Requirements by Catering EVenNt occccocccccccnncccccnccncnnononnnnnncnnnnnnonnnnnnnnnnnononenonononss 318 Equipment Requirements by Catering Location occccoccccoccnccccnncconcncnnnnnnnannnnnnnncnonononononononnss 318 Equipment Requirements by Presentation oocccoccccocnccccnccocnnonnnnncnnnncncnnnnnnononannnnnnnnnnnnnnnnnnnos 318 Equipment Requirements Dy SesSiON cooocccccccnccccnnccccnnocnnncnnnnnononononannnonnnnnonnnnononnnnnnnnonannnenanens 318 Equipment Requirements by Session LOCATION occcccocnccccnnccccnnccnnnncnnnnnnnnnnnonnnncnonnnononncnnnonos 319 Equipment Requirements by Session Location with Presenter DetalilS ooocccooccocoon 319 Presenter ReportS coocooccoccocconconconconoonoononnnonoononnonnnnnnnnnonnnnncanonnnnnonnnnnnnnennnnnens 320 ADSTAIC BOOKIE Sd di 320 Abstract Booklet with Presenter BiOgrap
176. a ithemagestichotel com au Wlobile Cell 4019 123 456 Get From People The information in this reference file is the source of the entries in the Supplier combo box on the Payments Out form As you enter each payment out for example each cheque you write you assign it against a supplier This is the source of the actual payments in the Budget form and on the Profit and Loss reports If you double click in the Mobile Cell field you can send an SMS text message to the displayed number Note you have register with MIE SMSLink first If you double click in the E mail field you can send an e mail to the displayed e mail address You can delete a supplier until you have entered an outgoing payment to that supplier Once you have paid a supplier the supplier record can no longer be deleted If your supplier is the venue and or an hotel Summit will copy the information for you without retyping Summit assumes you will be making payments to them Toolbar Buttons Gel From Click on this button to retrieve a supplier from your Personal Details database Add To Clicking on this button will add all details currently entered on the displayed Suppliers form to the Personal Details form as sometimes a supplier will also attend the event Chapter 4 Setup 157 Summit Event Manager Pro Tables This option is for maintaining a reference file of tables for the event Tables Table Counter Table Murnber Table Capacity Table M
177. a particular person Select the person from the pull down list of organisers in the Assigned To field Only tasks assigned to that person will be displayed In order to keep the task list updated produce a separate list of tasks assigned to each person on a regular basis Send the list to each person and have them return the list to you with starts finishes and any other alterations marked Update the Organiser task list Toolbar Buttons Contact 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 248 Chapter 5 Before Summit Event Manager Pro Pee fee Click to open the Running Sheet Notes form to enter a note to be included on the Running Sheet See Running Sheet Notes Ea sulla Click to print a Running Sheet in landscape layout Running Sheet Click to print a Running Sheet in portrait layout gt a a Click to enter a new task All new tasks are added to the bottom of the list E Prev
178. acility Click on the Bulk Update button to commence the change Toolbar Buttons Bulk Click to open the Bulk Travel Update form see next page for more information Chapter 4 Setup 147 Summit Event Manager Pro Bulk Travel Update This option is used to alter the flight or transfer details for a group of people from those currently recorded to new details You don t have to change each individual record Bulk Travel Update Change From Change To Travel Departure Date 27 Oct 10 E Time 3 D0 pr Departing From Melbourne Departing From Melbourne w Arrival Date 27 Oct 10 E Time Arrival Date 27 Oct 10 El Time Arriving At Gold Coast Arriving At Gold Coast v 1 Virgin Blue Carrier 1 Virgin Blue Flight Trip Number Flight Trip Number Class Class Cost per Ticket Cost per Ticket Fare Basis Fare Basis PRE Locator Number PMR Locator Number sb ga 2 pe Update People Help Exit In the above example all the people on the Virgin Blue flight from Melbourne to Gold Coast are changing to a flight half an hour earlier To make a bulk travel update take the following steps 1 If you have previously entered each flight leg into the Flights and Transfers form select the appropriate flights from the Travel pull down list in the Change From and Change to sections 2 If this is not the case in the Change From section of the form enter a date in the Departure Date field and the old flight number in th
179. act Name field is derived by combining the Summit Title Given Name and Family Name fields Click to send a specified document to the selected people If any of the selected people don t have fax numbers Summit asks if you want a list of them The following screen is displayed Document To Fax My Recent Wh CHAIRKIT DOC Documents Wh COPYRITE DOC 4 Ht Demographics Update doc WH FLACCOM DOC Desktop Ht Formltr doc Wi PAFERKIT DOC Wh PRESENT DOC MW PRESREC DOC WH PROFORMA DOC Wh PUBLINFO DOC HHI REVIEW DOC REVIEWS DOC W TIPS DOC My Documents My Computer i My Network File name doc ll Places Files of type Microsoft Word Document doc Cancel Chapter 5 Before 303 Tradevent Summit Event Manager Pro Select the document to be faxed Summit will fax a copy of it to all selected people with a valid fax number After faxing Summit asks if you want to record a contact against the selected people Click to export the name and address details of the selected records in the format required by the Tradevent Registrations software package Send each participation category in a separate file Please note the following in relation to the file produced by this process Data Truncation Only the first 4 characters of Title will be used Summit maximum 25 Only the first 30 characters of Job Title will be used Summit maximum 100 Only the first 30 characters of Organisation will be used Summit
180. actual profits are the amounts actually committed to sponsorship and advertising The Budget form does not provide a direct mechanism for sponsorship and advertising related costs If you have any sponsorship or advertising related costs enter them in Other Variable costs or Other Fixed Costs as appropriate Travel and Accommodation The actual cost is the total in payments out made against travel and accommodation The actual income is the total of accommodation deposits and travel payments entered on the Hotel and Travel Booking forms respectively The actual profit is the difference between the two Notes 1 Income for budget and profit purposes is recognised when the liability is created it is not related to the person actually paying 2 Commissions will only be shown on the budget form and profit and loss reports if the Show Travel and Accommodation Commissions check box is marked on the Event Options form 3 Travel commission percentages are entered on the Flights and Transfers form Accommodation commission percentages are entered against each room type on the Hotels form Chapter 4 Setup 137 Summit Event Manager Pro Page 3 Budget Budgeted Profit Loss 17 145 50 Actual Profit Loss 770 80 Excess Shortfall 15 625 30 e Other Variable Costs Total Cast Panel Cos Brochure production per unit 0 00 0 00 0 00 Mailo cost per brochure including envelope 30 00 30 00 0 00 Preliminary pr
181. 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 form 6 If the person is expressing interest providing historical participation or profile information click on the EOI and Profile button to open the Expression of Interest EOI and Profile Details form 7 If the person is registering for the event click on the Registration button to open the Registration Details form Remember that you can t enter registration details until you have locked the event fees You can enter a new payment or allocate an existing payment directly from the Registration Details form without returning to the Personal Details form 8 If you have sponsor information for the person click on the Trade button to open the Trade Details form and enter the sponsorship details You can enter a new payment or allocate an existing payment directly from the Trade Details form without returning to the Personal Details form 9 If you have a payment that has not yet been entered into the system click on the Money Menu button and then select Enter a Payment 10 If you wish to allocate a payment that has been entered into the system but is not yet fully allocated click on the Money Menu button and then select Allocate a Payment to allocate all or part of the payment against the current person Once you ve entered all the informati
182. ade Details form You can enter a new payment or allocate an existing payment directly from the Trade Details form without returning to the Personal Details form If you have details of a presentation being given by the person click on the Presenter button to open the Presenter Details form and enter presentation and equipment requirements details lf you have details of a person s Other Involvement click on the Other Involvement button to open the Other Involvement Details form 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 If you wish to allocate a payment that has been entered into the system but is not yet fully allocated click on the Money Menu button and then select Allocate a Payment to allocate all or part of the payment against the current person Once you have entered all the information for people take the following steps to complete the data entry session 15 16 17 18 19 20 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 form and produce the desired correspondence type invoices receipts confirmation letters itineraries etc Print an Income Reconciliation Report to see how the event is going and check that all financial data is cor
183. ade Reports form This will produce a report showing where they are not complying with the rules of your event The report also shows their telephone numbers and e mail addresses to enable you to easily follow them up Advise accommodation requirements to the hotels 1 From the Before Menu open the Accommodation Reports form by clicking on the Accommodation Reports button Select the report that you want to print and then click on the Preview button Each hotel s details will start on a new page If you are receiving accommodation deposits and passing them onto the hotels print a New Accommodation Requirements report and make the cheque amount equal to the Total Accommodation Deposits amount Send the cheque and the New Accommodation Requirements report to each hotel Determine catering requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that all catering events have been entered and that the three areas that form the basis for calculating the number to cater for are correct The three areas are Full Registrations Discretionary Adjustment and Add Ons Covered On the Before Menu select Catering Requirements from the Event Reports form This will produce a report showing how many people need to be catered for at each catering event Determine equipment requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check th
184. ade Rules in the Setup Menu You may enter a payment or allocate an existing payment directly from this form Entering Advertisers To enter a person as an advertiser in your event take the following steps Trade Details Mr William J Smith Company The Corporate Chemic Chemical Ci Company has been Logo Received W Logo Overview recognised in the field ofresponsible chemical production with an emphasis on world s best practice activities of quality control and an eco nurture philisophy TE A A Exhibitor Sponsor Advertiser AmountDue 45 000 00 Move lisina Details Inclusive GST 0 00 They have requested the inside from cover of the programme and additional GST 300 00 will supply the coffee mugs and writing pads Total Amount Due 5 500 00 Amount Faid 5 500 00 Amount Qutstanding 0 00 Advertiser Kit Sent 25 Feb 10 gp Confirmation Letter Sent Last Form Letter Sent tems to be Sent Recelved A Cotte mugs vith the corporate logo Writing pads for the conference satchel ff Enter a dE locate Gf Enter Allocate He Bas If the person has been confirmed as an advertiser mark the Confirmed as Advertiser check box and enter the total advertising charge in the advertisers Amount Due field It depends on whether you ve enter a figure on the Tax Tab on Event Options in the Calculate Additional Advertiser lt GST gt at a Percentage Rate or marked the Or Enter lt GST gt Against Each Chapter
185. against each room type and date Open the Locations form and enter details of any locations where sessions or catering events will take place within the venue Locations are displayed on catering reports equipment reports schedules running sheet and in the draft programme Open the Organisers form and enter details of any people departments or organisations who will be assigned tasks related to the organisation of the event This information is used within the Organiser Catering Events Sessions and Ad Hoc Notes and is printed on the Running Sheet Open the Profiles form if you re planning to target people who have attended or had expressed interest in previous events You need to decide whether you wish to use the same interest profiles as were used for the previous event from which you will import people s name and address details or create new interest profiles for this event If you want to create new profiles for this event and enter up to 20 profiles If you plan to use the profiles from a previous event that you will be importing name and address details from skip this step and import the profiles as part of the name and address details import If you re using Summit to track outgoing payments open the Suppliers form and enter details of anyone you will be making payments to If you re having any catering events with fixed tabling open the Tables form and enter details of each table and its capacity Use the Clone Table facilit
186. ails and Others Travelling With details 31 Enter details of any people travelling with the primary and the accompanying person for example children with their ages and requirements This information is included in the Accompanying Person amp Notes column on travel reports 32 As soon as the carrier has been notified via the New or Total Travel Requirements report the date the report was run is displayed in the Carrier Last Notified field Note If you change the underlying record in the Flight and Transfers form those changes will not be carried through to all people with that travel leg Click on the Bulk Update button on the Flight and Transfer form in the Setup menu to achieve that Once you ve entered a booking and click on the OK button depending on the level of checking you set in Event Options either Don t Check Warn or Prevent Overbooking Summit will check for available seats in the displayed flight See the System Checking tab in Event Options on the Setup Menu for further information Altering a Travel Booking If you alter an existing travel booking on clicking the OK button Summit will ask Do you want these details to be reported on the next Altered Travel Requirements Report If you click Yes Summit will mark the Changed Since Last Notified check box You can mark this check box Chapter 5 Before 205 Summit Event Manager Pro yourself if you have altered something that will require the carrier being n
187. alia Collings Street Receipts Allocated from Payment Number 1 Receipt 1 to Person Number 1 Mir Wiliam J Smith Receipt has not yet been printed and may be deleted if it is incorrect Event Charges bob4 S0 Exhibition be 00 00 Accommodation The Majestic Hotel 27 Oct 10 200 00 Travel DJ 28 27 Oct 10 pr FOO Travel 22 00 Travel 22 00 Travel DJ 55 30 Oct 10 pr FO OU Receipt Total 4940 50 Chapter 5 Before 221 Summit Event Manager Pro Create Refund It may be necessary to refund payments when people have paid then cancelled from the event or reduced the number of event activities In some cases a full refund is not given as a cancellation fee is charged To refund a payment take the following steps 1 2 Locate the person s record on the Personal Details form 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 Op
188. als After arrivals and End of each day Before the day s arrivals From the During Menu open the Registration Desk Worklist form by clicking on the Registration Desk Worklist button Click on the Preview button to produce one or more paper copies of the Registration Desk Worklist This is done so that you can keep processing arrivals if you have a system failure and it also enables you to have multiple arrival points at high peak periods with some points using the paper copies During arrivals 1 From the During Menu open the Registration Desk Worklist form 2 As the people arrive locate their records by entering all or part of their names in the Find by Full Name field and then pressing Tab or Enter 3 Mark the At Event check box for the person s record 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 processed arrivals using the computer version of the Registration Desk Worklist you don t need to take any further steps However if you processed all or some of the arrivals using paper copies of the Registration Desk Worklist take the following steps 1 After the arrivals have been processed collect all the copies of the printed registration desk worklist that were marked manually at the registration points Open the Registration Desk Worklist form from the During Menu and update the computer version of the worklist from the
189. ame Part scroll ame and Ful Address Detalls by Organisation Data Vertical Pomat T pl Name and Organisation Pra OT aos ame Listin Family Name Order with Space for Signature Porat T Name Listin Organisation Order with Space for Signature Porat T Jime On Pat fiame rust Cola rt r Jime Plus 2 Colas Prat r im Plus 3 Columns Para TA Jiame Plus 3 Colas se TA Tiree Plus 4 Colas sae TA im Plus SCoumns O escape TO frame Plus 6 Columns se TA ame Plus Accompanying Person and Total Owing by State by Division Porrat T feme Organisation and Event Dets Part T im Organisation and Guantty by Add On New Page Per Add On Portrait T Name Organisation and Quantity by Add On Without Page Breaks Porat T ame Organisation and Registration Type Defals Pma T Jame Organisation Event and Accommodation Details Pma T ame Organisation Event and Travel Dets Potato T Name Organisation Event Accommodation and Travel Detais Porta T ame Postion Organisation and Country by Family Name Data Vertical Potrat T Name Postion Organization and Country by Organization Data Vertical F Organisation Mame One Line Per Organization E Organisation Mame and Event Details E Organisation Mame and Registration Type Details E Participants E Participants with Accompanying People E People with Special Dietary Requirements E E PIM Mare and Address in Family Mame Order E J PIN Mame and Address in PI
190. an 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 Attended Event check box is marked by you on the Registration Desk Worklist form on the During Menu as each person arrives at the event If this check box is not marked and the person is a confirmed delegate he or she will appear on the Incomplete Participation Report found on the After Menu The Satchel Given check box is marked by you on the Registration Desk Worklist form on the During Menu once the person has been given all the materials associated with attending the e
191. ancel lete Mark the Include in MIE WebLink file check box if this Advertising Source is to be included when creating an MIE WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet The information in this reference file is the source of the entries in the Source combo box on the Personal Details form The Advertising Sources form may also be opened within the Personal Details form to enable additions deletions and alterations to this reference file on the fly by double clicking in the Source field Deleting an advertising source from this reference file won t alter records where that advertising source has already been used but will mean that the deleted advertising source may no longer be used unless reinstated using this form Information on the Confirmed Delegates by Advertising Source report found on the After menu under Participation Breakdown can assist in promoting current and future events by identifying the most effective means of advertising Pet eed Pree Ao eee oh a eed Colima Depan by Adlon Sou coe SO s Ll Tam de ml Phu k al hpm lo Faw am dih y Borla al 140 Chapter 4 Setup Summit Event Manager Pro Billing Methods This option is for maintaining a reference file of billing methods that may be used by people staying at hotels associated with the event It tells the hotel how the person is going to pay for their hotel
192. and Seating form on the Before 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 additional description you wish to appear in the Draft Programme for example dress requirements or culinary highlights in the Additional Description for the Programme field Enter any budget details relevant to this function in the Catering Budget section of the form Details entered here will be displayed on the Budget form Or instead of budgeting against each catering event you could combine all catering into the one line item under Other Variable Costs in the Budget The final budget step is to tell Summit where catering events that have multiple add ons how to count the nu
193. and attendances to suit a given profit target or change the profit target to suit given prices costs and attendances Change prices costs and attendances to suit a given profit target If this is what you want to do take the following steps Make sure the Can Adjust Budget Profit check box is cleared 2 Mark which of the Can Adjust Selling Price Can Adjust Budget Attendance Can Adjust Budget Fixed Cost and Can Adjust Budget Per Head Cost check boxes you wish For example if you knew your actual fixed and per head costs but wanted to know an attendance price combination that would meet your profit target you would only mark the Can Adjust Selling Price and Can Adjust Budget Attendance check boxes Note You will not be able to mark the Can Adjust Selling Price check box if event fees have been locked If this is an add on see next option and you have specified a maximum number the budget attendance will not rise past that maximum Change the target profit to suit given prices costs and attendances If this is what you want to do take the following steps 1 Clear the Can Adjust Selling Price Can Adjust Budget Attendance Can Adjust Budget Fixed Cost and Can Adjust Budget Per Head Cost check boxes 2 Mark the Can Adjust Budget Profit box In both instances click on the OK button to perform the budget calculation After the calculation has been performed you will be given the opportunity to automatically update the budget fig
194. and copying it opening this form and clicking on the Logo field and pasting it in by using Ctrl V 226 Chapter 5 Before Summit Event Manager Pro Entering Exhibitors To enter a person as an exhibitor for your event take the following steps 1 If the person has been confirmed as an exhibitor mark the Confirmed as Exhibitor check box This has the effect of moving them from Potential to Confirmed for reports and statistics Select a booth from the pull down list in Booth field Only those booths not yet allocated will be available in the list The number in the Booth field is the Booth Counter the key to the Booths reference file If you need to add a new booth double click in the Booth the field Once a booth is selected the system will add the cost of the booth to the Amount Due field The Amount Paid and Amount Outstanding amounts can t be entered or amended here as they are calculated automatically by Summit as payments are allocated More than one booth may be entered against exhibitor Enter another booth under the first one at the asterisk on the record selector bar Enter the Fascia Name If the name you enter has more characters than was defined in the Maximum Characters in Booth Fascia Name in the General Settings tab in Event Options the system will let you know how many characters too many you ve entered and will not let you proceed Enter any Power amp Lighting Furniture Plants and or Accessories requirements
195. and repair an event file click on the Compact Event File button Note You cannot have the event file you want to compact and repair open so open a different event for example demo eve the sample event that comes with Summit or create a new event Summit will ask you to provide a filename and this must be the name of an event you ve already created Use the down arrow on the Event File to Open field or use the Browse button to find your event You should compact on a regular basis particularly if you ve been deleting records or exporting large amounts of data If the file hasn t been corrupted repairing it will not damage it 18 Chapter 1 Getting Started Summit Event Manager Pro Conventions used within the software The software has been divided into four menus that match the phases of an event These are the Setup Menu the Before Menu the During Menu and the After Menu All the functions required for each phase of an event are on the appropriate menu so you don t need to skip around the system The other buttons on the Main Menu are File Help and Exit The philosophy of entering data only once is used throughout this system The software is in the colours of blue grey and white blue text grey background and white data entry fields These colours have been proven to be the easiest on the eyes The data entry fields are white where data is permitted and grey when it s a display only field Data entry within Summit can be v
196. appropriate To allocate tables and seats to people take the following steps 1 To find a particular person enter all or part of the person s name in the Find by Full Name field and press Tab or Enter Use the Previous and Next buttons to locate other people with the same or similar names The names of people not yet allocated to a table are shown before the names of people who have been allocated a table You will need to modify the names on the Names for Table Seating Lists when a person selects more than one of the same add on that has been designated as Tabled for example five tickets to a conference dinner 2 When you save the Registration Details form Summit will create as many entries in the Tabling Seating Lists as are required Summit can only work out the names for the first two spaces primary person and accompanying person if one is entered so it puts the primary person s name in the remaining spaces You may need to overwrite the primary person s name with the name of the person attending for example a guest of the primary person 3 Once you ve modified a name clear the Unknown Name check box and mark the Lock In check box to prevent Summit from overwriting the name you ve entered You don t need to lock in a name if you haven t changed it only lock in those marked as unknown name and you ve changed it 4 To seat someone at a particular table select the table from the Table Number pull down list This com
197. ar in the order specified by the Order In Session of each presentation with the presentations with the lowest order appearing first To create an event programme take the following steps 1 Enter the details required for the programme front cover on the Event Details and Venue Details forms 2 Enter any session types you will be using to describe event sessions on the Session Types form 3 Determine the code name type location date start and end time for each session and enter the details for each session on the Session form Don t worry too much about getting details exactly right at this stage as all details can be changed later as you refine the programme If this event is similar in structure to a previous event that used Summit it may be quicker to import the structure from the previous event and then modify the session details rather than enter new sessions If you import the structure from a previous event Summit will automatically reset the dates of the sessions to have the same relationship to the starting date of this event as they had to the starting date of the event from which you re importing the structure 4 Make sure that any add ons that are not catering events but should appear in the programme such as a pre or post event workshop are also entered as sessions 5 Determine the description location date start and end time for each catering event and enter the details for each catering event on the Catering
198. ar the check box if you don t require the person s PIN to be printed on your correspondence 104 Chapter 4 Setup Summit Event Manager Pro 13 14 15 16 17 Mark the Continue Compiling Statistics After Event check box if you wish the system to continue collecting progressive participation statistics after the event end date Clear the check box for the system to stop on the event end date Normally statistics are only gathered after the event end date if entry of participants is incomplete at the end of the event Mark the Show Travel and Accommodation Commissions check box for travel and accommodation commissions to be shown on the Budget and the Profit amp Loss reports This field Store Credit Card Details from Registration E Mails is no longer used as we now process MIE WebLink registration e mails using secure e commerce 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 Correspondence Sent check box if you want the system to automati
199. ard 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 event 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
200. are details of this booking will not User Defined Field 5 Mame i appear on any further travel reports session Assistant Type 1 Room Monitor session Assistant Type 2 Rapporteur TY 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 DEMO2010 This will be printed on each person s invoice with the person s PIN to enable you to identify to whom an invoice or subsequent payment belongs 2 Enter the nvoice Statement Heading Text to appear at the top of invoices For example Invoice or Tax Invoice 3 Enter the Receipt Heading Text to appear at the top of receipts For example Official Receipt Enter the Refund Heading Text to appear at the top of refunds For example Refund 5 Enter the Event Charges Text you wish used to identify the registration and add on charges for your delegate or attendee for example event charges registration charges delegate fees etc This prompt will be displayed on the Allocate Payment form and the Delegate Confirmation Letters 6 Enter the Additional Charges Text you wish used to identify extra charges for example Extra Charges Cancellation Fee Incidental Charges etc This text is displayed on the Registration Details form Delegate Confirmation Letters and the Income Reconciliation Report 7 The Report Footer Text will appear at the b
201. 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 Advertising Sources form and enter any advertising sources you will be using to promote the event If you enter these advertising sources as people register for the course you will be able to determine which were the most effective means of advertising from the Confirmed Delegates by Advertising Source report under Participation Breakdown on the Before Menu Open the Equipment form and enter details of equipment that may be used during the event Enter technical equipment to be used during sessions such as lecterns slide projectors and data panels and catering equipment to be used during catering events such as coffee urns and plate warmers Equipment requirements are shown on the various equipment reports Open the Locations form and enter details of any locations where sessions or catering events will take place at the venue Locations are displayed on catering reports equipment reports schedules running sheet and in the draft programme Open the Organisers form and enter details of any people departments or organisations who will be assigned tasks related to the organisation of the event This information is used within the Organiser Catering Events Sessions Ad hoc Notes and Running Sheet If you re planning to target people who have attended or expressed interest in pre
202. arly Non Member Do you still wish to produce a listing of the selected records Mo Chapter 5 Before 301 Summit Event Manager Pro Multi Add On Select any of the required add ons from the pull down list Reporter General Participation Include These Add Ons Pl 8 w Day Registration Wednesday 9 Day Registration Thursday 40 Day Registration Friday When l Select Multiple Add Ons Person can have any ofthe selected Add Ons OR C Person must have all the selected Add Ons AND Profile Saved Queries Mutti Registration Mulf Add On Multi Session Serre Fax fTradeven S E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit ll Multi Session Select any of the required sessions from the pull down list Reporter General Participation Profile Saved Queries Multi Recgistration Muti Add On Include These sessions 2 mMm 1 Concurrent session 1 Wednesday 29 October 003 11 00a bl 3 w 2 Concurrent Session 2 Wednesday 24 October 2003 11 00a When Select Multiple Sessions f Person can be confirmed in any ofthe selected Sessions OR C Person must be confirmed in all the selected sessions AND Muni Session Pre PAE peed aed S ah LL SN Fax Tradevent 5 E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit ll
203. arne Clone Tables This reference file is the source of the pull down list of the Table Number field in the Tabling and Seating form in the Data Entry section on the Before Menu The Table Number must be a number you can t use any letters This enables the system to sort the tables properly in numerical sequence You can only use each table number once If you enter a new record and enter a table number that has been used for another table Summit will display an error message and will stop you from proceeding The number in the Table Capacity is used when assigning people to a table and when compiling the event status Summit will warn you if you try to seat more people at a table than its defined capacity It won t stop you just warn you The Table Name is used on all reports and listings to help identify each table You could use a person s name or an organisation name and it can be any combination of letters and numbers You can t delete a table that has people assigned to it Toolbar Buttons rr gem Clone wd Tables Click to create a number of tables with the same capacity The following form will be displayed Confirm Creation of Tables te el This process will create a number of tables with the same capacity Table numbering will start at 11 one greater than your current highest table number Do vou wank Eo continues If you click on the Yes button you can enter the number of tables you want th
204. arrivals lf you only processed arrivals using the computer version of the Registration Desk Worklist you don t need to take any further steps If you processed all or some of the arrivals using paper copies of the Registration Desk Worklist take the following steps 1 After the arrivals have been processed collect all the copies of the printed registration desk worklist that were marked manually at the registration points Open the Registration Desk Chapter 2 Scenarios 49 Summit Event Manager Pro Worklist form from the During Menu and update the computer version of the worklist from the printed copies 2 When you re certain that the details from all printed copies of the worklist have been entered destroy the original printed copies This prevents people making entries on the old printed copies that would not be entered onto the computer system End of each day 1 Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct 2 Exit Summit 3 Back up the event file After After the event there are two main concerns chasing up any outstanding money owing and analysing the completed event to make sure the next event is even more successful and profitable Regular session to chase up outstanding money and process payments First process all the information related to people making payments for the event Take as many steps as apply to each person 1 Open the Persona
205. asterisk on the record selector bar There is no limit as to the number of room types you may have For each room type enter the Room Rate that is charged to the delegate If your country has a Goods amp Services Tax GST enter either the percentage of the Chapter 4 Setup 149 Summit Event Manager Pro tax in the GST Rate field or a specific amount in the GST Amount field If the GST Amount you entered is included in the Room Rate mark the GST Inclusive box If you entered a GST Rate then it is by default exclusive of the room rate and you cannot mark the GST nclusive box Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt 4 If appropriate any enter any Commission you earn on the room Commissions are reported on the Commissions by Hotel and the Total Commissions reports in Accommodation reports on the Before Menu Commissions can be printed on the Profit and Loss reports Refer to the Event Options section in this chapter for more information 5 Mark the Include in MIE WebLink file if you want this Room Type to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet Examples of a Room Type that should not be included is one that is only allocated by the conference organiser for example an upgrade to a suite 6 If you want to record the block bookings for
206. at May Attend Description Professional Education Credits sates Ticket Required Include in MIE VvebLink File M Session Budget Equipment Required Budget Actual Code Description al Attendance Fixed Cost Per Head Cost Total Cost z Presentations in Session Record 4 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 Entera 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 Chapter 4 Setup 163 10 11 12 13 14 Summit Event Manager Pro Enter a session name in the Session Name field Enter a session type in the
207. at of Generic The Diners Club and American Express format are specific to those cards whereas the generic format will use the payment type you entered as it s heading In the case of cash and cheque payment types the summary reports are produced as bank deposit slips 2 The Merchant Number Merchant Name and Merchant Location are only used if you select other than the Default Listing summary report format for reporting this payment type during a Banking Run If you click on the New button once you ve entered data once into the Merchant Name and Merchant Location fields the system will insert the same data into the fields for each new Payment Type you enter 3 The Commission Percentage is only used for calculating the commission to be deducted for the associated payment type on the Credit Card Commissions Breakdown report Commissions are not deducted on the Income Reconciliation Report Enter any Transaction Charges you have incurred in receiving funds of this type Select the Summary Report Format appropriate to the payment type If you ve chosen the Diners Club or American Express report formats the words Diners Club International and American Express will appear as the heading on the respective reports regardless of the text you entered for the Payment Type Note lf 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
208. at the equipment requirements of each catering event have been correctly entered From the Setup Menu open the Sessions form by clicking on the Sessions button Check that the standard equipment requirements of each session have been correctly entered On the Before Menu under Event Reports select the Presenter Follow Up report This will produce a report showing where presenters are not complying with the rules of your event Check that all presenters have submitted their technical requirements You may also wish to check each presenter s Presenter Details form to ensure that equipment requirements are correctly entered against each presentation From the Before Menu open the Equipment Requirement Reports form by clicking on the Equipment Reports button Choose the report that you want to print and then click on the Preview button Chapter 2 Scenarios 35 Summit Event Manager Pro Produce travel reports These reports are useful if you are arranging transport to or from the event and nearby airports 1 On the Before Menu click on the Travel Reports button Select the report you want to print and then click on the Preview button During During the event the focus is on processing people rapidly as they arrive at the event Frequently these arrivals come in bursts at the beginning of a session followed by a lull when the session actually commences This section is divided into four parts Before the day s arrivals During arriv
209. at the person is not already on the database by entering his or her family name surname or last name or the start of it into the Find by Family Name field and then pressing Tab or Enter If there are many people with the same surname on your database you can enter the surname and the first letter of the given name eg Smith W The search is not case sensitive so there is no need to enter the letters in leading upper case or all upper case The system will move to the first record with a family name starting with the letters you ve entered If there are more records with that criterion the system will display the message x records located with family name starting with Use the Previous and Next buttons to cycle through all records found to ensure that the person s record is not already there If the system doesn t find any matches for the letters you ve entered you will remain at the record you were on when you started the search Chapter 5 Before 183 Summit Event Manager Pro If you re uncertain of the spelling of the person s name try finding it using a partial name or misspelt name Alternatively you could click on the down arrow to the right of the Find by Family Name field for a list of all people on the database The system will display in alphabetical order all the people on the database in the following manner Surname Given Name Middle Initial Personal Details Find by a Family Mame albert Samuel J
210. atabase cccooccccocncccccnccconncccncnononenonos 85 rece M0 1g 0 Bre el eae 618 A ete A T ke erie A tat aera nee eee eee eer 86 Reverse an sAIIOC ATION EITO at Aa 90 CHAPTER 4 SETUP naa 91 Sandar ee dag DESIO o esa os 92 Add Ons Catering Events and SessSi0ONS cooccoccconcoccccnconcococononnocononnnnnocanonconononos 94 EVENT DETA Sarandi 96 A O ee ener ees ae perenne erent ee 96 Secretariat Details ocooncconncccncocnconoconooonocononnnnncnonnonanonononnnonnnonnnnnnnnanenanennnss 97 Venue Detalla 98 Se ll eee re ee 99 DPTO N Sun 100 GlODalQOuONS ASAS 100 EVENE ODIO Sta 103 General SMI GS abi ade 103 CA A A A 106 FST OCU TI eS cece teat eet Geir cain hoa wea ghes ole hn eee cee ast ecw ana eee N ne 108 VS te a CCI ING otters A elastance ae 109 Namerandar Address Formals ues eects Aan Mec oS eecan a dd do e dead 111 NONI re Oa tence eee ieee A 112 OU AN EEE cp Ses Sale mentee cea N o E E EA eee hee ee E EE ee ene ease tia nected tue eee cence aut 113 A A 115 IMPOL DEMOJA ONIG S eais Enae A E E A 115 Import from a previous event that used this software ooccccoccccconcncccnncconcnnnonnnconnnononononononos 116 Import from a Summit Data Collector file cocoocccccccnncocnnnconcnononnnonanononannnnnnnnonononononoss 116 Import from a Summit Expo Registration Manager file oooccccoooncnnoconnnncononnconaronnnnanons 117 Import from another MIE Software application
211. ated 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 A Click to clear all the marked check boxes 122 Chapter 4 Setup Summit Event Manager Pro Import Click to continue the import process Import Organiser Tasks If you ve elected to import the organiser tasks from a previous event the Import Organiser Tasks form will be displayed It enables you to tailor the import process to suit your requirements Import Organiser Tasks Options Overwrite Assigned To Replace Existing Task List f Leave Assigned To Nam
212. ated payments You should only select this option if you re going to create another travel or accommodation record and want to move this payment to it The steps you would take to do this are 88 Chapter 3 How To Summit Event Manager Pro Select the second option 1 2 Create the new travel or accommodation record 3 From the Personal Details form select Money Menu 4 Click on the Allocate Payment button locate the payment with this amount unallocated and then click on the Allocate Payment button at the bottom of the form and allocate this amount to the newly created travel or accommodation record Note that the second option is only available if you ve deleted a travel or accommodation record The third option is for Summit to automatically create a refund for the amount displayed on the form You would select this option if you had cancelled a registration or deleted a travel or an accommodation record and you wanted to refund the person exactly this amount 8 You don t need to rely on above form for creating refunds If anyone has overpaid you can create a refund for them at any time To have the system create a refund for you take the following steps Find the required person on the Personal Details form The amount showing as Total Outstanding in the At a Glance section of the Personal Details form should be in red and in brackets to indicate a negative amount and should equal exactly the amount of money you
213. ategories 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 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 Chapter 2 Scenarios 59 Summit Event Manager Pro During During the event the focus is on processing people rapidly as they arrive Frequently these arrivals come in bursts at the beginning of a session followed by a lull when the session actually commences This section is divided into three parts Before the day s arrivals During arrivals and End of the meeting Before the day s arrivals From the Before Menu open the Reporter form and print a listing for the add on representing this meeting During arrivals Tick each person off the listing as he or she arrives at the meeting End of the meeting 1 For each person who is on the list who didn t come to the
214. atering events from the previous event to match the start date of this event If you have imported all the structure from a previous event steps 5 to 25 are only to ensure that the imported information matches the requirements of this event Open the Secretariat Details form and enter details of the secretariat office address for correspondence and enquiries for this event Open the Venue Details form and enter details of the venue of this event 38 Chapter 2 Scenarios Summit Event Manager Pro 10 11 12 13 14 15 16 17 18 19 20 21 22 Open the Registration Types form and enter one record with any description you wish and a price of 0 00 Open the Event Options and Global Options form and set any applicable options Open the Billing Methods form and enter any billing methods that you wish to appear on accommodation reports sent to hotels Examples of billing methods are pays own account and all charges to conference master account Open the Carriers form and enter any carriers that will be used for transport to or from the event Carrier details appear on travel and transfer reports Open the Equipment form and enter details of equipment that may be used during the event Enter technical equipment to be used during sessions such as lecterns slide projectors and data panels and catering equipment to be used during catering events such as coffee urns and plate warmers
215. atra 223 Billing Methods occcooocccocncccocnnononccnonnnnanononons 141 Block booking status EDOM wacieevincie nant O E 202 when booking a hotel room ccceseeeeeeeeeeeeees 202 Booth A cle ea io 367 Booth fascia name setting maximum characterS oocococccocnconnicocnnonos 104 Booths CIONINO sarean aa E ioe rei 142 143 dele NO ana nnsen mana luremamadonmeaoaee 143 entering booth details ooocccooccconcnconoconnncoos 142 letter number naming Y sorting cocoooocooo 104 Budget calculation settings ccooccccconncconnnoncnnnnonoss 126 NOW O ChE Ale aa O sects 15 Bulk accommodation CHANGES ccceeeeeeeeeseeeeeeeeees 151 flight and transfer Changes cccceeeeeeeeeeeeeaees 148 sending many e mallS cooccccoonccconnncocnnnnonoss 101 Bulk mail code co etek a otek eas 367 Buttons on Personal Details ccooccconcccocccocnconnnnns 191 Gall f r papers unit Rede EGA 83 Calling screen or form definition 367 Index 377 Cancel arego IAN caos 208 a travel Doo0kiIN Guarico 206 o A 209 an hotel DOOKkINGQ occcoocccooonconoconcncnonccncncnanons 198 CAMS Seria ios 144 Catering events compared to add ons and SessioOnS ooocccoccocnco 94 dei rara caca dd 367 Sl 161 reference file SCreen coconnccccoccccccccccnccnonononnnnnns 159 Catering non at
216. available gt Clears the form ready for the entry of a new travel booking lu Delete Listing Prints a report of all this person s travel bookings Deletes the displayed record 206 Chapter 5 Before Summit Event Manager Pro 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 Mr William J Smith Registration Type Registration Total Add Ons LESS Discount PLUS Additional Charges Amount Due Additional GST Total Amount Que Paid To Date 40 00 Additional Charges Reason Early Member 5330 00 Purchase Order Number 562 00 Discount Reason Full Database Form Letter Sent Delegate Kit sent 892 00 01 Feb 10 E Last Form Letter Sent Confirmation Letter Sent Itinerary Sent 25 Feb 10 25 Feb 10 032 00 Participation Pa Sent bob4 50 Date en Add On Cost Amount Due A 93 50 27 50 55 00 148 50 297 00 99 00 99 00 Y Amount Still Owing Add Ons ty Add On Description 1 1 Conference Dinner 2 E Welcome Reception Extra Ticket 2 2 iw Post Conterence Tour 1 gt City sights Tour Session Preferences and Attendance session Session Details 2 s 1 Concurrent Session 1 Thursday 26 October 2010 11 00 am 4 Concurrent session 4 Thursday 26 October 2010 02 00 pm a w E Concurrent Session 6 Shute 29 October 2010 11 00 am
217. ave more than one supplier in any of these areas for example multiple hotels remember that you can only make a payment to one supplier at a time 2 Once you ve entered the components being paid off on this payment enter the total of this payment in Payment Amount lf you don t know what the payment total is double clicking in Payment Amount will automatically set the payment amount to the total of all the entries you ve made 3 Modify the Payment Date if you won t be making the payment today Modify the Payment Type if you wish If you want to have a different default payment type redefine the Default Outgoing Payment Type on the Event Options form 5 Enter the Cheque Number or other payment identifier If you re using numerical cheque numbers the system will default to the number used on the previous payment plus one Select the Supplier you re making this payment to from the pull down list Enter any descriptive notes you wish in the Notes field for example what the payment is for or the associated invoice number 8 To create the outgoing payment click on the OK button After the payment has been created you will be asked if you want to create another Click on the Yes button if you want to create another payment out Click on the No button if you ve finished creating outgoing payments To close the form without creating an outgoing payment click on the Cancel button Example of Page 2 Payments Out Payment Amount
218. ay categories press Start then Settings then Taskbar and set the Desktop Taskbar to Auto Hide You can set the Microsoft Office Taskbar to Auto Hide as well Chapter 1 Getting Started 7 Summit Event Manager Pro Installing Summit Pro You can only download Summit Event Manager Pro if you have Access 2002 XP 2003 2007 or 2010 running on your computer If you have no version of Access on your computer you will require the Access 2003 Runtime Environment to run Summit If you have Access 2002 2003 2007 2010 on your computer on our website www miesoftware com click on Download Free Trial and select the most appropriate version for your computer 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 semp lt access version gt exe in Windows Explorer and the following dialog box will be displayed Open File Security Warning 3 i j nu a Hle If the following screen is displayed Do you want to run this file lick Run C E Name SEMP2003 exe Publisher MIE Software You are then asked if you d like to Type Application continue with the installation Select From W Apps03 Packaging semp 2003 Yes potentially harm your computer Only run software from publishers Y While files from the Internet can be useful this file type can you trust What s the risk WinZip Self
219. ayments Out Reporter Restrict to Payment Type Restrict to Payments made on or after Restrict to Payments made on or before Restrict to Payment Amount equal to or greater than Restrict to Payment Amount equal to or less than Restrict ta Supplier Restrict to Cheque Number equal to Restrict to Payments with no Gol f ALS dit Preview Help Exit You can select all outgoing payments that have been entered or you can restrict the payments selected by entering the restrictions you wish into the spaces provided This facility is useful if you re trying to determine whether you ve recorded details of an outgoing payment or not Enter the selection restrictions if any that you want Click on the Preview button to produce a report of the selected outgoing payments As an example if you wanted to determine what payments you had made to Outrageous Flowers in May 2010 entering 1 5 10 into the Restrict to Payments made on or after field entering 31 5 10 into the Restrict to Payments made on or before field and selecting Outrageous Flowers from the Restrict to Supplier pull down list would restrict the report to only payments made to Outrageous Flowers between 1 May 2010 and 31 May 2010 The report prints each payment out any notes and the budgeted item against which the payment was made Click on the Edit button to make changes to any of the following areas Payment Date Type Drawer Cheque Number or Notes Click on the Delete bu
220. ber showing people not yet allocated a seat eople by Family name vith table and seat number hiding people not yet allocated to a table eople by Family name vith table and seat number showing people not yet allocated to a table eople by Family name vith table number chiding people not yet allocated to a table eople by Family name with table number showing people not yet allocated to a table eople by Family name vith table number and organisation chiding people not yet allocated to a table eople by Family name wih table number position and argnization hiding people not yet allocated to a table eople by Organization with seat number hiding people not yet allocated a seat eople by Organization with seat number showing people not yet allocated a seat eople by Organization with table and seat number chiding people not yet allocated to a table eople by Organization vith table and seat number showing people not yet allocated to a table People by Table number wah tale pr page and seat deals showing people not yet aloatedto table Port People by Table number wah table end seat detal dng people not yet alocatedto table Fonrat People by Table number wh tale end sect details showing people not yet elocetedio table Fonrat People by Table number wah tale deals riding people nt yet located to atabe via People by Table number wah tale deals showing people not yet alocetedto stable tra People by Table number wah tale seat and
221. bo 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 Chapter 5 Before 259 Summit Event Manager Pro 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 Status Tables Swap Tables Clear Tables Remove From Table TAs Edit Tickets ato Table Click to re sort the records in table order and to show those without a table at the top of the list Click to open the Tabling Status form This form will give you a clear picture of the status of your event number of tables and seats allocated number still to be allocated and the excess or shortfall Tabling Status Catering Event Conference Dinner People already allocated to tables People still to be allocated to tables MIE Total number of people attending 5 AO Maximum table capacity MES Current capacity excessfshorttall People allocated seat numbers Wa People still to be allocated seat numbers Click to open the Tables form to enable you to add modify details of tables See Tables in the Setup Menu for more information Click to swap all
222. button 5 Select the badge format you want to use from the Name Badge or Ticket Format pull down list If you re uncertain what a particular format looks like or want to modify it or create a new format click on the Design button to open the Name Badge and Ticket Design form 6 Select for whom you are producing name badges from the Restrict Name Badges Produced list box The normal selection is All People Automatically Entitled or All People Automatically Entitled plus Accompanying Persons The other choices are used when you want to have different badge styles for different participation categories 7 Click on the Preview button to display the name badges in Print Preview or click on the Export button to export the name badge information Whichever production method you choose you will be given the option of editing the details that will appear on the badges before they re produced If you re exporting you ll be asked for the export format you wish to use and the name of the file that you want to export the name badge information to 8 After you have either exported or printed the name badges you ll be asked if you want to have these name badges marked as having been produced Once you have checked that the export or print worked correctly you should answer Yes This will prevent these badges being reprinted or exported during the next new badges production run 9 Repeat steps 2 to 8 for tickets but you click on the Produce Tickets
223. by Session Location Equipment Requirements by Session reports and the Running Sheet 17 Save the session by clicking the OK button to close the form or the New button to enter a new session or by moving to another record using the navigation buttons When sessions are reported they are sorted firstly in ascending Date order then in ascending Start Time order then in ascending Programme Sequence order When entering session details note that in the Draft Programme sessions are displayed with the Session Name as the heading The following line contains in the following order Session Type Session Code Date Location Start Time and End Time If an Additional Description for Programme has been entered this will follow on the next line Deleting a Session A session may only be deleted if there are no presentations assigned to it If you want to delete a session but you re not sure if there are still presentations assigned to it click on the Presentations in Session button Every person that has a presentation assigned to this session whether the person has been confirmed as a presenter or not will be displayed Toolbar Buttons Presentations in arava 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 Refresh Actual Attendance Click to have the system recalculate the number of people who are marked as
224. by that field e you can 92 Chapter 4 Setup Summit Event Manager Pro sort by the counter or the description or say a date Click into the field you wish to sort by then Al Z click on the ascending GZ or descending button on the toolbar at the top of the screen You can click into any field and Find specific data in that field by clicking on the Edit toolbar at the top right corner of the screen and select the Find option For example could you find all records that have the word Partner in the event description field in the Add Ons form If you have a new advertising source that is not yet in the file you can enter it on the fly without leaving the form you re in by double clicking in the Source field This opens the Advertising Sources form and you can enter the data When you click on the OK button you re returned to the original form and you can select the new advertising source This method of using the reference files is standard throughout the system as it enables uniform data entry that will ensure statistics based on that data are accurate If the reference file has a Counter as the first field for example Carriers it means the counter or the index to that record is stored in the main file not the text This means you can alter the text in the reference file and it will be reflected throughout the system immediately If there is no counter then the text itself is stored in the file In this case if y
225. cally 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 Pro 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 Event Options Mame and Address Formats WinFax Pro Tax General Settings User Detined Event Documents System Checking Invoice Statement Number Text Demo lt 010 Accommodation Cancellation Text Invoice Statement Heading Text Invoice The following previously advised Receipt Heading Text Official Receipt hotel booking has been Refund Heading Text Refund Bape en ee podas nae inal details of this booking will not Event Charges Text Event Charges appear on any further Additional Charges Text Additional Charges accommodation reports Report Footer Text Summit Event Manager Include in MIE VWebLink File User Defined Field 1 Mame Colour of Eyes Travel Cancellation Text User Defined Field 2 Mame T Shirt size T ne toi travel banking hes User Defined Field 3 Name Golf Handicap been cancelled Please note that User Defined Field 4 P
226. catering events will take place Locations are displayed on catering reports equipment reports schedules running sheet and in the draft programme Chapter 2 Scenarios 57 10 11 12 13 14 15 Summit Event Manager Pro Open the Organisers form from the Setup Menu and enter details of any people departments or organisations who will be assigned tasks related to the organisation of the event This information is used within the Organiser Catering Events Sessions Ad hoc Notes and Running Sheet If you re using Summit to track outgoing payments open the Suppliers form and enter details of anyone you will be making payments to Open the Import Demographics form and import name and address details from as many sources as you wish While it is possible to import demographic information at any time it is best done before you start entering details of people to minimise the risk of duplication After you have imported demographics open the Reporter form on the Before Menu and print a full database listing and use this to identify and delete any duplicate records that resulted from the import s You can delete a person s record until they become financially involved with the current event Open the Name Badge and Ticket Design form and define the name badge style for this event Open the Add Ons form and enter each meeting as an add on with a price of 0 00 Include the meeting date as part of the description and set the
227. cation of that payment Summit is able to make one payment pay for many people or many payments pay for one person For example an organisation sends you a cheque to cover the registration of five of their employees but the cheque doesn t cover the event dinner So each employee who wants to attend the dinner pays for it by personal cheque one payment for many people and many payments for one person The steps taken in entering and allocating a payment vary depending on from where you start the process There are three ways you may allocate a payment 1 You can enter the payment and allocate the money all from within the Personal Details form This is the recommended method for entering and allocating a payment where the person is known This method is described here in more detail 2 You can enter the payment separately through the Payments In form on the menu and then allocate it through the Personal Details form This method is useful if you want to enter all the payments in a batch For example open the mail enter all the cheque details do a Banking Run to get the bank deposit slip then race down to the bank Then at your leisure allocate all the payments through the Personal Details form This could be dangerous if there is no obvious link from the payment to a person e the drawer on the cheque and the participant are not the same 216 Chapter 5 Before Summit Event Manager Pro 3 You can enter all the payments through th
228. ce button Record 14 4 3 Lh eje of 12 To locate a particular add on select it from the Find by Add On field or use the navigation buttons at the base of the form to cycle through the records Once you ve found the desired add on the Person combo box contains the names of all people taking part in this add on Click on the down arrow and select a name or you can enter the name of each person competing in the event To allow the use of team names or nicknames you re not restricted to the values in this list Enter the person s score and or time If you re going to use Auto Place select the option corresponding to the placing method you wish Summit to use then click on the Auto Place button If two people have the same score they will be placed equally and the next place will be jumped For example if two people tie on first place the next place would be third second place is skipped Toolbar Buttons Auto Place Click to automatically place the scores displayed on the form Es Click to print the Results Report 352 Chapter 6 During Summit Event Manager Pro Results Reports This option allows you to print the results of add ons that are competitive in nature Results Reports show Score on Report show Hours on Report Show Minutes on Report show Seconds on Report Results for current Add On only C Results for all Add Ons Preview Help Exit To print an Add On Results report take
229. ce or meeting Frequently each exhibitors area is separated from other areas with dividing walls Bulk mail code The national presort indicator is a method of sorting mail into mail centres This attracts discounts from Australia Post for large volume mailouts Each Presort Indicator Mail Centre covers multiple postcodes If you re using the software in Australia and don t know the postcode or bulk mail code for the current address double click on the left mouse button in either the Postal Code or Bulk Code fields on the Personal Details form and Summit will get the postcode and bulk mail presort indicator code for you In order to do this the system must have the suburb and the state Calling screen or form The form or menu on which you pressed an option button to open the form that you currently have open Catering event A catering event is any function that requires the provision of food and or beverages for the people attending the function Catering events can occur within the main conference programme for example morning tea lunch and afternoon tea during the conference or in conjunction with 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 i
230. cipation details into historical participation details the records will be imported You will be given the chance to cancel the import If you don t wish to import all records from a previous event or you don t wish to import historical participation details import the records using the Import from Another MIE Software Application method of importing records Import from a Summit Data Collector file This method of importing records should be used where you have been provided with a database generated by the Summit Data Collector The Summit Data Collector is a free of charge application available from www miesoftware com It enables people for example your clients to build an event database with name address and other details along with user defined fields and profiles without them having to purchase a retail copy of Summit You will be asked to specify the location of the Data Collector file The data collector file will always end in sdc During the import process Summit will check for conflicts between the user defined fields and profiles in the event file and the data collector file If a conflicting name is found and there are people in both files with that particular profile or user defined field you will be given the option of which profile or user defined field you wish to use 116 Chapter 4 Setup Summit Event Manager Pro Import from a Summit Expo Registration Manager file This method for importing data comes from the sp
231. combo box on the Travel Booking form The Carriers form may also be opened within the Travel Booking form to enable additions deletions and alterations to this reference file by double clicking in the Carrier combo box You can t delete a carrier from this reference file if it has been used anywhere in Summit Contact Types This option is for maintaining a reference file of the difference types of contacts you can have with the event participants such as delegate enquiries exhibitor enquiries venue enquiries confirmation letters brochure mailouts and thank you letters Contact Types couter 1 Contact Types Delegate Enguiry Record 14 4 You can t delete a Contact Type from this reference file if it has been used anywhere in Summit 144 Chapter 4 Setup Summit Event Manager Pro 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 Equipment Counter 1 Equipment Description Overhead Projector Record 14 4 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 Requireme
232. 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 Financial Group Name 1 Mr Williarn J Smith The Corporate Chemical Company VIC Join a Group led by Mr William J Smith The Corporate Chemical Company CSR RIA People Help Cancel OF If you want to work on all the people in a particular financial group you can do this by using the Apply Filter feature on the Personal Details form To apply a filter press Ctrl F1 when you have the Personal Details form open To get a list of all Financial Groups select the Financial Groups report from the Financial Reports menu Toolbar Buttons People Click to display a report with the names of all people who are in the displayed Financial Group Chapter 5 Before 225 Summit Event Manager Pro Trade Details This option is for maintaining information on the participation in the event by exhibitors sponsors and advertisers Trade Details Mr Wiliam J Smith Company The Corporate Chemical Company has been Logo Received W Logo Overview recognised in the field of responsible chemical production with an emphasis on world s best practice activities of quality control and an eco nurture philisophy Exhibitor Sponsor Advertiser Confirmed as Exhibitor e Amount Que 2 000 00 Total Amount Due 2 200 00 Inclusive GST 0 00 Amou
233. coocccccocccccocnccccncccccnccnoncnonaconos 304 il AA 296 MIE WebLink o EOS weit tee te a a a 128 Advertising SOUFCES occooonccccccccnnonoconcnnncinnnonanonnnos 140 BIMO Methods aa o te palco 141 380 Index Summit Event Manager Pro Create event web file oocccooccccccniccconcnnnn 269 Flights and Transfers ccconoccocococoncccoconocononnnnnos 147 HO Si de TS 149 ic a A 263 PROPS S menee e r 155 Registration TYpe8sS ccoooconcccnnoconccnonncnanocononanoss 125 ROOM TYDES io 150 SESSIONS eara dd alada 164 User defined fieldS coucoccccocnnccccnccccncnncnonnos 107 Minimise definition cocconcccnccoccnconcnccocnnnncnnnnos 371 MYOB card tile export aia eke one 303 Name and address formats cccsecceeeseeeeeseeeeeeees 111 Name badge printing for a single person oocccccooccncccocnnonncconcnnss 193 produced indicator c oooconeccccccococncocnconcnnnoncnnns 186 Name Dadg S cri ica 167 CUSIOM aa ata aus 172 dennon esca doo 371 for those not on the database cccooccnccoccnncccccccnnns 85 from the Reporter oooccccccncccccnconcncconnnonacicnnnnons 305 A a e iniaes 292 print to specific label printer oocccoocoo o 191 won t fit ON stationery oooccnccoccnnococcnnonncnnnoninnnons 363 Name format for draft programme ccncsecccesseeeeeseeeeeeeeeaeeees 111 for Financial Groups ooccccccncccccnccccncconcncnncinonanons
234. cord 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 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 form 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 form If you have accommodation details for the person click on the Hotel Booking button to open the Hotel Booking Details form You can have multiple accommodation records for each person 32 Chapter 2 Scenarios Summit Event Manager Pro 10 11 12 13 14 If you have travel details for the person click on the Travel button to open the Travel Details form You can have multiple travel records for each person lf the person is registering for the event click on the Registration button to open the Registration Details form Remember that you can t enter registration details until you have locked the event fees You can enter a new payment or allocate an existing payment directly from the Registration Details form without returning to the Personal Details form If you have sponsor advertiser or exhibitor information for the person click on the Trade button to open the Tr
235. cordSource 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 68 Summit Event Manager Pro How to Align a Report All reports in Summit are designed to display correctly on A4 stationery in portrait or landscape layout If the printer you re using has a smaller paper size you may find the ends of some lines are printed on a second page If the printer you re using has a larger non printable area around the margins than a Hewlett Packard Laserjet 4000 you may find that some of the text on the far left and or right of each line or top and or bottom of each page is missing To correct either of these problems you will need to realign the report by altering its margins To do this take the following steps 1 Open the report that is not displaying correctly 2 Select Print Setup from the File menu in the top left hand corner of the screen The current margins for the report will be displayed at the bottom of the Print Setup form as shown below Page Setup Margins Page Columns Margins millimeters Sample Bottom pro 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 m
236. cords using the Previous and Next buttons to make sure you don t have any duplicate records If the system only finds one record no message is displayed and the person s record is displayed If you find the person s record Skip to step 6 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 form 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 If the person is registering for the event click on the Registration button to open the Registration Details form Remember that you can t enter registration details until you have locked the event fees You can enter a new payment or allocate an existing payment directly from the Registration Details form without returning to the Personal Details form 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 Chapter 2 Scenarios 47 9 Summit Event Manager Pro 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 sele
237. ct 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 11 12 13 14 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 form and produce 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 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 48 From the Before Menu open the Name Badges and Tickets form by clicking on the Name Badges and Tickets button Click on the Produce Name Badges option button If you only want to produce badges that haven t been produced yet click on the Only Produce New Badges or Tickets option button If you want to produce all badges whether or not they ve already been produced click on the Produce All Badges or Tickets option button The usual selection after your first name badge run is Only Produce New Badges or Tickets
238. cts This report will list the presenter the title of the presentation and the abstract of a presentation entered underneath the presentation title on the Presenter Details form only if the presentation has been selected The presenter need not be confirmed You will be asked if you wish to display the abstract number reference on the report Presenter Biographies This report lists the biographies of presenters You can restrict the listing to only those presenters who are confirmed or report on all biographies held on file regardless of the person s status as a presenter The report is sorted by family name Presenter Follow Up This report shows to what extent presenters have complied with your selected requirements and it enables you to follow up presenters individually to ensure compliance The presenter s position division and organisation and e mail address and all recorded telephone numbers are printed to enable ease of contact The requirements defined in Presenter Rules on the Setup Menu Non compliance with a requirement is marked with an X whereas compliance is left blank Presenters who have complied with all the requirements will not be printed on the report The aim is to get a blank report For those rules you have not selected on the Presenter Rules form the report heads that column with N A for Not Applicable Chapter 5 Before 321 Summit Event Manager Pro Progressive Participation This form enables you t
239. d For Summit to process demographics updates from the web the latest requirements for the form on your web page are posted to the MIE Software website The sample HTML page demupg htm is included with the software and is located in the Summit Pro folder This page contains a form which meets all of the criteria required for processing a demographics update and can be used as the basis for designing your own page Note that all the forms contain minimal data validation You may wish to add further validation routines to your forms to protect yourself from junk input To collect less information simply remove the unwanted field from the form on your web page Note that only optional fields can be removed If you want to collect additional information from a Demographics update you can do this provided you have Microsoft Access 2000 installed on your computer as you have access to all the source code for the Internet interface Expression of Interest The expression of interest interface enables people to provide you with their name and address details and register their interest in an upcoming event People can also amend the details of an earlier expression of interest that has been entered on the database If they have already entered their details on the database they can t use this interface to update their name and address details This must be done through the demographics update interface People who have already entered th
240. d Session A session is usually a grouping of presentations at a single location starting at a given time Within the main section of a conference type event there are two basic types of sessions These are plenary sessions where only one session is taking place at a given time and concurrent or breakout sessions where multiple sessions are taking place at the same time but in different locations If you wish any add on such as a pre conference workshop to appear in the draft programme it must be defined as a session See also Add Ons and Catering Events Session chair A session chair is someone who has been defined as having that role through the Sessions form If so designated the field Session Chair is marked on the At a Glance section of the Personal Details form Special fields Most fields on forms within Summit simply record information these are normal fields Special fields are ones that not only hold information but also cause different actions to be taken by Summit dependent on the contents of the field Examples of special fields are the Default Country Glossary 375 Summit Event Manager Pro and the Salutation Text fields Other examples of special fields are the yes no fields that are shown as check boxes The information in these fields is normally used for grouping and selecting records for reporting Sponsor A sponsor is an individual or organisation who is sponsoring all or part of the event conferenc
241. d about Chapter 5 Before 255 Summit Event Manager Pro See the effect of changes made If you re currently sorting by family name select the Sort By Session Date Time option If you re already sorting by session date time click on the Refresh button If you want a paper copy of the effect of changes made click on the Draft Programme button See which presentations still have to be allocated to a session If you re currently sorting by family name select the Sort By Session Date Time option If you re already sorting by session date time click on the Refresh button The presentations that still have to be allocated to a session are displayed first Have a different presenter author name in the programme Enter the author or authors names exactly as you wish them to appear in the draft programme in the Authors Name if not default field for example if you have two or more authors If a value is entered in this field it will be printed exactly as entered in the draft programme If no value is entered the format of person s name is based on the format selected in the Name Format for Draft Programme field in the Name Formats tab in Event Options Note The Confirmed as Presenter Biography Received and Photo Received refer to the presenter not to each individual presentation If you update these fields for a particular presentation the field will be updated for all presentations for that person Toolbar Buttons Draft
242. d professional associations and advertisements in trade publications and other media Previous participants are generally targeted Includes pre during and post conference functions that are not attended by all participants Examples include workshops dinners cocktail parties social outings and an accompanying person programme A trade exhibition is held in conjunction with the conference Large scale sponsorship is sought to cover conference expenses Paid advertising is sought in conference brochures and or proceedings plus promotional inclusions in conference satchels There is an accommodation and travel component Has a large catering component with a conference dinner that has set tabling Presentations may be solicited in a call for papers With the exception of installing the software and locking event fees the steps shown here don t need to be taken sequentially and any information entered may be added to deleted or modified at a later date Note It is advisable prior to entering details into each form you open the user manual to the appropriate form in Chapter 4 Setup In this section each form is pictured and a detailed account of the form and the data is given It will help you understand the way Summit uses the data and where it will be used Set Up 1 2 Click on the File button on the Main Menu to open the File Menu Create a new event by clicking on the New Event button Refer to the File New Event sect
243. d warn if over booked and disallow booking The system will update the number of rooms used if you click on the Update Rooms Used button or you run the Block Booking Status reports After updating the Used field Summit will displayed the current date in the Last Updated field Toolbar Buttons Update Rooms pt Click for the system to update the number of rooms allocated Chapter 4 Setup 153 Summit Event Manager Pro Locations This option is for maintaining a reference file of locations at the event A location is any place where a catering event or session takes place Locations Location Counter 1 Location Grand Ball Room The information in this reference file is the source of the entries in the Location combo box on the Sessions and Catering Events forms The Locations form may also be opened to enable additions deletions and alterations to this reference file by double clicking in the Location combo box You can t delete a location once it has been used in either a session or a catering event 154 Chapter 4 Setup Summit Event Manager Pro 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 Protiles Profile Type 1 Profile Type 2 Profile Type 3 Profile Type 4 Profile Type 5 Profile Type 6 Profile Type
244. daily every two days weekly or other interval depending on the volume of information The second section covers other Before tasks that may be performed regularly before the event or may be performed only once depending on the size of your event Regular Data Entry Sessions First process all the information related to people and the event Take as many of the following steps as apply to each person 1 2 Open the Personal Details form on the Before 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 re uncertain of the family name you can also find the person s record by entering his or her organisation into the Find by Organisation field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that organisation If the system does not find the person s record it will display a O records located message If the system finds that more than one record matches the name you have entered it will display an x records located message where x is the number of records located You should check each of the records using the Previous and Next buttons to make sure you don t have any duplicate records If the system only finds one record no message is displayed and that record is displayed If you find the person s re
245. data in this record is left aligned Tax Invoices and Adjustment Notes Generating and printing tax invoices is a multi step process When you select this option you have a choice of only printing unprinted tax invoices or you can ask the system to re check every previously issued tax invoice to see if any of the original requirements have altered for example a person has cancelled their Harbour Cruise Generate Remaining Tax Invoices and Adjustment Notes Tax Invoices and Adjustment Notes have not been been generated since Monday 24 April 2006 Co you want to check For new and altered requirements and generate any remaining Tax Invoices and Adjustment Motes Mo 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 Chapter 5 Before 287 Summit Event Manager Pro Group Correspondence Tab Correspondence Individual Group Correspondence Type Produce ii Receipts New Correspondence Only C Invoices for Anyone Who Owes Money C Redo Correspondence from C Invoices for People Who Havent Had One Since EJ El C Tax Invoices and Adjustment Notes Addr
246. db Enter a df Allocate Cancel 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 Preferred Confirmed A Registering a Person To register a person take the following steps 1 If they haven t been entered yet enter the person s details on the Personal Details form It s assumed at this point that you ve entered all your registration types and the associated fees and have locked the event fees in place If you haven t refer to the sections on Registration Types and Lock Event Fees in Chapter 4 Setup 2 From the Personal Details form open the Registration Details form by clicking on the Register button If the person hasn t had a Registration Type entered yet a zero will be displayed 3 Click on the down arrow or press Alt J to display the list of possible registration types The cost to the delegate the cost of registration plus any tax will be displayed It will look something like this Registration Type Registration COM oe zi Bird 550 00 Total Add Ons Ml Standard 380 00 Full H egis ation keyboard 4 then press Tab or Enter to select it In After selecting the registration type the Registration Chapter 5 Before 207 Summit Event Manager Pro Early Member 330 01 Registratio
247. de Add On on Participation Record check box if this add on is no longer available This will have the effect of making this add on unavailable in the pull down lists of add ons and the add on will no longer show on the Participation Record but will still be included on all other correspondence and all financial reports such as the Income Reconciliation report This feature was designed for events that cover say a year s training or a series of Seminars over a long period of time 9 Mark the Include in MIE WebLink file check box if this add on is to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet Examples of Add Ons that should not be included are those that are only allocated by the conference organiser for example Complimentary ones 10 Enter any budget details that are relevant to this Add On These details will be displayed on the Budget form See the Budget Calculation Settings form for further details Add on fees descriptions and display sequences may be added modified and deleted until event fees are locked Once event fees are locked existing add on fees may not be changed New 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 descri
248. delete or alter the values in the Frequent Flyer Details combo box Select the appropriate frequent flyer details from the pull down list of all those entered for this person The number in the Frequent Flyer Details field is the Clubs Counter the key to the Clubs reference file The description will be displayed to the right of the field Double clicking in the combo box doesn t work on this field you have to enter any new details in the Extra Details form 198 Chapter 5 Before Summit Event Manager Pro 11 12 13 14 15 If the Arrival Date field is null when you enter it it will automatically display i e default to the arrival date for the selected hotel as defined in The Usual Accommodation form in Setup Menu You may alter this date if it s not appropriate for this person If no date has been entered in The Usual Accommodation there is no default date here Even if you are not using The Usual it may save time to enter dates in the arrival and departure dates in the Usual Accommodation form The day is displayed beside the date as confirmation If known enter the Arrival Time Click on the calendar to the right of the field to select a date The calendar will default to the starting date of the event Enter the Departure Date The rules are the same as for Arrival Date You can t have a departure date earlier than an arrival date If Known enter the Departure Time If appropriate enter the Room Number Room
249. ding 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 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 84 Chapter 3 How To Summit Event Manager Pro 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 nam
250. double click in postcode This will lookup postcode if suburb and state are present or lookup suburb and state if they are blank and postcode is present There is the facility on the web to download your country s postcode file if we have a copy of it If you don t know the post code for an address enter the Suburb Town and State then double click in either the Postal Code field and Summit will get the postcode code for you Alternatively if you don t want to use the mouse you can enter Ctrl G in either the Postal Code field You do this by pressing the Control key usually labelled Ctrl on the keyboard and the G key at the same time Note The Ctrl G is short for Get Postcode In order for the system to find the postcode for you it must match the suburb and state against the official list of postcodes so you must be accurate in your spelling of the suburb and if you are in Australia you must use the standard Australia Post abbreviations of ACT NSW NT QLD SA TAS VIC and WA for the State If you re not sure about the spelling of the suburb enter the first few letters and click on the down arrow to the side of the Suburb Town field This will list all the suburbs alphabetically Select the one you want by clicking on it Again if you don t want to use the mouse press Alt J 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 yo
251. e amp Conference Dinner 5 000 00 75 00 7 250 00 0 00 a 29 Oct 03 7 00pm 0 00 4 00 120 00 10 30am 0 00 18 00 540 00 1 2 30pm Afternoon Tea A 0 00 4 30 129 00 3 DO pra Morning Tea 30 00 BFS iS ASS 12 50 10 30am Page Up qf Eetresh Page a5 al Registration Types Add Ons and Catering Events All registration types add ons and catering events will be shown here however only the first five in the associated reference files will be displayed at any one time If you have more than five use the vertical scroll bar to view the others To see the budget details for all your registration types add ons and catering events print off the Budget Worksheet by clicking on the Preview button The fields you can modify for each registration type add on and catering event are 1 The Description Changing the description here will change the description back on the associated reference file form 2 The Price you re going to charge for the registration type or add on Changing the price here will change the price back on the associated reference file form You can t make changes to the price of a registration type or an add on after you have locked event fees into place 134 Chapter 4 Setup Summit Event Manager Pro 3 Any Fixed Cost lt is unusual for there to be a fixed cost directly related to a particular registration type Fixed costs such as advertising and secretariat rental usually apply
252. e Enter the number of people you expect to attend this session As you change each of these figures the budget total cost figure for the session is adjusted to reflect your changes The actual cost is the total in payments out made against this session Frequently fixed and variable costs are not assigned against each individual session but are viewed as overall costs against the whole event If you choose to use this method enter the details in the Other Variable Costs and Other Fixed Costs areas of the Budget form and not in the Sessions section of the form 136 Chapter 4 Setup Summit Event Manager Pro Trade Enter how much money you plan to get in income in each of the trade categories The other amounts are calculated as follows Exhibitor budget cost is the total for all booths of Booth Build Cost as defined on the Booths form Exhibitor actual cost is the total in payments out made against exhibition booths Exhibitor budget profit is the budget income figure you have entered less the total for all booths of Booth Build Cost as defined on the Booths form Exhibitor actual income is the total of Booth Sell Price as defined on the Booths form but only for booths that have been booked Exhibitor actual profit is the total of Booth Sell Price for booths that have been booked less the total in payments out made against exhibition booths Sponsor and advertiser budget profits are the figures you enter Sponsor and advertiser
253. e exported and given to a name badge manufacturer To produce name badges in either way take the following steps 1 From the Before Menu open the Name Badges and Tickets form by clicking on the Name Badges and Tickets button Click on the Produce Name Badges option button If you only want to produce badges that haven t been produced yet click on the Only Produce New Badges or Tickets option button If you want to produce all badges whether or not they ve already been produced click on the Produce All Badges or Tickets option button The usual selection after your first name badge run is Only Produce New Badges or Tickets 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 form 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 c
254. e system to create for you and the capacity of those tables 158 Chapter 4 Setup Summit Event Manager Pro THE ESSENTIALS Catering Events This option is for maintaining a reference file of catering events that occur in your event A catering event is any function that requires the provision of food and or beverages Catering Events Event Counter Running Escort the quest speaker from their roam to Description Mc Dinner Sheet the Grand Ball Room and ensure they re Mote seated at the correct table Location 1 Grand Ball Room Date Thursday 4 February 2010 Assigned To Lola Hershmetter start Ine 00 Pha End Time 12 00 AM Setup Test the mircophone and the AV Inclusive Function for Full Registrations W Discretionary or for Catering Requirements 0 Menu Tabled M Assigned To Garry Felder smoked Salmon Salad with Dill Mayonnaise Additional The Conference Dinner is an event which Rack of Lamb with Rosemary Jus Description allows delegates and their accompanying otrawberries in Cognac ina Chocolate Basket for the people to relax enjoy fine food good music in Petits Fours and Coffee Programme the company of their peers Catering Budget Add Ons Covered 3 Equipment Required Budget Actual Add On Description lt Gty Equipment Description A Attendance 300 6 w Lectern 0 Fixed Cost 5 000 00 A A A Per Head Cost 75 00 Total Cost 27 500 00 Count Method Maximise Copy
255. e EN 226 ERON E RIDOS ae ann Eo NTO ro ev a ot ORR se tn ae en 22 EFAS TI SO MIS OS asude e a see esae e dae a 228 AO AA o e tuaem nan oi enses Matigstntet tgs pata ewe tetanate 229 Procee OC nO oO OPO De 231 ADStract REVIEW Slat S sai cau nots ada 234 Other involvement Detail S usina aicvabouetduabtunteuelae 235 EI TICS e it lid 236 TicketPre VIEW ODIOS cs iaa 237 Havidual Corespondent E sesiis aeee NOE ei 238 Letterhead Desi n a EA tania Gianni 240 FIV AUN S racunan e a a a a da ud sated wo aaa a a a a 242 GOntac Detalla Ee E E E E E EEA ES 243 CODY ACUVY iona a E E TE 244 Single Label Envelope and Letter ChOICES ooccocccccncocncociconoconocononononcnnanonos 246 ORG AMIS Cie fa stent act tact auctenct a a a ls 247 Contact FONOW WO ab ia aia 249 Contacis REPON russia la ani ac ciod 250 Reassign Organising TasksS cooncccocncocccncoconnnoconnnnonnnonanononnnnnonnnnnnnnnonnnnnnnannnonnnnnonnnnnonnnenanennss 251 Organiser Task List Stats A aai 252 FRUNAING Sheet NOES scott dl tn Redbolt dessa aol aaia 253 Create Event Programme ccccceeccseceecceeceeeceeceeteeeeseceeeeseteeeeeesaeteeeeeeteeeeeeeas 254 A O ee ee Pn eee on ee eee Te 257 PADS ACT FRE VICW SAU aaa iodo 258 Taping and Se AUIS trace actrees cio se nant eee ae eee ae 259 OCTANE Te seroso eaea edo redada aorta ddiacao 263 Introduction to MIE WebLiNk oococoococcccoccoconcononcononcononcononcononnononnononnoncnnoninnannns 263 INMTERMELASSI
256. e Flight Trip Number field Enter any other details that will act as a filter to narrow the selection of people In the Change To section of the form enter the new departure date and the new flight number To check that you re going to change the right travel details click on the People button to display a listing of the people who will be effected the old values and the changes that will be made 5 If you are happy with the changes click on the Update button This will open the Confirm Bulk Update form that will show you exactly what you are changing and how many records will be changed From this form you can complete or abandon the bulk update If you want to print the listing of changes that will be made by the bulk update you must print the report before completing the update Toolbar Buttons Click to print a report showing all people who will be effected if the change takes place mE ate Update Click to start the update process The Confirm Bulk Update form is displayed 148 Chapter 4 Setup Summit Event Manager Pro Hotels This option is for maintaining the details of hotels or other venues accommodating people attending the event Hotels Hotel Counter Include m MIE YvebLink File m Hotel Mame The Majestic Hotel Street Line 1 Street Line 90145 Main Road suburb or City SURFERS PARADISE State LD Postal Code 4606 Country AUSTRALIA Contact Mame Mls Effie Effecacious Contact Title Functions and
257. e Payments In form on the menu then allocate all the payments through the Allocate Payments option on the menu Choose the method that best suits you To allocate a payment take the following steps 1 Before you allocate a payment or payments to a person you should enter the participation details on the Registration Details form Trade Details form and or the Hotel and Travel Booking forms This will ensure that there are amounts owing to be allocated against 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 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 If you ve marked the Auto Allocate Payments check box on the General Settings tab in Event Options Summit will distribute the payment amongst the categories automatically based on the amount owing in each category The categories are Registration Charges includes the registration fee and any add ons Accommodation Travel Exhibitor Sponsor and Advertiser You can change the allocation made by the system before the allocation is confirmed If you haven t marked the Auto Allocate Payments enter the amount of this payment for Registration Charges Exhibitor
258. e Registration Details form delegate Presenter Details form presenter and Trade Details form exhibitor sponsor and advertiser If you wish to produce a second letter for a person clear the Confirmation Letter Sent field in the associated form on the person s record Another confirmation letter will be produced for that person next time you print confirmation letters for that participation category Alternatively if you wish to redo the letters for all people for that date select the Redo Correspondence for Date option on the Produce option group Delegate Confirmation Letters With Money Details A person will receive a delegate confirmation letter if there is no date in the Confirmation Letter Sent field on the Registration Details form and there has been some delegate type activity recorded against them a registration type an add on and or a session If just a hotel or travel booking is recorded for them they are not deemed to be delegates and no letter would be produced for them See Itineraries Both delegate confirmation letters with and without money details include the registration details the add ons the sessions and the associated status the hotel and travel booking details They use the same top and bottom user defined text This confirmation letter includes any money involved under the three headings Amount Due Amount Paid and Amount Still Owing It then totals all activities under those headings If you wish to re
259. e Since El IMAGES as AE Participation Records with Money Details Participation Records without Money Details f Produce Labels with Correspondence C Dont Produce Labels Correspondence Log e c C p r A j ft e j i po 8 C Tax Invoices and Adjustment Notes 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 Details Salutation if appropriate The text you ve entered as text for the top of the document The information for the correspondence type The text you ve entered as text for the bottom of the document Footer if marked on Event Options form Refund notices are printed with the Receipt Run 4 In the Produce option group select New Correspondence Only if you want to send the selected correspondence only to those people who haven t been sent this particular le
260. e 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 for whom you want to produce name badges and then click on the Preview button After the name badge table has been built a dialogue box is displayed saying Do you wish to make any changes to the information on the badges or tickets before they are produced Click on the Yes button This will open the Edit Badge or Ticket Details form 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 85 Summit Event Manager Pro 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 che
261. e correct 4 From the Before Menu open Event Reports and print a Draft Registration Form Check that all the details are correct If you re creating your own registration form make sure that the registration form in your programme has all the fields shown on the draft registration form 5 From the Before Menu open the Reporter form and select the records of those to whom you wish to send a programme Note that if you don t mark any check boxes at all you ve selected the complete database Click on the Label button for address labels in family name organisation or in post 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 83 Summit Event Manager Pro 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 CD or message stick rename the event file on your normal computer to something like lt event filename
262. e grey bar to the left of the record in the above example it has a pencil in it and press the Delete key on your keyboard Another method of finding a person on the database is to double click in the Sharing with Other Delegates Number field and the following screen is displayed You can find the required person by name or organisation rather than scrolling through the list Once found click on the OK button to pull the details through 200 Chapter 5 Before Summit Event Manager Pro Find Person To Share With Find by Smith iliam Je Find by Family Mame Organization Hest pIN 18 Tile Given Name Family Mame Smith salutation YVilliarmn Badge Marne Position General Manager Division Pharmaceuticals Division Organisation The Corporate Chemical Company Street Line 1 Level 33 The Highland Building Street Line 2 101 Collins Street Suburb Town MELBOURNE State AUSTRALIA Cancel DRK When you select somebody person 2 to share a room with this person person 1 Summit checks whether this new person person 2 has a hotel booking If not one is created for them at the same hotel with the same room type the same arrival and departure dates and the same billing method as person 1 s booking and person 1 s number is entered into person 2 s Sharing with Other Delegates field Record 14 4 24 P el hee of 26 This information is reported in all the Accommodation Requirements reports in the Sharing
263. e name and address details of the selected records inserted The data source is displayed as part of the message When merged one document is created for each selected record The documents are sorted in family name order Click to place the name and address information of the selected records into an interchange table called Demographics This table may be used as a data source for Microsoft Office products or for exporting data to other MIE Software applications The table is sorted in family name order 304 Chapter 5 Before Summit Event Manager Pro Click to create one magazine outer wrapper outsert for each selected record Satchel B Badge Export Label Listing 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 vith Picture oa St pe Extended Design Previews Help Exit If you click on the Extended button you can export m
264. e no sessions commencing at the same time as the session you wish to move change the start date time of the session you wish to move or the start date time of sessions around it If you wish to change the display sequence of a concurrent session change the setting of the Programme Sequence if Concurrent field on the Sessions form Add a new presentation to the programme If a presentation hasn t been entered yet close the Programmer form and open the Personal Details form and locate or enter the person s details Enter the presentation in the Presenter Details form Assign the presentation a Session Code and an Order In Session Make sure that the Confirmed Presenter box is marked and the Abstract Status is Selected or the presentation won t appear in the draft programme Move a presentation within the programme Assign the presentation a different Session or give the presentation a new Order In Session Make sure that the Conf Pres confirmed presenter box is marked and the Abstract Status is Selected Remove a presentation from the programme If you wish to remove a presentation completely from the system delete it If you wish to keep the presentation on the system for possible inclusion in the programme at a later date change the Abstract Status to Rejected or Withdrawn through the Abstract Status form This can be reversed at a later date through the same form Alternatively create a temporary dummy session for papers you re undecide
265. e number in the Add On field is the Add On Counter the key to the Add Ons reference file Add ons are sub records After selecting the add on the Add On section will look like this A pencil means Add Ons the record has not Qty Add On Description been saved yet 11 1 Conference Dinner 1 w 4 As you select each add on the quantity will default to 1 If more than one is required enter the number required in the Qty field For example if two people are going on the Post Conference Tour this would be entered as shown below Add Ons Cty Add On Description 1 Conference Dinner Ticket B Welcome Reception Extra Ticket 3 Golf Tournament Record selector 5 Each add on may be selected only once As each add on is selected and saved the pencil turns into a triangle on the record selector bar Summit will recalculate the Amount Due for add ons Qty x Add On Cost Total Add Ons and the Total Amount Due To save an add on click on any other field within the form 6 In the Add Ons form on the Setup Menu if you enter a Maximum Number the system will warn you if you re about to exceed your maximum At this point you can continue or not as the system will not stop you as Summit deems you know what you re doing Repeat the above steps until all the add ons have been entered for the person then click on the OK button Deleting an Add On To delete an add on click on the record selector bar on the left hand sid
266. e of chemicals in Confirmation Letter Sent 25 Feb 10 E Biography Received F both urban and bol ene His current Eo ies cn H Pree naigA Details Abstract Authors names for programme Orderin Paper s Paper s Presentation Current Paper Al Number if not Mr Wiliam J Smithy Session Session Start Time Duration Type Status Rec d pT nepem 3 45am 4Smirutes Paper MIF Reseed M Title Market Forces and ts Inherent Stabilizing Behaviour Abstract Market forces have been with us for centuries and have been proven to have the ability to stabilize if no j Text government regulation is initiated or interventions are used His paper will put forward the wiew that there i Selected In Review Motes Rejected E jf vNithdrayen Location Browse A _ __ _ 3 Receive Title In Review Abstract end selected Equipment aty Equipment Required forthe P 1 4 viapeiMicrophone ooo Selected 1 2vbatePan O oo Presentation ji ox OSS o Details of presentations are reported in the Draft Programme Details of the anen equi for presentations are reported the Equipment Requirements by Session Location Equipment Requirements by Presentation and Equipment Requirements by Session reports This information is also included on the Running Sheet To enter a person as a presenter take the following steps 1 Locate the person on the Personal Details form 2 Open the Presenter Details form by clicking on the Presenter button on
267. e 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 Chapter 5 Before 209 Summit Event Manager Pro Entering Session Preferences and Attendance People can be registered for each individual session and can have the status of either Preferred or Confirmed The system will check to see if there are potential double bookings with other sessions and warns the user giving them the option of booking the person into that session or not To register a person for a session take the following steps 1 If you have not entered any sessions for the person previously the Session Preferences and Attendance section of the form will be blank Click on the down arrow to display the list of possible sessions Select the appropriate session by clicking on it In this example we will select Concurrent Sessions 1 4 6 and 7 The number in the Session field is the Session Counter the key to the Sessions reference file Sessions are sub records After selecting the session the Session section will look like this Session Preferences and Attendance session Session Details Pl Fee Concurrent Session 5 Friday 5 February 2010 11 00 arm ar Concurrent Session Friday 5 February 2070 02 00 prm 4 As you select each session you must enter a status for this person that is has only a preference b
268. e or meeting Sponsorship can take multiple forms including monetary sponsorship payment of some event related expense s provision of goods or services required for the event sponsorship of a special event endorsement of the event and underwriting sponsorship Within Summit any person may be a member of multiple participation categories A sponsor may also be a Delegate Presenter Exhibitor Advertiser or a participant in the Other category Sub records A sub record is a subsidiary record that defines an element of a one to many relationship for the main record to which it belongs Examples of sub records within Summit include the add ons for which a particular person is registered this information is shown on the Registration Details form or the add ons covered by a particular catering event and the equipment required for a particular catering event this information is shown on the Catering Events form Sub records are usually shown as many records on the main form of a single record Toolbar The toolbar on Summit forms is located in the footer of each form Clicking once on a toolbar button will execute the process or function indicated on the button Update A field or record is updated when it is initially entered altered in any way or deleted A field is also classified as being updated if a value is selected for that field from a combo box even if the value selected is the same as the original value VIP VIP is anyone des
269. e payment breakdown and where payments have been allocated for that day 6 Prompt to check if everything has been printed correctly Confirm Banking Run 6 Cheques Processed 4 User Defined Payment Types Processed 1 Refunds Processed Click OK iF you want these payments to be marked as processed IF ou click OK you can t print these deposit slips and reports again without undoing this Banking Run Click Cancel iF you want to re run this Banking Run ceel Chapter 5 Before 331 Summit Event Manager Pro 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 Ld or to process the payments and print the deposit slips and summary reports Re Do Banking Run You can re do a Banking Run even though you have confirmed the Run was completed successfully If there are no unprocessed payments the following message is displayed Nothing To Process 1 There are no unprocessed payments Click Cancel Eo Exit
270. e prompted for compilation of participation statistics These statistics are used for the Progressive Participation reports and the Expression of Interest report You may do one of the following e Click on the Yes button if you re leaving Summit for the final time today e Click on the No button if you will be using Summit again today e Click on the Cancel button if you clicked the Exit button by mistake If you do say Yes Summit counts the number of potentials and confirmed in each participation category and stores the numbers with the date 16 Chapter 1 Getting Started Summit Event Manager Pro File This menu enables you to create new events connect to existing events or compact and repair existing events Compact amp Repair a Data File a Help Exit New Event To create an event file for a new event click on the New Event button New Event File Name Save ir B SEMP do laH demo eve hay Recent Documents Desktop My Documents My Computer File name eve Save My N etwork Save as type Summit Event Files eve Cancel Places Summit will ask you to provide a filename and a new event with that filename will be created Replace the asterisk with the name of your event the filename you provide must end in eve It is better if you keep the event name as short as possible and to ensure faster connection times keep to the original DOS naming requirements
271. e 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 4 4 E 4 e 4 4 4 Colour of Eyes T Shirt Size Golf Handicap E 4 2 lt From the Reporter you can print a listing print address labels in family name organisation or postcode order export the data print name badges satchel badges and outer wrappers create an intermediary table produce Word merge letters send an e mail or an SMS text message export information for magnetic name badges to be sent to Tradevent and export card file details to MYOB version 6 To use the Reporter take the following steps Select the required records When you first open the Reporter all records in the event database are available for reporting 1 You can select people with a specific Position To select people who have a particular position select that position from the pull down list The contents of the pull down list are all the positions you have entered into the system so far The combo box is not limit to list so you can enter what you want However if it doesn t match anything in the list nobody will be selected To select people who don t have a particular position select the position then select the lt gt sign in the column to the left of the Position field 296 Chapter 5 Before Summit Event Manager Pro The same rules apply to the selection of Fa
272. eaes 186 SMS Text Mess ad aia dc 187 E e eee eee ere 188 Summit s Specialised Filter Dy FOr cccccsccccsssceccseseeeceeseeecceseeeceeusecseaeeeecsseeesseseeessegeeeseas 189 Right Mouse Click Filter by FORM iii 189 Master Record DISPO ae 189 PANtIRdIVIOUAL BAG OSS aria a sia 191 FILOrganisati n Detalla o a id 191 Expression of Interest EOI and Profile occcocccococcncocncociconocanonanononos 194 Table of Contents iii Summit Event Manager Pro ic TT 196 FIGS BOOKING CLANS cui A E TT 198 Travel BOOKING Detall rerne edo 203 Registration Dell sc 207 MONOV Men AS 211 Entera Payment scsi dae 213 Unalocated ra menisco eee Ree rer eater re eter 215 PUIOCAIC PAY MON sia ratcectencetetriatiateetachteedechiicean ch itoecucttcecctaieastchoesncteeeicealceate 216 Wille WY OIG AAN EA O acne nese o sere aa 218 RECEIPTS sisrmisraiaaidia lalola evel atetoseueiannies 218 Tax Invoices and Adjustment Notes suicuitoioni ici 219 So MIO NGI ON Cta contaba 220 OUD RE COIDE ea A A 220 Group Tax Invoices and Adjustment NoTesS ccooccccccocncocncococococononanononcncnnononos 220 PAUGIU A aeneeesaancndemececameventeasennangaceeeatencansanseqeueasencesnceseneeeaiseccsaoniness 221 REALS REUN oeiee n sesh atest a ao e leaden ces 222 Billing ACIS cccecceccseeceeceeceeeceecuecaeecuesaeecuecuecaueceesaeecseseesauesaesaeesueseesaeeeas 223 IMAM CIAL STOUT AAA 224 Agee oe B Fa cee ree ee eee oom or ome e E ee
273. eater than Restrict ta Total equal to or less than Reset Tax Generate El P h Invoices Tax Invoices Edit Preview Help Exi You can select all tax invoices which have been entered or you can restrict the tax invoices selected by entering the restrictions you wish into the spaces provided Printed E Unprinted Enter the selection restrictions if any that you want and then click the Edit button to view the tax invoices individually or to make changes to the adjustment note reason Click on the Preview button to produce a report of the selected tax invoices You can also use this screen to generate tax invoices without printing them or reset your tax invoices which will delete all existing tax invoices and adjustment notes before regenerating them You may want to generate tax invoices and adjustments without printing them to determine your GST inputs for your activity statement as inputs are determined from the tax invoices To generate all unproduced tax invoices click Generate Tax Invoices To delete all existing tax invoices and adjustment notes before regenerating all tax invoices and adjustment notes Toolbar Buttons Preview Click to print a Tax Invoices Report ins Edt Click to view only a tax invoice or to change the adjustment note reason Reset Tax Click to delete existing tax invoices and generate them all from scratch without printing them 338 Chapter 5 Before Summit Event Manager Pro
274. ecialised Expo software erd data files Contact MIE Software if this is a requirement Import from another MIE Software application This method of importing records should be used where you ve generated an interchange table of records to be imported using the Reporter form in another MIE Software application This process will import only those records that are currently in the interchange table in the other MIE Software application You will be asked to specify the location of the other MIE Software application The location of the software will always be on the computer where you generated the interchange table of records this refers to the multi user environment This will always be in a file with a name ending in mdb lf 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 lf 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 am
275. ed A Confirmation Letter Sent 25 Feb 10 furl provide a band for the conference dinner LastF E o il provide the wine for the conference dinner d D E U Enter a Gf locate Po X Td Payment Payment Help Cancel OK 1 If the person has been confirmed as a sponsor mark the Confirmed as Sponsor check box and enter the total amount of this sponsorship in the Amount Due field It depends on whether you ve enter a figure on the Tax Tab on Event Options in the Calculate Additional Sponsor lt GST gt at a Percentage Rate or marked the Or Enter lt GST gt Against Each Sponsor In the above example the former was entered enabling you to enter any tax directly Below the latter was marked Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt Amount Due 10 000 00 Inclusive GST 0 00 Additional GST 1 000 00 Total Amount Due 11 000 00 Amount Paid 0 00 Amount Qutstanding 11 000 00 The Amount Paid and Amount Outstanding amounts can t be entered or amended here as they are calculated automatically by Summit as payments are allocated Enter the full details of the sponsorship this person is providing in the Sponsorship Details field These details will appear on any report you choose that displays sponsorship details Enter all the items that have been promised in the tems Promised field with this person s sponsorship deal Ente
276. ed correctly you should answer Yes This will prevent these badges being reprinted or exported during the next new badges production run Chapter 2 Scenarios Summit Event Manager Pro Determine catering requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that all catering events have been entered and that the three areas that form the basis for calculating the number to cater for are correct The three areas are Full Registrations Discretionary Adjustment and Add Ons Covered 2 On the Before Menu select Catering Requirements from the Event Reports form This will produce a report showing how many people need to be catered for at each catering event Determine equipment requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that the equipment requirements of each catering event have been correctly entered 2 From the Setup Menu open the Sessions form by clicking on the Sessions button Check that the standard equipment requirements of each session have been correctly entered 3 On the Before Menu under Event Reports select the Presenter Follow Up report This will produce a report showing where presenters are not complying with the rules of your event Check that all presenters have submitted their presentation s technical requirements You may also wish to check each presenters Presenter Details form to en
277. ed in the page footers of correspondence such as confirmation letters form letters invoices and receipts If there is no external secretariat and or you have your own letterhead then this form need not be filled in To turn the correspondence footer off refer to the General tab of Event Options further on If you double click in the postcode field Summit will return the postcode for you based on you entry in the Suburb Town and State fields For more information on how Summit finds a postcode refer to the Find a Postcode topic in Chapter 3 How To If you double click in the E mail field you can send an e mail to the displayed address Chapter 4 Setup 97 Summit Event Manager Pro 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 Yenue Details Name of Venue The Majestic Hotel Contact Mame hs Effie Effecacious Contact Title Functions and Banquets Manager Street Line 1 Street Line 2 3045 Main Road suburb or City SURFERS PARADISE State Postal Code 4217 Country AUSTRALIA Phone 01 4567 03910 Fax 07 4567 0911 Mobile Cell 0412 333 567 Pager E Mail infoifermajestic corn au Add To Pp x Y Hotels Label Listing Help Cancel OK 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
278. ed message where x is the number of records located You should check each of the records using the Previous and Next buttons to make sure you don t have any duplicate records If the system only finds one record no message is displayed and that person s record is displayed If you find the person s record skip to step 6 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 lf you have special dietary or other extra information about this person click on the Extra Details button to open the Extra Details form If the person lets you know he or she will be coming to a particular meeting click on the Registration button to open the Registration Details form select the add on that refers to this 58 Chapter 2 Scenarios Summit Event Manager Pro meeting and enter 1 in the quantity column Remember that you can t enter registration details until you have locked the event fees 7 Open the Reporter form on the Before Menu select the appropriate add on in the Other section of the form and click on the Listing button Select the Name Organisation and Quantity by Add on report which lists all people attending the selected add on 8 Exit Summit 9 Back up the event file Other Before Tasks Produce name badges Name badges may be printed directly from within Summit or the information for badges can b
279. een entered onto the database to be registered or accommodated or catered for etc If you decide not to have an assistant for this event you can remove them by deleting the person number Double click in either Session Assistant field to display the Find 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
280. een 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 won t stop you Repeat the above steps until all the sessions have been entered for the person then click on the OK button Special Fields Full Database Form Letter Sent Delegate Kit Sent or Last Form Letter Sent While you may enter or modify the dates in the Full Database Form Letter Sent Delegate Kit Sent or Last Form Letter Sent fields Summit will automatically update these dates when producing Form Letters Confirmation Letter Sent Itinerary Sent or Participation Record Sent The system puts in the current date in these fields if you print them from the Correspondence form You may clear these dates manually in order for another letter to be printed Date Registered or Date Cancelled The system puts in the current date in these fields as soon as you register this person or cancel this person s registration These fields are used as date filters on Delegate Lists for example give me a list of all delegates who have registered since 1st April Date Declined Use Date Declined to record the date that a person had declined an invitation to attend the event as opposed to a
281. egistration and add on fees may be modified but delegates cannot be registered O Backup Lock ME x ml help fees Help Cancel Before you lock the event fees you can create alter and delete registration fees and add on details but you can t register people for the event After you lock the event fees you can register people and create new registration fees and add ons but you can t alter existing registration and add on fees However you can enter new ones alter the descriptions of existing ones and if nobody is registered with a specific registration type or add on you can delete it You can unlock your fees if you haven t registered anyone Once you start registering people for the event the Unlock button is disabled Before you lock the fees it s advisable to backup your event Toolbar Buttons EN Click to display the on line help for backing up your event ia Unlock f 5 Click to unlock event fees that have been previously locked Lock fees Click to lock event fees to allow you to start registering delegates 130 Chapter 4 Setup Summit Event Manager Pro Banking Details This option is for maintaining information related to the bank account being used for the event Banking Details Bank Mame Commonwealth Bank of Australia Branch Albert Park Account Marne The Demonstration Conference Account Account Murmber 1001 9999994 BSG Routing Murmber 104 103 IX IV Help Cancel OF i The in
282. eipts 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 222 Chapter 5 Before Summit Event Manager Pro 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 Accounts Department The Corporate Chemical Company 13 Capital Street CANBERRA ACT 500 IES E Help 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 Tab 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 Before 223 Summit Event Manager Pro Financial
283. eir expression of interest can only re use this interface to modify their areas of interest and profile The sample HTML page eoi htm is included with the software and is located in the Summit Pro folder This page contains a form which meets all of the criteria required for processing an expression of interest and can be used as the basis for designing your own page Chapter 5 Before 267 Summit Event Manager Pro Registration Without Payment The registration without payment interface enables people to provide you with their name and address details and register their intended activities in an upcoming event People can t use this interface to amend the details of a registration that has already been entered on the database If they have already entered their details on the database they can t use this interface to update their name and address details This must be done through the demographics update interface People who have already entered their name and address details can only use this interface to enter their registration hotel booking and travel details The sample HTML page rnm htm is included with the software and is located in the Summit Pro folder This page contains a form which meets all of the criteria required for processing a registration without payment and can be used as the basis for designing your own page Note that the form contains minimal data validation Secure Unsecure Registration With Payment
284. eld Toolbar Buttons een Click to carry out the reassignment Chapter 5 Before 251 Summit Event Manager Pro 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 Organiser Task List Status 224 days until DEMO starts 100 tasks on list Tasks Requiring Further Information Not Assigned To Anyone Sid Mo Planned Start Date 54 No Planned Finish Date bo e g y Starting Tasks Finishing Tasks E End of Week Today End of Week Due To Start On Or Before db E Due To Finish On Or Before ae of e started db E Finished E 26 amp still Unstarted still Unfinished 1 1 amp Total Started Total Finished Fl Total Unstarted a E Total Untinished ra Contact Follow Up Tasks Still To Be Done Due to be Done by Today or Earlier Total Still to be Done Previe Ww The organiser tasks are grouped into three areas tasks that have details missing tasks that are due to start and tasks that are due to finish The number of tasks in critical areas will be highlighted in red Tasks are considered critical if 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 be
285. elected 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 170 Chapter 4 Setup Summit Event Manager Pro Line Hide Size Position Line 1 ct Llettmargin Line 2 Height E Top Margin 3 n Line 3 Line 4 une Fortftonen v sze 12 cf lu ez a Text Colour Background Colour Cu LIBDBUOLL m E E MAMA Transparent 5 Select the characteristics you want for the text Either choose a font from the pull down Font list or if you know the name of the font you can type it in then enter a font size in the Size field If you wish the text to be bold italics or underlined click on the appropriate buttons For the above line Arial Font Size 12 and Bold is selected as shown below If you want to display the all data in a line into UPPERCASE for example Given Name in capitals select the C button 6 Determine how you want the software aligned in the space you ve created for it by clicking on the appropriate toggle button oe he eft ight Centre In this case centre alignment is selected 7 Determine the text colour for thi
286. ements report and make the cheque amount equal to the Total Accommodation Deposits amount Send the cheque and the New Accommodation Requirements report to each hotel Determine catering requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that all catering events have been entered and that the three areas that form the basis for calculating the number to cater for are correct The three areas are Full Registrations Discretionary Adjustment and Add Ons Covered 2 On the Before Menu select Catering Requirements from the Event Reports form This will produce a report showing how many people need to be catered for at each catering event Determine equipment requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that the equipment requirements of each catering event have been correctly entered 2 From the Setup Menu open the Sessions form by clicking on the Sessions button Check that the standard equipment requirements of each session have been correctly entered 3 On the Before Menu under Event Reports select the Presenter Follow Up report This will produce a report showing where presenters are and are not complying with the rules of your event Check that all presenters have submitted their presentations technical requirements You may also wish to check each presenter s Presenter Details form to ensure that equipmen
287. emical Company Advertiser The Heath Department Other The International Pharmacological Instit Session Chair The Royal Hospital Organizer World Wide Ace Drug Company Note Only one occurrence of each organisation will be displayed even though there may be more on file Watch for the message that tells you how many of that organisation is on file If you re satisfied that the person is not already on file you can search your Master Database by clicking on the M button next to the right of the New button Your master database will be either the superceded Summit Contact Manager or Summit Central Summit will find the location of your master database using the path you entered in Event Options General Settings tab Location of Master Database When you click on the M button the Master Database Record Display form will enable you to interrogate your master database See that topic further on for details 184 Chapter 5 Before Summit Event Manager Pro Once you re satisfied that this is a genuine new record click on the New button Alternatively you can also hold down the control button with the N key to create a new record Enter the person s Title Given Name or first name Middle Initials Family Name or last name and any Post Nominals or letters after the person s name for example PhD As you exit the Family Name field the system will check for potential duplicates of the displayed record based on the curren
288. end is totalled The report is sorted by the date and time of the session This report is printed in portrait and the other is in landscape session Chair Report This report is for use by the session chair and contains details on the session s date time location description and standard equipment For each presenter in that session the start time presentation title and abstract the author the duration of the presentation and the equipment requirements are printed in the order specified in Order in Session If the presenter s biography has been entered into the system it is printed on the report If not a box is printed into which the chair can hand write the biography Any notes that have been entered against the presentation will be printed Each session starts on a new page and the presentations are sorted by Order in Session Each session will printed even if a session chair has not been specified for that session session Choice by Person This report lists for each person who has selected sessions the person s name organisation all sessions selected and the associated status preferred or confirmed The report is in family name order Session Preferences and Attendance This report prints the name and organisation of anyone who has indicated a preference to attend a session or who has been confirmed as attending The report totals the number in each column Each session starts on a new page and if no one has been registered
289. endance in a number of ways To use this form select the desired report then click on the Graph or Preview button Participation Breakdown w Confirmed Delegates by Profile C Confirmed Delegates by Advertising Source C Confirmed Delegates by State for Country if not AUSTRALIA C Participation by Add On Graph Preview Help Exit Toolbar Buttons oe Click to present the information in graphical form Ld 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 p
290. ent Manager Pro Travel Reports This form enables you to print a variety of travel related reports or to retrieve specially selected records via the Travel Reporter Travel Reports Listing Contents Orientation Favourite Dprs Pa Jarras by Carrier Pa arriva ty Fight arriva by Fight with FrstHetet Pa Penariares Pr Penartures by Carrier rat Penariures ly Date by Last Hatel Pr MO Esport Fights ana Transfers Crt Esport Transfers Pa Fis end Transfers Report Pt Juissina Visas a lame PNR and Frequent Pier Dets O O a Passengers by FIghE Crt Peson Egry Dates a ransieseyos O Pr Fraser by Date Wo Page Break a rravetiookng Stats Pr frrevelCommissions soe iravelRequrements by Carrie tere ace FravetRequirements hy Carrier New case iravelRequremeris by Carer Tafal acne iravelRemiremerisbyDste Para Travel Requirements by Date by Organisation Travel Requirements by Passenger Altered Travel Requirements by Passenger Mew Travel Requirements by Passenger Total Travel Requirements by PMR with Accompanying People Aterec Travel Requirements by PMR with Accompanying People Mew Travel Requirements by PMR with Accompanying People Total Travel Requirements by PMR Attered Travel Requirements by PMR Mew Travel Requirements by PMR Total visa Status Reporter Preview Help Exit To use this form click on the record select
291. ent against the current person Once you ve entered all the information for people take the following steps to complete the data entry session 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 form and produce the desired correspondence type e invoices and receipts Click on the Financial Reports button and print an Income Reconciliation Report to see how the event is going and check that all financial data is correct Print any of the other financial reports that you deem necessary Total Financial Status Outstanding Payments Credit Card Commission Breakdown P amp L etc Exit Summit 10 Back up the event file Analysis of the event 1 From the After Menu open the Progressive Participation form by clicking on the Progressive Participation button Choose the participation category that you want to report on and then click on the Graph or Preview button to produce the desired report These reports assist in forecasting participation and high activity level periods for future events From the After Menu open the Participation Breakdown form by clicking on the Participation Breakdown button You should produce all of the reports available from this form as they each serve a different purpose Select each report and then click on the Graph or Previ
292. enter this form Click on the Design button to bring up the Name Badge and Ticket Design form Click on the Preview button to produce the name badge or ticket Click to print either an address label an addressed envelope or a merge letter for this person The Single Label Envelope and Letter Choices form will be displayed Click on the option button you wish then click on the Preview button to produce the output Click to print a report containing the name and address details of this person Chapter 5 Before 193 Summit Event Manager Pro 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 Expression of Interest EOI and Profile Wiliam J Smith Administrator ee Had Expressed Interest lv Educator Participated as a As a potential Member Cumulative History Non Member Delegate lv Delegate l Owner Presenter W Presenter Staff Member Exhibitor Exhibitor Government sponsor hw sponsor Consultant Industry Advertiser e Advertiser Councillor Other Involvernent Manager Metropolitan Country DEMO 2009 June 2009 Corporation Association summit Event Manager Educational Facility Pro Demonstration Event Religious Group Plans to stay at Official venue I each Plans to travel with Official Carrier I Decision Maker I
293. ents This form is displayed if the Allocate Payments form is entered directly e not through the Enter Payments form Choose a payment to allocate that has already been entered into the system Unallocated Payments SI E Remaining Unallocated Payment Amount 555 00 6555 10 Date Recelved 6 Feb 1U l Date Banked Processed Payment Type Drawer or Cardholder Smith amp Co Bank Chase Manhattan Branch French Quarter Cheque Number 3057 Credit Card Number Authorisation Number Expiry Date Comments Allocate Payment Record 14 4 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 Once you ve found the payment you want to allocate click on the Allocate Payment button This will open the Allocate Payment form 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 Re
294. ents to Open the Catering Events form and enter details of the catering events functions associated with this event Catering events should be entered after equipment and location details have been entered these may be specified within a catering event Open the Sessions form and enter details of the presentation sessions for this event Sessions should be entered after session type and location details have been entered as these may be specified within a session Open the Import Demographics form from the Setup Menu and import name and address details from as many sources as you wish While it is possible to import demographic information at any time it is best done before you start entering details of people to minimise the risk of duplication After you have imported demographics open the Reporter form on the Before Menu and print a full database listing and use this to identify and delete any duplicate records that resulted from the import s You can delete people s records until they become financially involved with the current event Open the Correspondence Text form from the Correspondence form by clicking on the Edit button and enter any additional text you want to appear at the top and bottom of confirmation letters The Correspondence form is on the Before During and After Menus Open the Name Badge and Ticket Design form and define the name badge style for this event Open the Event Reports form on the Before Menu and print a
295. eport by pressing the F1 key on your keyboard Chapter 1 Getting Started 25 Summit Event Manager Pro shortcut Keys Shortcut keys are used to perform a function The usual method is hold down the Ctrl or control key on your keyboard and press another key For example Ctrl G means you hold down the Ctrl key and press the g key The g doesn t have to be in upper case Miscellaneous Ctrl D In the Personal Details form check if there are any Duplicates of the current participants records based on the current setting of Display Duplicate Person Warning on the Event Options form on the Checking tab If the current setting is Never Ctrl D will check for duplicates on matching first initial and family name Ctrl G Get the postcode and pre sort indicator for the displayed record on the Personal Details form and just the postcode for Venue Secretariat Hotels and the Suppliers form Ctrl F Fill in the organisation name and address details from a record already in Summit when you re entering a new record in the Personal Details form If you enter Ctrl F anywhere in the form the Organisations form is displayed Select the required organisation and click on the OK button Summit will fill in all the details for you Alternatively click on the Fill button next to the Organisation field Ctrl K This works the same as above ie will fill in the address details from a selected existing record Its the same function used in Microsoft Outl
296. eport to any printer print part of the report print multiple copies alter the print setup etc The Send button if enabled interfaces to the Mailing system on your network If you select Output to Excel the report will be exported to Excel If you select Output to Rich Text Format the report will be exported to an RIF file most word processors can read Rich Text Format and most of the report formatting is retained If you select Output to Text the report will be exported to a text file If you select Output to HTML the report will be exported as a web page Closing Reports You can close reports in Summit in three ways 1 Select File then the Close or press Alt F C as shown below Help Print Setup Send Output To Excel Output To Rich Text Format Output To Text Output To HTML Output To Snapshot Press Ctrl F4 Summit Event Manager Pro Summit Event Manager Pro Print Ctrl F Close Setu summit Event Mi Demonstration Co Programm AULA gt sentations are sorted in ascen Chapter 1 Getting Started 21 Summit Event Manager Pro 3 Press the Esc button This last option is the easiest 22 Chapter 1 Getting Started Summit Event Manager Pro Help General Help If you click on Help at the top of the screen a list of options is available as shown below You can make your selection by either directly clicking on the desired selection
297. eport you require For those reports you print often mark the Favourite check box to move them to the top of the form All the reports are displayed in print preview This enables you to print all or some of the report to hard copy nominate the number of copies and nominate the printer Attendance Certificates These report will produce one for each person an attendance certificate listing all sessions marked as confirmed as attending and if appropriate the professional education credits gained If no sessions are marked for a person no certificate is produced Attendance Certificates without Session Details This report will produce for all delegates listed as At Event a generic Attendance Certificate Catering Events This is the reference file listing from the Catering Events form Catering Non Attendance This report shows the name and organisation of people who will not be attending an inclusive catering function To register someone as a non attendance click on the Not Attending button on 274 Chapter 5 Before Summit Event Manager Pro the toolbar of the Registration Details form The report starts each catering event on a new page and sorts the detail of the report by family name then given name Catering Requirements This report shows the number of people to be catered for at each catering event based on the details entered in the Catering Events form The system will determine the number f
298. equipment is required It is arguably the most important collection of information for an event organiser The Summit running sheet combines information from sessions catering events presentations equipment requirements and ad hoc running sheet notes Satchel The materials that are given to event delegates usually at the registration desk Typically the satchel contains the final programme conference proceedings and promotional material Satchel can also refer to any materials that are handed out in conjunction with your event for example promotional golf balls or towels Within Summit the satchel is used as a way of tracking whether or not each person attending has been given the materials to which they are entitled Screens See Forms Scroll bars Scroll bars are bars along the right edge or bottom of a field or window They let you scroll the contents of the window to display data that would not normally fit Vertical scroll bars are used to scroll through records when there are more records than will fit down the form Horizontal scroll bars are used to scroll through fields or columns when there are more fields than will fit across the form Secretariat The secretariat is the office or other place responsible for the secretarial clerical and administrative aspects of organising the event conference or meeting This is normally the place to which registrations enquiries and other correspondence related to the event is directe
299. er instead of two In cases like this don t use the Catering Requirements figure use the figure on the Function Attendance Listing 362 Troubleshooting Guide Summit Event Manager Pro Equipment Reports Dont Show Correct Equipment in Sessions This problem can occur if you have concurrent sessions but have not entered a Programme Sequence for each of the concurrent sessions on the Sessions screen Summit requires this information to be able to determine in what order to place sessions that start at the same time on the same date To correct this problem open the Sessions screen and enter programme sequences for all your concurrent sessions Error Messages Unrecoverable Error 429 This error message will be displayed if you are trying to send on e mail and Summit cannot create a MAPI session i e it cannot connect with your messaging system in order to place the e mail into your out tray Most often this message is displayed if your default messaging system is Microsoft s Outlook Express and not the full Outlook Outlook Express is not fully MAPI or Messaging Application Programmer Interface compliant To check to see if your environment is fully MAPI compliant run our MAPI Test from our website at www miesoftware com 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
300. er the short and long name of the event and the footer the secretariat details printed on each receipt as you may have your own letterhead You can turn them off by unmarking the Print Page Header Footer on Correspondence fields in Event Options You can edit the standard Summit header by clicking on the Letterhead button Summit will print a salutation on the receipt if you have selected it in Global Options If you confirm that everything has been printed correctly a summary report of all receipts processed will be produced and all receipts will be marked as having been printed If you don t confirm that everything has been printed correctly the receipts you ve processed this receipt run will not be marked as printed and can be printed again After you ve completed or cancelled the Individual Receipts and Refunds run other users may resume allocating payments Organisation Receipts An Organisation Receipt contains details of payments made to all people who haven t been printed a receipt and who belong to the same organisation at the same address i e matching address line 1 address line 2 suburb town and state Note The best way to ensure you have the same address for people of the one organisation is to use the Fill button to the left of the Organisation field on Personal Details The receipt amount will not match the payment amount if a not all of the payment has been allocated or b the people are not at the same address Chapt
301. er 5 Before 283 Summit Event Manager Pro 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 Confirmation Letters Confirmation letters are used to advise the different participation categories of their inclusion in the event The categories are delegate presenter exhibitor sponsor and advertiser Sending a confirming letter ensures that you have in writing what is understood by you to be the facts This may reduce the risk of a misunderstanding at a later stage Confirmation letters are normally produced once for each person When you print confirmation letters Summit selects all records in the nominated participation category that have been marked as confirmed but don t have a date in the corresponding Confirmation Letter Sent field After the letters have been produced and on confirmation from you Summit updates the relevant Confirmation Letter Sent field to the current date These fields are found on th
302. er Before tasks that may be performed regularly before the event or may be performed only once depending on your event size Regular Data Entry Sessions First process all the information related to people and the event Take as many steps as apply to each person 1 Open the Personal Details form 2 Find the person s record by entering his or her family name surname into the Find by Family Name field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that family name If you re uncertain of the family name you can also find the person s record by entering his or her organisation into the Find by Organisation field Use the Previous and Next buttons to cycle through all records with that organisation If the system doesn t find the person s record it will display a O records located message If the system finds that more than one record matches the name you have given it will display an x records located message where x is the number of records located You should check each of the records using the Previous and Next buttons to make sure you don t have any duplicate records If the system only finds one record no message is displayed and that person s record is displayed If you find the person s record skip to step 6 3 Once you re satisfied that this is a genuine new record click on the New button beside the Next button 4 Enter as many of the person s name
303. er Details or Programmer forms A presenter moves from Confirmed back to Potential when the Confirmed as Presenter check box is cleared on either the Presenter Details or Programmer forms Exhibitors become confirmed when the Confirmed as Exhibitor check box is marked on the Trade Details form An exhibitor moves from Confirmed back to Potential when the Confirmed as Exhibitor check box is cleared on the Trade Details form Sponsors become confirmed when the Confirmed as Sponsor check box is marked on the Trade Details form A sponsor moves from Confirmed back to Potential when the Confirmed as Sponsor check box is cleared on the Trade Details form Advertisers become confirmed when the Confirmed as Advertiser check box is marked on the Trade Details form An advertiser moves from Confirmed back to Potential when the Confirmed as Advertiser check box is cleared on the Trade Details form An Other Involvement becomes confirmed when the Confirmed as Other Involvement check box is marked on the Other Involvement Details form An Other Involvement moves from Confirmed back to Potential when the Confirmed as Other Involvement check box is cleared on the Other Involvement Details form Profiles A profile is a method of describing a person or putting them in a defined category Profiles are defined in the Profiles form in the Setup Menu You can target specific profiles by using the Reporter Examples are Board Member Technician CEO Administrator
304. er of people attending your event Other Fixed Costs The event comes pre loaded with a number of fixed costs common to running a large conference You can add more fixed costs change the fixed costs that are here or delete fixed costs that don t apply to your event The actual cost is the total in payments out made against each fixed cost A cost can t be deleted once a payment out has been made against it Other Income Enter the details and amount of any other revenue sources here 138 Chapter 4 Setup Summit Event Manager Pro Miscellaneous Enter details of any budget discounts or additional charges The actual discounts and additional charges are the total of discounts and additional charges actually given when registering people for your event Toolbar Buttons Click on the Page Up button to move up a page or the Page Down button to move down a page Refresh Profit a Click to recalculate the entire form and refresh the Budgeted Profit Loss Actual Profit Loss and the Excess Shortfall figures at the top of the form Lo Preview Click to produce a printed budget Chapter 4 Setup 139 Summit Event Manager Pro 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 VvebLink File M ELE De Listing Help C
305. ere 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 Event Options Mame and Address Formats WYinF ax Pro Tax General Settings User Defined Event Documents system Checking iw Check Internet Requests Before Processing Duplicate Person Check C Never C Matching Family Name Only C Matching Given Name and Family Mame f Matching First Initial and Family Marne Hotel Booking Check C Do Not Check for Overbooking te Varn of Overbooking C Prevent Overbooking Travel Booking Check C Do Not Check for Overbooking C Varn of Overbooking f Prevent Overbooking Mark the Check Internet Requests Before Processing check box if you want the system to force you to look at Internet requests before you can process them If this box is not marked you are able to check your incoming mail for Internet requests and then process them without having to check them 2 Select the Display Duplicate Person Warning option that best suits your office environment If there is more than one person entering data it s best to have some level of duplicate checking This checking is performed each time you enter a family name on the Personal Details form Although the system warns you you can still enter the record if appropriate If you choose Never the system will not check for duplicates This option will give the fastest performance If you click Matching Famil
306. erials provided to each participant Set Up 1 2 3 Click on the File button on the Main Menu to open the File Menu Create a new event by clicking on the New Event button Update the Event Details form The key fields to update are Short Name and Full Name for display on the logon menu and correspondence and Starting Date especially if you re going to import the structure from an earlier event If the structure of this event is similar or identical to a previous event that was run using Summit its easier to import the structure from a previous event and modify it than it is to set up this event from scratch If you wish to import the structure from a previous event open the Import Structure form and import as much of the structure as will be appropriate for this event For example if this event is being held at a different venue from the previous event don t import the venue details Even if you have started defining the structure of this event you can still import the structure from a previous event as Summit can check with you before overwriting anything you have already entered Summit will automatically adjust the dates of sessions and catering events from the previous event to match the start date of this event If you have imported all the structure from a previous event steps 5 to 15 are only to ensure that the imported information matches the requirements of this event Open the Secretariat Details form and enter details
307. ering 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 162 Chapter 4 Setup Summit Event Manager Pro Sessions This option is for maintaining a reference file of the sessions within the event A session is usually a grouping of presentations at a single location starting at a given time for example plenary session concurrent session workshop forum panel discussion etc When allocating a person to a session you can indicate if the person has just stated a preference to attend that session of if the attendance is confirmed Sessions session Counter session Code P1 Running Escort Mr Bouvier to the front row Session Mame Plenary Session 1 sheet left when he has been introduced Mote by John session Type Plenary Date Thursday 0 October 2010 ER Assigned to Lola Hershmetter Start Time 3 00am End Time 10 30am Setup Test the microphones lecturn Location 2 Plenary Hall Task and lapel Chairperson 18 Mr Samuel Wigglesworth l Room Monitor 14 Dr Patrick Morrissey BALK Rapporteur 10 Dr Kevin Jenkins NORTH Assigned to Garry Felder Time o DDarn f Programme sequence if Concurrent on Additional Maximum Number Th
308. ering event is adjusted to reflect your changes For registration types the actual profit figure is determined by multiplying the number of people with this registration type by the registration price and then subtracting the actual cost The actual cost is the total in payments out made against this registration type Note that income for budget and profit purposes is recognised when the liability is created it is not related to the person actually paying For add ons the actual profit figure is determined by multiplying the quantity of this add on actually selected by the add on price and then subtracting the actual cost The actual cost is the total in payments out made against this add on Note If an add on is also a catering event make sure that the costs are only shown against either the add on or the catering event If the costs are shown in both places expenses will be overstated For catering events the actual cost is the total in payments out made against this catering event Chapter 4 Setup 135 Summit Event Manager Pro Page 2 Budget oo Sessions sees Cost Variable Cost Total ae Actual Cost Budget Actual Piplenary Session 1 sooo s000 soo soo o ol zoso e Concurrent Session 1 0 00 3000 000 000 of 4 29 0ct03 11 00am Concurrent Session 2 0 00 0 00 000 0 00 o tS 11 00am Concurrent Session 3 0 00 0 00 50 00 000 O 0O 28 Oct 03 Concurrent Session 4 0 00 0
309. ering requirements for this event To delete an add on click on the record selector bar on the left hand side of the add on you wish to delete and then press the Delete key on your keyboard An example of a catering event covering multiple add ons is four morning workshops two at 9am and two at 11am with morning tea at 10 30am Anyone going to any of the workshops is entitled to morning tea In this case you would enter all four workshops as add ons covered by this event Even if someone is going to more than one of the add ons Summit will only count that person once Make sure you clear the Inclusive Function for Full Registrations check box The final step in defining a new catering event is to specify any equipment The equipment required for catering events is shown on the Equipment Requirements by Catering Event report and the Equipment Requirements by Catering Location report Both catering and 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 Equipment Required Gty Equipment Description P bj 1 1 e Lectern Microphone E 1 ow al In the Equipment Required section of the form select the Equioment 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
310. ershmetter Venue sf iMegotiate and Approve Wende he Commitee 4 Check Dates For Possible Conflicts Garry Felder _ Event Dates Garry Felder Determine Venue Capabilities The Committee space available for trade exhibition catering storage etc arry Felder facilities available secretariat registration desk a w etc ettie number of zezsionimeeting rooms avallable ffie move inimove out requirements restrictions ola Hershmetter available power fighting communication links arry Felder security available Effie special presenters room with slide viewers data panels etc ettie Determine Structure of the Event ettie Audio Visual Determine if Event to be Recorded Audio lor video Cassettes Flights Transfers Meqotiate Official Carrier Effie Financial Negotiate Hotel Rooms and Rates The Treasurer Accommodation Determine Who Handles the Accommodation Bookings Secretariat Hotel Effie wt oes Reassign Tasks Status Ee ae See See Running gt A P hls Follow Up Hotes Sheet Sheet Mew Preview Help Exit as Record 14 4 T OPA of 100 i 3 ii TATTAAARA al al sc ac a a a a 313 33 39 33 515115151515 hall ill qq i qo qo The Organiser comes preloaded with a list of some of the organisational tasks common to large conference type events To create modify and allocate tasks take the following steps 1 Create select a Category within w
311. es ooccooccccconcccococnconnconnnnononononncnnos 80 Display only field definitiOn coooococoocoo 369 Duplicate person record checking caia adios 12 SHOCUL KEY kirason a 26 Duplicate person warning Check ccceeceeeeeeeees 109 Duplicates Possible Duplicates report oocococccoccccocccnconoos 278 B COMMEN CO aran a 265 Edit names ON tiCketS ccoocconocccconiconncncnonaninnonnnnns 295 payments olaa 337 payments Olla 344 Tabling 4 Seating from Regisiter form 211 tax invoices amp adjustment notes oocccccccco 339 the event files directly occcooccccccocnncnnconooo 355 tickets from Register fO0rM o ooocccccoccccococcncnnnnnnos 211 E mail Express ClickYes for bulk e mailing 101 send button occcoccccocccccnonecicocnonanocacnonanonocaninos 242 sending from Personal Details 185 Summit Event Manager Pro sending from the Reporter ccccseccesseeeeeeeees 307 setting the format cccconcccccocnnccnoconoconcnconanononnns 104 Enter a new person s detallS ooococonccocncccnocannnn 183 A see ete darenes ea et calmed 231 GMS DOMSON sacar rennin sa ata ti 228 AN adverse co 229 AIM OX ADO lei zu css sales tin 22 expression of interest detalilS oo cooo 194 many people from the one organisation 185 per
312. es C Add to Existing Task List C Clear Assigned To Mames Start Date Started C Leave Start Dates C Leave Started Tasks C Clear Start Dates Reset Started Tasks Realign Start Dates Finish Date Finished C Leave Finish Dates C Leave Finished Tasks C Clear Finish Dates f Reset Finished Tasks Realign Finish Dates e als Import Help There are six categories each with two or three options to select from You can elect to add to your existing task list or replace the task list that is supplied with the product i e once you ve finalised the task list that is appropriate for your organisation it can used for each event The other areas that can be tailored are the Start Date the Finish Date the Started indicator the Finished indicator and to whom the task is assigned Toolbar Buttons Click to continue the import process Chapter 4 Setup 123 Summit Event Manager Pro FINANCIAL DETAILS Registration Types This option is for maintaining the registration fees for full registrations for the event Registration Types Registration Counter 1 Description Price Price with GST 330 00 GSI Rate 2 0 or GST Amount Price Does Not Include GST Includes GST Ticket Required P Include in MIE YWebLink File P Mote These registration fees cover FULL attendance only tthe event has partial registrations such as single day or single session these should be entered as Add Ons and marked as Registrat
313. es for this event If you want to create new profiles for this event open the Profiles form and enter up to 20 profiles If you plan to use the profiles from a previous event that you will be importing name and address details from skip this step and import the profiles as part of the name and address details import If you re using Summit to track outgoing payments open the Suppliers form and enter details of anyone you will be making payments to If you re having any catering events with fixed tabling open the Tables form and enter details of each table and its capacity Open the Catering Events form and enter details of the catering events functions associated with this event Catering events should be entered after equipment and location details have been entered as these must be specified within a catering event Open the Sessions form and enter details of the sessions for this event Sessions should be entered after session type and location details have been entered as these must be specified within a session Open the Presenter Rules form and mark the check boxes corresponding to the rules that apply to presenters at this event If you have a large number of people doing exactly the same thing for example group travel on an incentive trip you should enter these details in The Usual Travel Chapter 2 Scenarios 39 23 24 25 26 27 28 29 30 Summit Event Manager Pro Open the Import Demographic
314. esenting the type of salutation you wish the system to generate when you enter new records on the Personal Details form formal or informal After you press Tab or Enter in the Family Name field the system will insert either the Title and Family Name or the Given Name into the Salutation field The salutation appears on correspondence generated by the system ie it is the way the person is addressed after the Dear The system generated salutation may be overwritten with any other salutation of your choice Note after you update the Salutation Text choice field Summit will give you the opportunity to reset all the salutations on the database to your new choice WinFax Pro This form enables you to define the settings required for the interface to WinFax Pro Event Options General Settings User Defined Event Documents system Checking Name and Address Formats WinFax Pro Tax WinFax Pro Billing Code DEMO2010 Time To Send Faxes 12 00 00 arm CT Help Cancel The settings here relate to correspondence faxed from the Correspondence form When you initiate a correspondence run from the Correspondence menu Summit will automatically fax correspondence to anyone on the system who has Fax marked as their Correspondence Method on the Personal Details form Enter the Time To Send Faxes nominating which time you want WinFax Pro to send your faxes This allows you to schedule fax transmission for off peak periods If you leave this
315. ess 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 In Summit you click on the Check Mail Now button and Summit will check the contents of your in tray and extract all messages related to all Summit events The number of each of these forms is displayed in Unprocessed Requests You can check these entries before they are added to your database by clicking on the appropriate View Edit button Any messages for events other than the one you re connected to will be displayed with the message Unable to process Do not delete these as they can be processed when you connect to that event Once connected to the second event you don t need to Check Mail Now as all the mail is in People who sent in an Internet request that was successfully added to the database may be sent an e mail confirming receipt of their message automatically if you choose The main requirements to set up the Internet interface are that your e mail software package is Microsoft Outlook not Outlook Express or as called in Windows 7 Windows Mail the forms on your web page are set up to provide the information in exactly the format Summit is expecting your web server supports the mailto protocol to be able to send you the e mail messages if you are going to handle registrations with credit card details on your web site Unsecure
316. ess 275 Draft Expression Or Interest ora ia de hate 275 Dial Programme Front ada doce be 275 Dian AR CG Stato O Matan ona o tete 276 A cteeescnea tah tects ean E A ansehen dca 2 6 VG BIL ACTIVITY EXPO solida pd manent vale 276 Event File Conversi n Repo dico a a aa a e aa 276 Event Summary for Badges on Avery 5392 US Letter oooccccoconcnnccccccnconononcononcnnnnnnononnnnonnos 276 Event Summary for Badges on Ezi Tag 95x112 c 0oocoococcccccncccnconoconononcnnonnnnononnanonnononcnnnnnrnnonnanennos 276 Extended Function Attendance with Accompanying People Tabled Only 276 FrequentElWerDetallS atada dur iadicids 211 PUNCIOM Atend ace triste esol ct ales cass sate a de soidxetuwlibeabaaictamd Sele memosiae 211 Nadal Schequies a iia 2177 MeErestio Date e dea de 211 A A A eee aces 211 Name Organisation and Registration Type Details oooocccconncnncccnnnnccnonononnnncnnnnncnnonnnnnnnos 217 Name Organisation Event Participation Accommodation Details and Notes o 211 Organisation Name and Registration Type Details o ccooonccncoccncnnononnnncnnanonconanononancnnnnnns 217 Organisations by Registration Typ6 cocoooccnccconnnncconccnnononennnnnnnononnnnnnonancnnnnnnnnnnnnnrnnnonanrnnonanrnnnnnos 278 Other Involvement Details occcococccocccococcnnccncnnnconononannonannnonnnnnnnnnnonannnonannnonannnnnnnnonananenanos 278 PaltiGloallO
317. ess Labels f Produce Labels with Correspondence C Dont Produce Labels Group Receipts A receipt will be printed with the details of all payments which have not yet been printed made to people from within each Group regardless of where the payments have come from Receipts are only printed for Group Leaders 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 Had Once Since lt date gt or if you want to target selected people chose the option nvoices 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
318. essed collect all the copies of the printed registration desk worklist that were marked manually at the registration points Open the Registration Desk Worklist form from the During Menu and update the computer version of the worklist from the printed copies 2 When you re certain that the details from all printed copies of the worklist have been entered destroy the original printed copies This prevents people making entries on the old printed copies that would not be entered onto the computer system End of event 1 Print an Income Reconciliation Report to see how the event went and check that all financial data Is correct 2 Exit Summit 3 Back up the event file After After the event there are two main concerns chasing up any outstanding money owing and analysing the completed event to make sure the next event is even more successful and profitable Regular session to chase up outstanding money and process payments First process all the information related to people making payments for the event Take as many steps as apply to each person 1 Open the Personal Details form and find the required person s record 2 If you have a payment that hasn t been entered into the system yet click on the Money Menu button and then select Enter a Payment 3 If you wish to allocate a payment that has been entered into the system but is not yet fully allocated click on the Money Menu button and then select Allocate a Payment button
319. ession as well conjunction with the event that doesn t require catering and doesn t need to appear in the programme Is this a function to that people elect to If yes then this function also needs to be defined as attend and needs to be catered for such as a catering event as well When defining the catering a gala dinner event enter this add on in the Add Ons Covered By This Catering Event section of the Catering Events form Is this a thing that doesn t require catering If yes then this thing also needs to be defined as a but should appear in the programme and on session the schedules such as a pre or post event workshop and is chargeable Is this a thing that doesn t require catering If yes then this is not an add on It is a session but should appear in the programme and on the schedules such as a pre or post event workshop and not chargeable Chapter 4 Setup 95 Summit Event Manager Pro EVENT DETAILS Event Details This option is for maintaining information related to the name description date and time of the event Event Details Shot Mame DEMO Full Name Summit Event Manager Pro Demonstration Conference Theme Conterence Management in the Mew Millennium Description 4 conference to highlight the features of Summit Event Manager Pro Organised by MIE Software Pty Ltd zang Date ni 2 October 2010 start Time End Time The information from this form is used
320. estrictions and display all existing tasks Unassigned tasks Mark the Unassigned check box Only tasks that haven t been assigned to anyone or are without a due start date will be displayed Tasks without a due finish date Mark the No Finish Date check box Only tasks without a finish date will be displayed Late starting tasks Enter the current date in the Start Date Before field and then mark the Unstarted Tasks check box Only tasks with a due start date before the date you entered and that haven t been marked as started will be shown Late finishing tasks Enter the current date in the Finish Date Before field and then mark the Unfinished Tasks check box Only tasks with a due finish date before the date you entered and that haven t been marked as finished will be shown Tasks due to start in the next week that haven t been started yet Enter the current date in the Start Date After field and enter the current date plus eight days in the Start Date Before field Mark the Unstarted Tasks check box Only tasks due to start within the next week that haven t been marked as started will be shown Tasks due to finish in the next week that haven t been finished yet Enter the current date in the Finish Date After field and enter the current date plus eight days in the Finish Date Before field Mark the Unfinished Tasks check box Only tasks due to finish within the next week that haven t been marked as finished will be shown Tasks assigned to
321. etails form The Passport Expiry Dates report will give you a list of all passports that are due to expire around the time of the flight 28 Mark the Travelling with the Nominated Accompanying Person field if this person is travelling with his or her nominated accompanying person You can enter the accompanying person details in the Extra Details form from the Personal Details form 29 Use the Extra Details form from the Personal Details form to add delete or alter the values in the Accompanying Person s Frequent Flyer Details combo box Select the appropriate frequent flyer details from the pull down list of all those entered for this person The number in the Frequent Flyer Details field is the Clubs Counter the key to the Clubs reference file The description will be displayed to the right of the field Double clicking doesn t work on this field you have to enter new details in the Extra Details form Accompanying person frequent flyer numbers are included in the Travel Requirements reports in the Accompanying Person amp Notes column confirmation letters and itineraries 30 Enter any notes or comments into the Accompanying Person Travel Requirements field These notes are reported on all travel reports under the Accompanying Person amp Notes column Also reported under this column are the following fields that can be entered in this form and the Extra Details form Accompanying Person Name Special Diet Smoker A P Frequent Flyer Det
322. etc Each person can have zero to many profiles Chapter 5 Before 195 Summit Event Manager Pro Extra Details This option is used for the collection of extraneous details regarding the primary person and the accompanying person Extra Details Mr William J Smith Primary Person Accompanying Person Credit Card Type Title Mrs Given Name Freda Credit Card Number Family Mame Smith Mame on Card Exp Salutation Freda Give Credit Card to Hotel Give Credit Card to Airline IT Badge Mame special Diet Diabetic se special Diet Date of Birth Gender Asian Mame Mame Badge Produced I Summit Central PINO Smoker l omoker w Mationality Mationality Passport Number Expires Passport Number Expires Country of Issue Country of Issue spoken Language Motes Membership Number i l Group Colour of Eyes Frequent Flyer Details T Shirt Size gt ETA All fields on this form are optional To enter extra details for the displayed person take the following steps Enter the primary person s credit card details Click on the down arrow to the right of Credit Card Type for a list of all credit card types entered into the system so far If you have permission to give the credit card details to the hotel mark the Give C Card to Hotel check box If so marked this information will be printed in the Notes column of the Accommodation Requirements reports If you have permission to give those details to the airline mark
323. ete duplicate or rubbish requests Only when you re happy with the content and validity of all requests should you click on the Process Requests button This will then process the requests and update your event file a detailed report on all the processing will be produced Auto Reply Setting This is where you decide how much information is e mailed back to people who submit Internet requests in the automatic e mails acknowledging receipt of their requests e None No e mails are sent acknowledging receipt of their requests e Brief A short note is sent saying that request has been processed plus the text you have entered in Auto Reply Content e Detailed A short note is sent saying that request has been processed plus the text you have entered in Auto Reply Content plus the full details of how their request was processed Auto Reply Content This is where you specify the text that will go into the automatic e mails acknowledging receipt of Internet requests To use this section click on the option button corresponding to the type of request that you want to modify the text for and then click Edit This text will be sent for both Brief and Detailed Auto Reply Settings Internet Activity Log When you click Check Mail Now or Process Requests a report is produced detailing all the activity that took place in that activity session All this information is stored in the Internet Activity log and can be reprinted at any time 26
324. etermine your printers requirements before printing on to an envelope Toolbar Buttons E Preview Click to print the selected option 246 Chapter 5 Before Summit Event Manager Pro 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 Organisers form on the Setup Menu no other parts of Summit provide information used by the Organiser and the information from the Organiser is not used anywhere else in Summit The Running Sheet Notes and reports have been put on this form to facilitate the alignment of tasks within the event Organiser Sort Tasks Restrict Displayed Tasks Default Order Unassigned 7 No Start Date 7 No Finish Date 7 C Due Start Date Assigned to v Start Date Before Started Tasks Finish Date Before Finished Tasks 7 s Due Finish Date Category s Start Date After Unstarted Tasks Finish Date After Untinished Tasks 7 Task Text B Category Show All Tasks z Start Finish Category Task Assigned To Date ER Started Date BH Finished st Elect Chair of the Event ettie e r Determine Committee Structure ettie Review Last Event s Evaluation Forms ettie T Financial t Prepare Budget Outline The Treasurer E Financial Open Bank Account The Treasurer Decide on Provisional Event Dates ola H
325. etters With Money Details coooccococonnnncccoccnconononnnoncnncnnanonnos 284 Delegate Confirmation Letters Without Money Details ccooooccccccoooncncoconcnnonncononnnnonnos 284 Presenter Confirmation Letters 10 a ias ia 284 Presenter Confirmation Letter with Registration DetalilS ooooccccconcnncononcnnnnoncnnononnnncnnnonnos 285 Exhibitor Confirmation Letters ooonccccconnncococoncccoononoconcnnnonannnnononnnononnnnnonannnnonannnnonnnrannnnanons 285 Exhibitor Confirmation Letter with Registration Details coooooncccconccncococonnononcnnnnoncnnnnanonoos 285 Sponsor Confirmation Letters ooocccocccncoccnocencnocononocanononanonononnnonnnnononnnnnnnonanononnnnnnnnnnnnanons 285 Advertiser Confirmation Letters ocooooccnccconnncoconnonoconcnnnonanococonnnnnnnnnnnnnnannnnononcnnennnnnnnnanonns 285 PVT AS re A A A 285 MVOC OS A A ee E N A ootenene 285 Invoices for Anyone Who Owes MOney cccccsccccssseecseseecceeseeeceeseeecseuseeessageeeseuseesssaeeesssaaeees 286 Table of Contents v Summit Event Manager Pro Invoices for People from a Particular Organisation ccccooncncoconcnnccnononnononennononnnnnnanoncnnarennononens 286 Invoices for All People Who Haven t Had Once SINCE cooocccccccncccccnccnccncncnncnncnnnonnnonononononocnnnnnss 286 Invoices for Selected People oocccccocccocococococococcncoconncnoncnononnno
326. ew button to produce it Each report is explained more fully in Chapter 5 Before On the After Menu click on the Marketing Breakdown button This will produce the Marketing Breakdown report This report shows how effectively the data you have in Summit is being used and how well the event is being marketed to people This report is explained more fully in Chapter 7 After Chapter 2 Scenarios 37 Summit Event Manager Pro In House Seminar or Free Promotional Seminar For the in house seminar examples include a sales conference an annual kick off meeting or the introduction of a new product line to staff or franchisees The free promotional seminar describes a presentation or a series of linked presentations put on by an organisation to showcase goods or services to existing and prospective clients Characteristics Can be held on a regular basis or in conjunction with the release of a new product or service Free of charge to attendees Pre and post event functions are attended by all participants Has a catering component No external exhibitors advertisers or sponsors Has promotional materials in satchels May have an accommodation component for events that span more than one day Members of the hosting organisation give the presentations presenters are not solicited The in house seminar is not normally promoted outside the organisation The promotional seminar gathers registrants through direct mailings to existing a
327. f all transmissions since a date nominated by you If there are missing numbers in the sequence contact the person hosting your web page Create Event Web File This process will create a subset of your event file to be used as the data for a registration page hosted on the MIE Software ColdFusion server The Event Web File evw created does not 268 Chapter 5 Before Summit Event Manager Pro 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 e the event name dates description themes etc venue and organiser information e up to 20 profile descriptions e flights and transfers e hotels e hotel rooms e registration types e add ons e sessions All the above options except for the first one has a data element called nclude in WebLink File that enables you to turn off those items for example complimentary registrations that you don t want potential delegates to select when registering for the event Presentations Importer This form enables you to import presentations that have been exported from Abstracts Manager to an Abstracts Manager export file By using this function it is assumed that only accepted selected presentations have been imported from Abstracts Manager Presentations Importer Auto Allocate PIN Never When the Family Mame Matches When
328. f you re only interested in the income aspect of your event This form has three forms showing Registration Types Add Ons and Catering Events on form one Sessions Trade Accommodation 4 Travel on form two and Other Variable Costs Other Fixed Costs Other Income and Miscellaneous on form three Use the Page Up and Page Down buttons to navigate between the forms Page 1 Budget Budgeted Profit Loss 17 145 50 Actual Profit Loss 32 770 80 Excess fShortfall 15 625 30 ide E Attendance Profit A Registration Types Price Fixed Cost Variable Cost Total Cost Actual Cost Budget Actual Budget Actual Early Member 330 00 0 00 7 50 0 00 20 6 6450 00 1 980 00 Early Non Member 5440 00 0 00 iz 7 50 0 00 2 1 8650 00 440 00 0 00 750 37 5 oo 512 50 110 00 IT Complimentary 0 00 0 00 7 50 37 50 0 00 Attendance Profit Add Ons es T Pp Day Registration Wednesday PEB OO 0 00 4 o 264 00 0 00 Day Registration Thursday 5600 0 00 4 O 264 00 0 00 Day Registration Friday 566 00 30 00 4 264 00 0 00 Conference Dinner 19350 2 500 00 75 00 4 750 00 0 00 30 12 1 945 009 1 122 00 Conference Dinner Compliment 50 00 0 00 soo 375 00 0 00 E 875 00 0 00 Attendance Catering Events Fixed Cost Variable Cost Total Cost Actual Cost Budget Actual Date Tim
329. fees can t be unlocked Before This section is divided into two sections The first section shows how to process expressions of interest registrations and other incoming information in regular data entry sessions These sessions might be daily every two days weekly or other interval depending on the volume of information The second section covers other Before tasks that may be performed regularly before the event or may be performed only once depending on your event size Regular Data Entry Sessions First process all the information related to people and the event Take as many of steps 2 to 9 as apply to each person 1 2 Open the Personal Details form Find the person s record by entering his or her family name surname into the Find by Family Name field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that family name If you re uncertain of the family name you can also find the person s record by entering his or her organisation into the Find by Organisation field and then pressing Tab or Enter Use the Previous and Next buttons to cycle through all records with that organisation If the system does not find the person s record it will display a 0 records located message If the system finds that more than one record matches the name you have given it will display an x records located message where x is the number of records located You should check each of the re
330. fer to the Reverse an Allocation Error topic in Chapter 3 How To Toolbar Buttons a y Click to open the Allocate Payment form u _Delete Click to delete the displayed payment Chapter 5 Before 215 Summit Event Manager Pro Allocate 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 A aff i na fy Far ji Avallable to Allocate shing Amount Ow oes ee na ane ay ae 4 848 50 Mr Wiliam Smin RS Corporate Chemical Company Total Already This Amount Paid Payment Event Charges 958 00 0 00 958 00 Hotel Arrival Departure P The Majestic Hotel 27 Oct 10 30 Oct 10 200 00 0 00 200 00 Flight Date From To 27 Oct 10 Gold Coast Each Hotel 22 00 0 00 22 00 DJ 28 27 Oct 10 Melbourne Gold Coast 770 00 0 00 770 00 ai AS Exhibitor 2 200 00 2 106 50 Sponsor 11 000 00 11 000 00 po Advertiser 5 500 00 0 00 0 00 Total Allocated 4 848 50 Remaining Available to Allocate Cancel 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 allo
331. ficulty with that you may need to follow up Event Summary for Badges on Avery 5392 US Letter Print of the event summary to include on badges US letter format Event Summary for Badges on Ezi Tag 95x112 Print of the event summary to include on badges US letter format Ezi Tag format Extended Function Attendance with Accompanying People Tabled Only This report prints a delegate list for the event or if there if more than 1 function you will be asked to select the function Select Catering Event select the catering event you want to produce a function attendance list for Catering Event Conference Dinner Help Cancel OK 276 Chapter 5 Before Summit Event Manager Pro Frequent Flyer Details This report list all Frequent Flyer details recorded against each person in the Extra Details form The report is in family name order Function Attendance There are four function attendance reports Function Attendance by Family Name with Special Diet includes all people in alphabetical order Function Attendance by Organisation includes all people in organisation order Function Attendance with Accompanying People and Function Attendance with Accompanying People with Special Diet Individual Schedules A schedule is produced for anyone involved as either a presenter chairperson or session aide at the event Each person begins on a new page and all activities are listed chronologically Interest to Date
332. fied where is booth vould be To send him another floorpl 27 Feb 10 wv 30 Apr 10 Lola Hershmett 2 Confirmation Letter Sent Tax Invoice 30 Apr 10 Lola Hershmett 2 Confirmation Letter E mailed delegate confirmation letter to e mail address smith_wBCorper w 02 Jun 06 w To enter notes of a contact take the following steps 1 Enter the date of the contact This defaults to today however if the contact took place on a date other than today change the Date field to the date the contact was made 2 Enter your name in the Contact With field You have a pull down list of Organisers with 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 4 Enter the details in the Contact Details field This is a memo field which can hold around 65 000 characters The Enter key creates a new line 5 To create a follow up note make sure that the Contact Details field shows what has to be done Enter the date the follow up has to be done by in the Do By Date field Once you ve completed the task mark the Done check box Details of all tasks that still need to be followed up are shown on the Contact Follow Up form on the Before Menu and from within the Organiser If you want a list of all outstanding tasks each time you logon to Summit mark the Chec
333. field Automatically calculate the GST component of accommodation deposits in the Tax tab of Event Options the system will display in GST Amount in Deposit how much of the Deposit Amount Due is GST based on the amount of tax entered against the Hotel and Room Type These values are entered in Hotels in the Setup Menu If no GST in incurred in accommodation deposits which is the case in Australia do not mark the Automatically calculate the GST component of accommodation deposits box The Billing Method you enter is limited to the values in the pull down list of the combo box Billing methods are defined on the Billing Methods form on the Setup Menu and are used to let the hotel know how this person will be paying the hotel bill for example paying own account or conference account all charges except minibar The Billing Methods form can be opened for entry of a new billing method by double clicking in the combo box Enter any special requests or requirements in the Primary Person Accommodation Requirements field these are instructions to the hotel when they re allocating the room to the person This is a memo field and can hold up to 64 000 characters You can t press Enter to move to the next field as enter in a memo field is used to create a new line You can however Tab to the next field Anything you enter here is printed in the Notes column of the Accommodation Requirements reports Also reported under the Notes column are the
334. firmed 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 total 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 e
335. for that session it does not appear on the report sessions at a Glance on Avery 5392 US Letter This lists all the sessions a delegate has been registered for and can be printed on different sized labels Chapter 5 Before 279 Summit Event Manager Pro sessions at a Glance on Avery A4 8 Per Page sessions at a Glance on Avery A4 6 Per Page 280 Chapter 5 Before Summit Event Manager Pro 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 A I Individual Group Correspondence Type Produce C Individual Receipts and Refunds of New Correspondence Only Organisation Receipts Redo Correspondence from Delegate Confirmation Letters with Money Details Etol ler Delegate Confirmation Letters without Money Details Presenter Confirmation Letters Address Labels Presenter Confirmation Letters with Registration Details Exhibitor Confirmation Letters Exhibitor Confirmation Letters with Registratian Details sponsor Confirmation Letters Advertiser Confirmation Letters Itineraries 0 Number of Entries Invoices for Anyone Who Owes Money Earliest Entry Invoices for People From a Particular Organisation Latest Entry ee ee ee Invoices for Selected People PEA E Aleta Sead RR Invoices for People Who Havent Had On
336. formation from this form is used on the cheque and cash Bank Deposit Slips produced when you do a Banking Run Chapter 4 Setup 131 Summit Event Manager Pro Payment Types This option is for maintaining payment types that may be used when entering payments for the event Payment Types Payment Type American Express Merchant Number 3049559095 Merchant Mame MIE Sotware Pty Ltd Merchant Location Port Melbourne Commission Percentage 5 000 Transaction Charge 0 00 summary Report Format American Express Summary Payments Breakdown Record 14 4 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 lf 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 Form
337. ft Access provided with the software Chapter 3 How To 71 Summit Event Manager Pro How to Check for Duplicate Records The system will automatically check for duplicate records each time you update the Family Name field on the Personal Details form How the system checks depends on the setting of the Display Duplicate Person Warning field on the Event Options form in the Setup Menu The possible settings are Never The system will not check and warn of possible duplicate records at all this will give the fastest performance Matching Family Name Only The system will check and warn you if it finds one or more other records with the same family name as the one you ve just entered Matching Given Name and Family Name The system will check and warn you if it finds one or more other records with the same given name and family name as the one you ve just entered Matching First Initial and Family Name The system will check and warn you if it finds one or more other records with the same first letter of the given name and the same family name as the one you ve just entered Note The more checking the system does the better the integrity of the database but the slower the performance You can also check for possible duplicates of the current participation record at any time by pressing Ctrl D in any field on the Personal Details form This check will use the same settings as the automatic check If current setting is Never C
338. ftware for individuals or organisations who were marked as expressing interest in the previous event or any previous events A person can also be marked as being a past delegate presenter exhibitor sponsor advertiser and other involvement depending on the type of involvement in the last event Potential advertiser Potential Advertisers are individuals or organisations who wish to take part in the current event as advertisers but are not confirmed When you mark a person or organisation as having expressed interest in being an advertiser on the Expression of Interest EOI and Profile form they are marked as a Potential advertiser When you confirm them as an advertiser on the Trade Details form they are automatically changed from a Potential to a Confirmed advertiser Potential delegate Potential Delegates are individuals or organisations who wish to take part in the current event as a normal participant but are not confirmed When you mark a person or organisation as having expressed interest in being a delegate on the Expression of Interest EOI and Profile form they are marked as a Potential delegate When you confirm them as a delegate by entering a registration type on the Registration Details form they are automatically changed from a Potential to a Confirmed delegate If you cancel the person s registration this will clear their registration type and they will change from a Confirmed back to a Potential delegate Potential exhibitor
339. g nn Name amp Family Name Picture Clip Hide Size Position Add On Description Tid Defined Text 1 Syst SES eels ee Pe i Height Top Margin z Hide Size Position Width Lett Margin j 5 Top Margin Background Colour mt ee Transparent Participation A Soe m PIXI Y Settings Preview New Delete Help Cancel OK Record KIE E You can create badges and tickets in any size from 6 centimetres wide by 2 centimetres high to 10 8 centimetres wide by 11 centimetres high approximately 2 inches by inch to 4 inches by 4 inches Maximum Badge or Ticket Size 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 Chapter 4 Setup 167 Summit Event Manager Pro 1 Determine the stationery you wish to use For
340. g final attendance numbers 10 Exit Summit 11 Back up the event file Other Before Tasks Produce name badges and tickets Name badges may be printed directly from within Summit or the information for badges can be exported and given to a name badge manufacturer To produce name badges in either way take the following steps 1 From the Before Menu open the Name Badges and Tickets form by clicking on the Name Badges and Tickets button 2 Click on the Produce Name Badges option button 54 Chapter 2 Scenarios Summit Event Manager Pro If you only want to produce badges that haven t been produced yet click on the Only Produce New Badges or Tickets option button If you want to produce all badges whether or not they ve already been produced click on the Produce All Badges or Tickets option button The usual selection after your first name badge run is Only Produce New Badges or Tickets 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 If you re uncertain what a particular format looks like or want to modify it or create a new format click on the Design button to open the Name Badge and Ticket Design form Select for whom you are producing
341. g the structure of this event you can still import the structure from a previous event as Summit can check with you before overwriting anything you have already entered Summit will automatically adjust the dates of sessions and catering events from the previous event to match the start date of this event If you have imported all the structure from a previous event steps 5 to 22 are only to ensure that the imported information matches the requirements of this event Open the Secretariat Details form and enter details of the secretariat office address for correspondence and enquiries for this event Open the Venue Details form and enter details of the venue of this event Open the Event Options and Global Options form and set any applicable options Open the Registration Types form and enter details of the registration fees for the training course These registration fees may be modified or deleted until event fees are locked New registration fees may be added after event fees have been locked and existing fees may have the descriptions altered Open the Banking Details form and enter details of the bank account being used for this event Chapter 2 Scenarios 45 10 11 12 13 14 15 16 17 18 19 20 21 22 23 46 Summit Event Manager Pro Open the Payment Types form and enter any additional payment types you wish to use when receiving payments for the event The standard payment types
342. ge conference scenario cccocccccccnccccnnoconcncnncnnnnnos 29 Letterhead O O 240 secretariat details in footer oooccccconcnccocncno 97 using your OWN OF SUMMITS ccoocccccccnccninnnccncnnnnn 104 Listings GEICO ACS sisas il 270 from the Reporter occcoccccccccccccccccccnconcnocccncncnncnnos 309 Locations reference file SCreen occcccnccccccnccccnnncoionnnoncnnnnos 154 Locking eventicEs noni 130 dentarias 371 Locking fees ADA a o a oS 128 Registration Types oocccooccconcncconcnonncnconinnnnoncnnonos 125 MACOS tes e rt datada 355 Mail merge creating different documents ccceceeeeeees 108 CUSTOMISING o 80 XING Problem Sie 82 Mail merge document NaMesS ccocccoccccncncococinnnonnnnnnns 108 Mailto A a ee ise ee 371 DIOTOCO bis sete cet sions cashes ios 265 WIAIUIMOIU iia cnt hembanan deat 15 MAPI GOT IMINO Ete oestet atte A 371 Marketing Breakdown report ccccceseceseeeeeneeeeees 359 Master database GIS DIY A E E da 189 initiate search oooocccccccccncocccnocncocnconnnnnnnncnnncnnnnnnnos 184 A A a ES 189 setting IOCATION cid 104 Mastercard zanesie e a 132 Maximise definition oocccoocccconnoconcnocccnnncnanonos 371 Menu TODON corir E 217 Merge different documents for different categories 108 formi Letters sre esas ceca Sata Scat alee tal at 291 from Form Letters occoocccccocnccocnncconnncnoncnonanonos 289 from the Reporter c
343. ge for this person only if you have a specific printer physically attached to your computer See Special Fields further on for more details Enter the person s Position Division and Organisation as appropriate All fields have a pull down list to the right of the field that contains all data entered so far for each field Click on the down arrow to select a previously entered position division and or organisation If you already have somebody on the database from the same organisation at the same address click on the Fill button to the right of the Organisation field or enter either Ctrl F or Ctri K to achieve the same end A list of all organisations and their addresses on file will be displayed Click on the one you want and the organisation s name address and phone numbers will be inserted into the new record This means you only have to enter an organisation s details once See Special Fields for more information You can double click on Suburb City field to choose from pull down list also updates state postcode and if applicable presort You can also double click in postcode This will lookup postcode if suburb and state are present or lookup suburb and state if they are blank and postcode is present a reverse look up For more information tips and hints about the quickest way to find a person s postcode refer to the Find a Postcode and Suburb City topic in Chapter 3 How To The country will be what ever you typed in Defau
344. given Only if a person has overpaid their payment exceeds what they owe i e their liability can you refund a payment To record an overpayment you must overtype the amount Summit has displayed in the This Payment field on the Payment Allocation form with the amount of their liability plus the amount they ve overpaid See the next page for an example In this example we must overtype the 400 Summit has displayed with 440 The Still Owing column will display the amount overpaid in red and in brackets and a red Overpaid should be displayed next to that The Total Allocated should match the amount of the cheque 950 and Remaining Available to Allocate is zero 86 Chapter 3 How To Summit Event Manager Pro a Sr am ae o o i Available to Allocate ya MALE IQ Dalai mi 51 474 00 The Royal Hospital Total Already This Still Amount Paid Payment Owing Event Charges 746 00 0 00 980 00 132 00 Overpaid Arrival Departure rarm To sydney Exhibitor Sponsor Advertiser 000 000 oo 000 Total Allocated 1 474 00 Remaining Available to Allocate 0 00 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
345. 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 Install Summit on the computer at the event and then load the event file to the SEMP directory Before leaving the event computer backup the event file and delete the SEMP folder Copy your backed up event to c SEMP when you return to your normal computer Delete the old copy of the event file that you renamed It should not be necessary to re install Summit Optimise the Performance of Summit There are a number of steps you can take to improve the performance of Summit on your computer system These include the following 1 If your computer has less than the recommended processor speed Pentium 4 2 4 gHz or memory 4 Gb increase your system configuration to the recommended configuration as a minimum The more processor speed and memory you have the faster Summit will run If you have to choose between upgrading your processor or increasing your memory always opt for more memory as the amount of RAM on your computer is the single most important factor for Summit Pro s performance If you re using Summit in a multi user environment ensure that all systems other than the one containing the semp mdb live database file are using the Summit software locally to access the live database This minimises the network traffic by hol
346. hanged Since Notified fields are updated so that valid Altered and New reports can be produced as well as Total Travel Requirements 316 Chapter 5 Before Summit Event Manager Pro Trade Reports All these reports are about exhibitors soonsors and advertisers Trade Reports Orientation Favourite A Landscape Portrait Portrait Portrait Portrait Portrait Portrait Portrait Portrait Landscape Portrait Landscape Portrait Portrait landecape dvertizing Details ooth Availability ooth Construction Details ooth Fascia Mames ooth Requirements for Accessories ooth Requirements for Furniture ooth Requirements for Plants ooth Requirements for Power and Lighting ooth Requirements Total ooths by Organization xhibitor and Booth Details xhibitor Contact Details by Booth Type xhibitor Details lt hibitor Details by Booth Type xhibitor Financial Status Exhibitor Charges Only xhibitor Follow Up Exhibitors With Booths x lt hibitor Follow Up Exhibitors Without Booths rganization by Booth Number utstanding Exhibitor Amounts portrait Landscape Landscape Portrait Landscape Landscape Portrait Landscape ponsorship Details z w H Oj olmi mi m my m my m wm ol 10 wo wD ol Ol gt oi 3 lo i S a iD D Ee m a i E a o TI TET 2 ae is a 5 iT o ol JE JE JE 3 C a Ext To use this form click on the record selector bar beside each report
347. he 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 Mobile Cell 4011 999 999 Source Ls Badge Produce E Mail lsmithi_wsCcorpchemtco Web Advertisement in Trade Jo al Notes Direct ta Accomp Person hirs Freda Smith Invited Click i Mone Selected ae n EQT and Ext ra Hotel see Profile EE Booking organise Radio Advertising Other ct EE aa eis GN oe involvement Correspondence E 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 J 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 If you have Microsofts Access installed on your computer the same version as the one this program is written in you can click into any field in the form and Sort
348. he folder into which you loaded Summit To open these documents you must have the same or a later version of the corresponding Microsoft application loaded correctly on your computer system or you must have entered the name of your word processor s path and file name in Global Options Unlike drafts templates don t change when information within the system changes Toolbar Buttons Fa HE Click to open the selected template This button will be disabled until a selection is made Chapter 5 Before 323 Summit Event Manager Pro 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 A Remaining Unallocated Payment Amount 310 00 Date Recelwed 24 Apr Ub Date Banked Processed Payment Type Drawer or Cardholder The Corporate Chemical Company Bank Commonwealth Bank of Australia Branch Collins Street Cheque Number 000957654 Credit Card Number Authorisation Number Expiry Date Comments Allocate Payment Record 14 4 When you click on the Allocate Payment button the Unallocated Payments form is displa
349. he old values and the new values From this form you can then complete or abandon the bulk update If you want to print the listing of changes that will be made by the bulk update you must print the report before completing the update Toolbar Buttons Click to print a report showing all people who will be affected if the change takes place Bia Update Click to start the update process The Bulk Accommodation Update form will be displayed Chapter 4 Setup 151 Summit Event Manager Pro Block Book by Date Range Clicking on the Block Book Date Range button will enable you to block book the current room type over a nominated date range You will need to specify the first date to block book the last date to block book and the number of rooms you want booked After you run this process you can see and modify the block bookings by clicking on the Block Bookings button Enter the first date of the block booking by selecting the date and clicking on it Select Date 2 February yt Bz eo o E Sun Mon Tue Wed Thu Fri Sal 1 2 3 4 5 b 7 NOOO ECHES EEN 15 16 First date for Block booking Tuesday 2 February 2010 X Help Cancel Enter the last date for the block booking by selecting the date and n on it Select Date A February ae Ez foro Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 Ey E ale er a aa e Last date for block booking Friday 5 February 2010 X Help Cancel You will be as
350. he standard name and address labels You can use this for example to create customised luggage tags Leave this field blank if you want to use the standard address label from the Reporter 21 Enter the number of labels per sheet in Custom Report Labels per Sheet for your custom label report The Reporter will use this information to calculate how many sheets of stationery are required 22 Enter the normal Last Day of the Working Week This information is used when checking the organiser task list to determine tasks what should be started or finished this week Not all counties end their working week on a Friday 23 Select the country you are based in from the pull down list in SMS Country Note that for SMS text messaging to be successful your sending e mail address must be registered with MIE Software and the Mobile Cell field must contain just the mobile number NOT including the country code If you are based in Australia but want to send an SMS message to the US change the SMS Country to the US send the SMS message where the US Message Media company will transmit the message then come back and re select Australia 24 Select your Default Correspondence Method to either E mail Fax or Letter 25 Access 2007 and Access 2010 users can switch between standard preview and report view when previewing reports Standard Preview displays the report more rapidly but does not display any text dynamically generated after preview Report View w
351. hek eat eed ete a nee a eae ee ee 23 Displaying on line help for the current forM ccccococncccccnnccccononccconnnnnnonnnnonnncnnnonannnnnnannnnononnnnnnns 25 Displaying on line help for the Current repolt occcccccnccccnnccccnnccncnnnconnnonanononcnnonannnnnnnnononnnonanenenans 25 SMOMEUL KEYS PP II II 26 Miscelaneos a e e o e o dd 26 COPYING ner a att 26 Deli romana ad a dais daran 26 TOX el OUI NUNC sti seat once ancnetaniuaeecn oa neat canenaasiace 2 ndo NT ENaAISS emenene teen aera T atte nent oa 27 MOVIN SAP OUIN taa io o E E 21 Combo Boxes and MSUBOXES 2000 A 27 CHAPTER ZO GENARIO Sita ii nd 28 Fate comete sos eee ee ee ene en ee ee ener 29 In House Seminar or Free Promotional Seminar ooccocccccncccncociconinoninoncccnnncnnns 38 Chargeable Fanno COUNSC caasar napar AROR 45 Recurring Meeting Separate Events coocccocccoccconoconoccnoncncnnonanocanonanoncnnanonanenono 52 Recurring Meeting Combined in one EVent occccccccccccncccncococococononcncononononanonos 57 Gala DIN Stars 61 CHAPTER S ROW Os 68 Add Your Own Listing to the Reporter cccccccsescecceeseeeceeseeeceeeeecceaseeessaeeessegeeessaseesseseesseas 68 N R AAA E E 69 Allocate a Payment Person UNKNOWN a a 70 Backup amn EVE e e aul cc 11 Change Currency amp Time Formales a cala 71 GheckTor Duplicate Records iii ankecckeaidin eae eRe eee ee eds 72 Check How Much Money has to be Banked or Processed ooccccoccccccccncccc
352. hen as you enter new accommodation records Summit will use those dates as default arrival and departure dates and enter them automatically The Usual Travel e Enter the usual travel details Note that you can have multiple travel records To apply The Usual to a person after entering or locating them on the Personal Details form click on The Usual button This will automatically give that person all the things that are defined on the three The Usual forms Note Summit can partially apply The Usual i e if the person has one of elements already on file for example they have an accommodation booking Summit will not apply The Usual Accommodation A message to that effect is displayed Once you have applied The Usual to a person you can amend the registration travel and hotel booking details just as if you had entered the details yourself If as a result of applying the usual the person owes you money Summit will give you the opportunity of entering and allocating a payment Toolbar Buttons copy Click to copy the selected activities to the displayed person s record Chapter 5 Before 245 Summit Event Manager Pro 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
353. hen the Confirmed as Other Involvement check box is marked on the Other Involvement Details form An other involvement moves from confirmed back to potential when the Confirmed as Other Involvement check box is cleared on the Other Involvement Details form Confirmed presenter A presenter becomes potential when the Potential Presenter check box on the Expression of Interest EOI and Profile form is marked A presenter becomes confirmed when the Confirmed as Presenter check box is marked on either the Presenter Details or Programmer forms A presenter moves from confirmed back to potential when the Confirmed as Presenter check box is cleared on either the Presenter Details or Programmer forms Confirmed sponsor A sponsor becomes potential when the Potential Soonsor check box on the Expression of Interest EOI and Profile form is marked A sponsor becomes confirmed when the Confirmed as Sponsor check box is marked on the Trade Details form A sponsor moves from confirmed back to potential when the Confirmed as Sponsor check box is cleared on the Trade Details form Current EOI Current EOI are individuals or organisations who have expressed interest in the current event in any way regardless of whether they are confirmed in any specific category This covers both general expressions of interest no specific participation specified and specific expressions of interest in the participation categories of Delegate Presenter Exhibitor Sponsor Adve
354. hich tasks can be placed 2 Click on the task to be modified and overwrite the existing data To delete a task click on the record selector bar to the left of the task and press the Delete key on your keyboard To enter additional tasks click on the New button 3 Each task is then Assigned To a person sub committee department or organisation depending on the organising structure for your event Use the Organisers form on the Setup Menu to add delete or modify the values in the Assigned To combo box pull down list This form may also be opened by double clicking in the Assigned To field 4 Each task may also be assigned a Start Date and an End Date to reflect when the task should Start and finish 5 When the task has been started mark the Started check box When the task has been finished mark the Finished check box Chapter 5 Before 247 Summit Event Manager Pro 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 r
355. hies oocccconnncconcnconccnccncncnncnnnnncnnnnncnnnnncnnnnnrncnnnnnnnannss 320 ADSTICCRE VIEW SUAS ste rin 320 PADS WAC SACS a cia 320 Abstracts in Review amp Abstracts in Review One Per Page oooccccccoccncccoccococoncnnononconconncnnonanons 320 TIEN NOS TAC Sis 320 EXPO ELO SEAN dio 321 Presentation Status by Presenter cccccccssececcseseeeceseeeceaeeecceuseeeseugeeecsaueeessaseesssneesssageeess 321 A O O esto anna ena 321 Presenter BIO APM Scania ad ricos a 321 Presenter FOO WD Seno bes 321 F FOG FES SIV Si AICI AON cortita 322 FA neacpnac ee aiene tena eaes pease snesemnadne ened uses 323 TEMPE ad STA 323 INNATO 324 PAVENS o e neo 324 Allocate Payments ocoocoocccccoccocconconcononncononnonconnnnnonnnnnnnnnnnnnnncnncnnonnnnnnnncnnennennnnnen 324 Financial REPO Sinai aa 327 Credit Card Commission Breakdown occccoccccccccccoccncconcnoconnnonanononanononanonnnnnnonnnnnnnnnnnnnnnnenananenas 328 Table of Contents vi Summit Event Manager Pro SST Receipts and Pa MS ld isla calido 328 INCOME RECONCINIATION REM ee 328 Registration Desk WorkliSt oooooccconnccconccccccncnoncnconncncnnncnonnncnnnnrnonnrnnnnnrnnnnnrnnonnrnnonnrnnnnrnnenannns 329 Banking RUN oooccocccncnnnconocononcncnnnconnconnnonnnnnnnnnrrrnronnrrrnnnnnnrnrnrnrnrnnnnnnenannnrnnnriranenannns 330 Re DO Banana AU iaa 332 A tate steel a e o a anei 333 AECE RU a E 333 EGS o A eee aa aaa 334 Payments lint Reporter s cc
356. hout 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 or EVent Web file that contains only the information needed to build a registration page It does not contain any financial data or attendee information 3 Fill in the on line setup form at https www secureregistrations com weblink setup ctm with your preferences for the registration page and upload the event web file the evw file and any logo you want displayed 4 We set up a URL web page for the registration page and an administration area for you to monitor the event and then we e mail the details to you 5 Link to the registration form and your attendees delegates can start registering Advantages The best part about MIE WebLink is that from this point onwards the registration page is completely under your control Your Administration Page enables you to 1 Dynamically update the information displayed on your registration page at any time If anything changes in your event file for example you add new registration types or add ons you can create another event web file and upload it directly via your administration area Once the event web file has been uploaded the registration page will reflect the updated data You can also
357. ia The Reporter enables you to select records from the database based on historical participation in previous events potential or confirmed participation in the current event profile participation in add ons and a variety of other criteria There are seven tabs to the Reporter General Participation Profile Saved Queries Multi Registration Multi Add on and Multi Session General Reporter General Participation Profile Saved Queries Mutti Registratian Muti Add On Multi Session From FIN To From Postal Code To From Registration Date To Registration Date Family Wame Position Division Organisation Suburhw Town State Country With Reporter Mail Merge Date Before With Reporter E Mail Date Before With Mo Reporter Mail Merge Date I With Mo Reporter E Mail Date F With Mo Summit Central PIN o Mo Mame Badge Produced gt Marked as Asian Name J With Mo Work Phone Number T With Mo Vwork Fax Number gt When Make Multiple Selections With Mo Home Phone Number cf Only select where all fields match AND With Mo Home Fax Number C Select if any fields match OR With Mo Mobile Phone Number With Mo E mail Address F With Special Dietary Requirements ect Fax Tradeveni E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit These selection criteria can be combined to produce narrower selections or wider selections if required Once you ve selected th
358. ia the mouse or keyboard so you can click in either a data entry field using the mouse or press Tab or Enter to get to the next field Where possible the requirement to use the mouse when doing batch data entry has been eliminated All reports are first displayed in print preview that is printed to the screen You can decide if you want a hard copy how many copies and or if only a section of the report is to be printed See the topic Printing Reports further on Reference files have been used to enable the tailoring of the system to match your event Examples of reference files include Advertising Sources Equipment Hotels and Catering Events The reference files found in the Setup Menu have a limit of 32 767 items you can enter up to in each The information in the reference file is used as a pull down list of allowable entries during data entry This enables consistent data being entered data that can be used as a reliable source for analysis A field that has a reference file behind it is called a combo box see further on Field A field is anywhere you can enter data Fields can be normal a combo box an option box or a check box Combo Box The presence of a combo box indicates that there is a reference file behind the field and usually but not always limits the data entry to one of the list limit to list To see the list of possible entries click on the down arrow to the right of the field Registration Typa egistra
359. ies 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 56 Chapter 2 Scenarios Summit Event Manager Pro 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 e Held on a regular basis e Participants do not pay to attend e Can be structured presentations or completely unstructured meetings e Not formally promoted the same people attend e No pre and post meeting functions e No accommodation or travel component e May have a minor catering component e There may or may not be materials provided to each participant Set Up 1 Click on the File button on the Main Menu to open the File Menu 2 Create a new event by clicking on the New Event button 3 Update the Event Details form The key fields to update are Short Name and Full Name for display on the logo
360. iew Click to print a report that shows all tasks currently selected on the Organiser form based on the settings in the Restrict Displayed Records To area of the form Tasks are reported in the order specified in the Sort Tasks By area of the form To show all tasks on this report click on the Show All Tasks button To have the tasks reported in a different order choose another option in the Sort Tasks By area of the form Contact Follow Up This screen displays a list of all contacts to be followed up and the dates by which they are to be done Contacts To Be Followed Up Original Contact ee Person Contact Contact With Type Contact Details Doby Date Done gt te Alphonse a 25 Feb 10 Hettie Request for Info Alphonse e mailed just checking have received paper 25 Feb 0353 it Wiliam Bagging 24 Feb 10 Hettie Request for Into Bill rang please send another Sponsor Kit 25 Feb 03 ME Erica Golden 27 Feb 4140 Hettie Request for Info Erica e mailed please send a programme 20 Feb 03 a The display is sorted by the Do by Date with the oldest task shown first You can t enter new follow up tasks here these must be entered through the Contact Details form for the person You can get to a person s record quickly by positioning the cursor on that person s record selector bar and then clicking the Zoom button As you complete each task mark the Done check box To remove all completed follow up tasks fro
361. ignated as such on the At a Glance section of the Personal Details form VIP status is deemed to be a participation category and special badges can be printed for them and they can be targeted from within the Reporter 376 Glossary FEMON nessa See Functions on Money Menu Don t Work Abstract blind reviews oocccocccccccnoncncnnnonocanonannnnnnonanonanonos 320 DO A 320 booklet with biographies cccecseeeeeeeeeeeeeees 320 denia as 366 SAELE Aer ee ee eT EEN mene Te 321 in confirmation letters ooocccoccncoccncccnnnconnnss 284 INTO VIS Wa a eee eae estado needs 320 review Stalin caso 234 review Status entry ooocccocococonccnonnccnnnncnnnnonanoss 258 Review Status report oocccconcncoccnccccnccoccncconnnoncnos 320 A ere eer One a ene Pee mere ee 257 Status TODO Mido 320 Accommodation altering a DOOKING ici iria 201 automatic calculation of tax component 114 DUNK Updates aa o as ol dal 151 cancellation text entry ooocccoccccocccccnccnnnncnnoncnnnns 107 Cancelling a DOOKING cccccssseceseeseseeeneeeenees 198 entering a DOOKINQ cooccccocccconcncnncncnnccnnoncnnoncnnnos 198 entry Of hotels ccoooococococnncococonoconcncnnanononnns 149 REPO E 312 ODO Sania odiado 311 set prepayment deposit text ooocccoocccccocncos 113 setting billing MethogdsS oooccccnncccncccccccncnncnnnns 141 user defined text in Cancellation Note
362. ill display the text dynamically generated after preview but is considerably slower and can cause out of memory and other display problems with larger or more complex reports 26 Set the Delay Between Multiple E Mails in seconds to prevent your ISP Internet Service Provider from interpreting your bulk e mails as spam Standard is 10 seconds 102 Chapter 4 Setup Summit Event Manager Pro Event Options This option is used to define how Summit will fit in with your preferences and requirements The information from this form is used throughout Summit and is only valid for the current event General Settings To set your options to customise Summit to your requirements take the following steps Event Options Name and Address Formats WinFax Pro Tax General settings User Detined Event Documents System Checking Default Country AUSTRALIA Default State Default Outgoing Payment Type Location of Master Database C Summitidemo mmd Browse Maximum Characters in Booth Fascia Mame Booth Naming and Sorting Number then Letter Letter then Number Format For E Mailed Correspondence PDF Warm When Special stationery Required i Auto Allocate Payments M Print Page Header on Correspondence e Print Page Footer on Correspondence W Print PIN on Confirmation Letters I Continue Compiling Statistics After Event show Travel and Accommodation Commissions e Store Credit Card Details trom Registration E Mails w Create
363. inancial Group Ms Betty Baggins E Mr Le Roux Bouvier Mo Financial Group Mrs Vivienne Bouvier E Mir Alphonse D Cruz Mo Financial Group E ls Barbara Fox Mo Financial Group hr Peter Fox Ws Erica Golden 10 Ms Julia Marriott Primo Computer Networks Navy Mls Jolla Marriott 10 Ms lola Marriott Prima Comnnter Networks MEW Chapter 5 Before 271 Summit Event Manager Pro Label Click to produce mailing labels for the selected delegates Preview Click to produce a listing 272 Chapter 5 Before Summit Event Manager Pro 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 Event Reports Listing Contents Orientation Favourite lt Pjese CSC Atenas Cencstes CC Aten Ceticstes wah Session Deals Pot eaten Events Cana festering Non attendance Ca fester Rewurements Ca eontred Ful and Partial Delegates wih no Aaa ons Landscape eontred Ful and Parte Delegees wih no Confrmed Sessions Landscape PPetetes by Registration Date Cv pategates by Registration Type Cr prat Expresion ofrtrestFom Cra prat programme FrontPage Ca prat Registran Form MI MIE Ca frente conversinRepot Crk S Event Summary for Badges on Avery S382 US Lee Poit Evan Summary for Bages on ETag s2 via Estena Funcion aitendence wih Accompanying People Tabled Ory Parral reauert Fer Deals Cr Click Function at
364. inancial group leaders Delegate Types Mot Are Confirmed Full and Partial Delegates Confirmed Full Delegates Only Registration Type e confirmed Partial Delegates Only Add on e Potential Delegates Session w ee Fax Tradeveni E Mail Merge Table Wrapper Satchel Badge Export Label Listing Help Exit If you re making an AND selection marking more than one participation category restricts the selection to people to whom each marked participation category applies If you re doing an OR selection marking more than one participation category increases the selection to people to whom any of the marked participation categories apply A person s record can t be both potential and confirmed within the same category so if you select potential and confirmed within the same participation category there will never be any records selected 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
365. ine 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 27 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 28 Summit Event Manager Pro Large Conference This scenario describes the traditional large international conference Characteristics Held on a regular basis usually annually or less frequently Delegates pay to attend Promoted through direct mailings to members of relate
366. 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 282 Chapter 5 Before Summit Event Manager Pro Toolbar Buttons ae Click to select individual people to receive invoices Only available when you select the Invoices Only for Selected People option i Click to edit the standard Summit letterhead F E zali t Click to edit the top and bottom text of the selected correspondence prior to printing the letter o Preview Click to print the selected correspondence Individual Receipts and Refunds This process produces receipts and refunds with address labels for all payments allocated since the last receipts were printed A receipt contains all payments made for an individual since the last time a receipt was issued Each payment has it s own receipt A refund is deemed a negative receipt This process is independent of the Banking Run that produces bank deposit slips and payment summary reports Receipts are produced in family name order Note As this process will update the Receipts table it can t be run while anyone else is allocating payments You can choose if you want the standard head
367. ings 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 Open the Banking Details form and enter details of the bank account being used for this event These details will be displayed on the Bank Deposit Slips printed during a Banking Run Open the Payment Types form and enter any additional payment types you wish to be able to use when receiving payments for the event The standard payment types are Cash Cheque Refund and Reversal You may enter as may additional payment types as you wish A summary report will be produced for each payment type Open the Advertising Sources form and enter any advertising sources you will be using to promote the event If you enter these advertising sources as people register for the event you will be able to determine what were the most effective means of advertising by running the Confirmed Delegates by Advertising Source report under Participation Breakdown on the Before and After Menus Open the Billing Methods form and enter any billing methods that you wish to appear on accommodation reports sent to hotels These are instructions to the hotel as to how people will be paying their hotel bills Examples of billing methods are pays own account and all charges to conference master account Open the
368. instructions C By Passenger C Overwrite any existing instructions C By PNRLocator Number Apply Mew A p ie Instructions preview Help Exit There are three steps to using this form to produce a specific report First select the records you wish to include in your report As an example assume we want a report only showing passengers travelling on British Airways departing on the 27 October 2010 and we want to show only those records that have been altered since the report was last produced To do this we would take the following steps 1 Enter 27 Oct 10 in the Departure Date 2 Select British Airways from the Carrier pull down list 3 Mark the Altered Records Only check box Chapter 5 Before 315 Summit Event Manager Pro The next step is to determine how you want the report sorted Click the By Carrier By Passenger or the By PNR option in the Sort Report section All reports print the same information but in a different sort order Finally click on the Preview button to produce your report After the report is printed you ll be asked to confirm that the report printed correctly If you say OK Summit will update the Carrier Last Notified field on each travel record with the current date and clear the Changed Since Notified check box If you have printed the reports for internal use and not to give to the carriers click the on Cancel button so these fields will not be updated The Carrier Last Notified and the C
369. ion Requirements Ts looking to share a room and cost with somebody Sharing MEA Number Mame and Suburb Town Other Delegates P 0 Changed Since Last Notified I Hotel Last Notified _ Check Block Bookings gt m P x vd Hotel Detail aoe Hep Cancel OK Record 14 4 of 1 Filtered Each person can have one or many hotel bookings To move from one to the next use the navigation buttons on the bottom left of the form To enter a hotel booking take the following steps 1 Locate the person s record on the Personal Details form 2 Open the Hotel Booking form by clicking on the Hotel Booking button on the toolbar 3 Select the hotel the person has elected to stay at by clicking on the down arrow to the right of the Hotel field The hotel is limited to the values in the pull down list of the combo box The hotel names on the list the room types and room charges are defined in the Hotels form on the Setup Menu You may only change the person s hotel using the combo box if the hotel has not yet been notified of the booking The hotel is set as having been last notified each time any of the Accommodation Requirements reports are printed Once the hotel has been notified this field is grey and disabled The number in the Hotel field is the Hotel Counter the key to the Hotel reference file Select the Room Type of those rooms available at the displayed hotel Use the Extra Details form from the Personal Details form to add
370. ion in Chapter 1 Getting Started for more details Update the Event Details form The key fields to update are Short Name and Full Name for display on the logon menu and correspondence and the Starting Date especially if you re going to import the structure from an earlier event If the structure of this event is similar or even identical to a previous event that was run using Summit it is easier to import the structure from a previous event and modify it than it is to set up this event from scratch If you wish to import the structure from a previous event open the Import Structure form and import as much of the structure as will be appropriate for this event For example if this event is being held at a different venue from the previous event don t import the venue details Even if you have started defining the structure of this event you can still import the structure from a previous event as Summit can check with you before overwriting anything you ve already entered Summit will automatically adjust the dates of sessions and catering events from the previous event to match the start date of this event If you have imported all the structure from a previous event steps 5 to 31 are only to assure that the imported information matches the requirements of this event Chapter 2 Scenarios 29 10 11 12 13 14 15 16 30 Summit Event Manager Pro On the Setup menu open the Secretariat Details form and enter
371. ion Type Add Ons This will ensure that catering requirements can be accurately determined Registration Type Budget Actual Delegates Fixed Cast Per Head Cost Total Cast Budget Record I4 4 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 Standard 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 124 Chapter 4 Setup Summit Event Manager Pro 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 regis
372. ior 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 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 Set 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 O RR Help Cancel 290 Chapter 5 Before Summit Event Manager Pro 6 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 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
373. ip for example words such as Business Class Economy or letters such as Y or J If this travel leg is part of group travel enter the PNR Passenger Number Record Locator Number These PNR numbers are given by the airline or travel agent as a locator number on the issued ticket Enter the cost of the ticket If a Goods amp Services Tax GST or Value Added Tax VAT or similar tax applies to flights or transfers then e If the tax is to be added on to the Ticket Cost then enter either the percentage it is to be increased by in GST Rate enter 10 as 10 or the amount by which the Ticket Cost is to be increased in GST Amount and select the Price Does Not Include GST option button Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt e If the tax is included in the Ticket Cost enter the amount of the tax in GST Amount and select the Price Includes GST option button You cannot enter a percentage e The system will display the final price changed to the person in the Price With GST field to ensure you have entered the correct information If there is a surcharge or extra charge to be levied on the passenger enter the amount here Examples of a surcharge are Departure Tax Noise Tax etc Indicate if a Visa Is Required Summit will provide you with a Missing Visa report and a Visa Status report from the Travel Reports menu Indicate if a Passport Is
374. ipation progressive reports oocccoconecnoconcconnnonnonanenonanonos 322 Participation categories definitio at dci 373 Participation record POPU PUNY erica coseno rbd dela 287 Past EOI lt del rta 373 Payment types oncocccconccconcncononomencnnnnnnconanonnanononnnanoss 132 Payments Summit Event Manager Pro allocating from personal details screen 216 amount UNPLFOCESSEA ccceccceeceaeeeseeeeeeeeaeeeseeees 13 A A A 14 EAICOr delle scr e eee 336 entered incorrectly cooocccconoccoconononccnannnnanononon 74 5 0 ae Co ici 86 Payments in A a E NEE 337 Payment OUE denuncia be 341 editing or deleting cooooccconccconcnconocncnncncnncnnnns 344 A A a a eE 343 Payments Reportel cccccsscccsseesseeecseeeneeeneaees 336 People button A 129 bulk accommodation Updates oocccoccccccconcccncnnos 151 bulk travel Updates cooocccocncccccccconncncocnconnonnnnnos 148 catering function attendance listing 162 Mancia groups ses 225 registration tyP S cccccseccssseesssseseseeseseeenseseess 125 SESSIONS ossa TI A 165 Personal details data entry screen cccccccssececeseeceseeseeeeenseeeneas 183 PIN numbers IN COFFESPONCENCE ccceccceeeceeeeaeeeseeeeeeeeaeeeaes 104 Possible Duplicates report oocooocccocncocccoonococononoss 278 Postal code SIE ainia raid 111 POSICO OS isso alud oa ea 82 185 367 SORT etica 26 Prese
375. is 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 12 Chapter 1 Getting Started Summit Event Manager Pro If you have purchased a copy of Summit Pro and have been given a serial number select click on the Register menu at the top left corner of the screen Summit Event Manager Pro Summit Event Manager Pro Demonstrat File Event Help Register Web Resources Exit TEY Summit Event Manager Pro Summit Event Manager Pro The form below where you register your Summit Event Manager software is displayed Or if you have Access 2007 or 2010 installed the Register menu as with all Summit menus is under the Add Ins tab External Data Database Tools Home Create A Add ins File Register 7 Event Web Resources Help Exit gt Menu Commands Software Repistration serial Number 1234 1234 1234 1234 Name Sample Corporation Single User E Mail Serial Number Request New D X Register and Name Details Serial Number Hep Cancel To register the software enter the serial number and name exactly as they are printed in your e mail upper and lower case and dashes and then click OK To close this form without registering your software click on the Cancel button To obtain new registration details click on the Request New Serial Number button You can en
376. is chapter describes the options on the During Menu These options enable you to e process registration arrivals and queries e determine and score sporting results e produce professional education credit attendance forms Functions repeated from the Before Menu are described within Chapter 5 Before Reports Financials Delegate Lists Event Reports Payments In Allocate Payments Mame Badges Tabling and Seating a Tichte Reporter Financial Reports Banking Run Registration Accommodation Desk Worklist Reports Trawel Reports Budget Receipts Reporter Payments In Tax Invoices Organiser Trade Reports Equipment Reports Reporter Reporter Attendance Payments Out Add On Results Presenter Reports Payments Out Reporter Correspondence Contact Follow Up Chapter 6 During 346 Summit Event Manager Pro DATA ENTRY Registration Desk Worklist The main purpose of this form is to rapidly process delegates arriving at the event Registration Desk Worklist Find by Full Marne a Full At Satchel Mame Organisation Owing Registration Event Given P r viam Bags Primo Computer SystemsIne swo ves r Le Roux Bouvier he hernational Pharmacological stiute somo ves gt ir Harry Fizwater he ternational Pharmacological stiute s500 ves vs BerbaraFox OM Industries OO w es Me Erca Golden Primo Computer Networks wo mw brsti dones herovasta oo ves ir Peter Kichener The Corporate Chemical Company sw m vs dala Mariot pri
377. is displayed as a check to ensure that the date is correct Enter a Time that this task must be done 2 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 x Click to prepare the form to enter a new task E Click to produce a report of just Running Sheet notes Chapter 5 Before 253 Summit Event Manager Pro Create Event Programme The primary purpose of this form is the creation of the event programme All the areas of Summit necessary to construct the programme can be accessed directly from this form The form is useful for rapidly updating the Confirmed as Presenter Paper Received Biography Received or other fields for a large number of presenters or presentations Create Event Programme Find by Full Name Sort Order Session Details for the Current Record f Session Date Time Plenary P1 Plenary Session 1 TT le rem Family Meme In Plenary Hall on Thursday 26 October 2010 at 09 00 am 10 30 am Chaired by Mar Refresh samuel Wigglesworth The Area Health Service Order In Start Conf Paper Bio Photo Mame Presentation Title Authors Mame Cif not default session Session Time Duration Pres Rec Rec Rec Jie Roux Bouvier
378. is field blank if there is no change to the given or family names Enter any Special Diet requirements There is a pull down list of standard diets however this is not a limit to list field so you can enter any text you like This information is printed in the Accompanying Person and Notes column of all the Accommodation and Travel Requirements reports the Tabling amp Seating reports and the Catering reports Click on the Smoker check box if this person is a smoker This information is printed in the Accompanying Person and Notes column of all the Accommodation and Travel Requirements reports If appropriate enter the person s gender This field is limited to one character and the system does no checking as to the validity of your entry This field is not printed anywhere Enter the Nationality Passport Number Expires and Country of Issue if you need to record the passport details These fields are reported on the Passport Expiry Dates report Enter any Notes relating to this person This field is not on any report The five fields under the Group field are user defined fields You can alter the prompt from User Defined Field 1 to 5 to whatever you wish in the User Defined tab in Event Options See Event Options for further details These fields are not reported anywhere however you can create your own reports and include and or sort by these fields In the illustrated example we have decided to collect such data elements as Colour of
379. is happens move to another record then come back again 188 Chapter 5 Before Summit Event Manager Pro Summit s Specialised Filter by Form If you press the Control button on your keyboard Ctrl and F1 the Filter by Form selection form will be displayed This enables you to work on a subset of your records for example only delegates or only exhibitors Note you may need to also press the F Lock key as well Personal Details Find by Family Mame 0 Apply Filter Co Show Only People in Group Show Only Active Records show Only Confirmed Delegates show Only Potential Delegates Show Only Confirmed Presenters Show Only Potential Presenters show Only Confirmed Exhibitors C Show Only Potential Exhibitors show Only Confirmed Sponsors show Only Potential Sponsors a Bookings show Only Confirmed Advertisers show Only Potential Advertisers as Travel Booking show Only Confirmed Others Show Only Potential Others Invoiced Paid Outstanding show Only Session Chairs show Only Financial Group Leaders 00 40 00 show Only Organisers Pr Show Only People with Mo Financial Group Bpondence show Only VIPs show Only People in Financial Group er O Fax O E Mail ity State Postcode Zip We P B Ilao By admin Fitter Help Exit j Edit sr a O Ea aA X Y Correspondence p Activity Delete Badge Label Preview Help Cancel OK onfirmed Kit Sent Cara amp ie ed al Code Style 1 we
380. 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 If you wish to track whether or not you ve sent the person a letter confirming that they will be presenting at your event you can enter the date you sent them a confirmation letter in the Confirmation Letter Sent field If you re sending the person a system generated confirmation letter you can have the system update this field automatically when the Presenter Confirmation Letter is produced See Correspondence If you wish to track whether or not you ve sent the person a presenter s kit or form letter you can enter the date you sent them a form letter in the Last Form Letter Sent field or an author s kit in the Presenter Kit Sent field If you re sending the person a system generated form letter you can have the system update either of these fields automatically whenever a Form Letter is produced Note Information contained in this form can be updated in bulk from within the Programmer form on the Before Menu however you must enter the details in this form first as you can t enter a new presentation within the Programmer Toolbar Buttons Revie Status Click on the but
381. ise 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 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 If you mark Prompt for Alternative Reporter and Delegate Listing Headings check box Summit will give you the opportunity of changing the headings of listings generated using the Reporter or from Delegate Lists 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 Invoice Statement Number Text from the User Defined tab in Event Options and the person number PIN each person is assigned when entered onto the database If you mark the Print a Delegate Reference on the Second and Subsequent Pages of a Tax Invoice option Summit will print a contact name on each page of the tax invoice to prevent confusion should a delegate only return the second or subsequent page s of the invoice with payment 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
382. isplayed 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 its 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 Chapter 4 Setup 111 Summit Event Manager Pro 7 Mark the Force Postal Code into UPPER CASE check box if you want the postal code automatically forced into UPPER CASE as you enter new records If you don t mark this box the Postal Code will remain as you type it in 8 Mark the Force Country into UPPER CASE check box if you want the country automatically forced into UPPER CASE as you enter new records If you don t mark this box the Country will remain as you type it in 9 Select the Salutation Text option repr
383. issing 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 settings 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 8 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 69 Summit Event Manager Pro How to Allocate a Payment Person Unknown This situation can arise when you are paid by an organisation or institution and the payment paperwork doesn t mention what or who the payment is for To find the likely person take the following steps 1 2 From the Before 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
384. istering Add Ons For each add on determine 1 The price you re going to charge 2 Any fixed cost 3 Any variable cost 4 The number of people you expect to select the add on Examples of fixed costs for add ons are the hire of a room for an optional workshop or the cost of hiring a bus to take a group of people on a site visit Examples of variable costs for add ons are the cost of producing photocopied handouts for people attending an optional workshop or the costs of providing morning tea to each person on a field trip If an add on is also a catering event make sure that the costs are only shown against either the add on or the catering event If the costs are shown in both places expenses will be overstated Catering Events For each catering event determine 1 Any fixed cost 2 Any variable cost 3 The number of people you expect to attend the catering event Examples of fixed costs for catering events are the cost of hiring and erecting a marquee in that the catering event is to be held or the cost of an after dinner speaker The usual variable costs for a catering event is the per head cost of food and beverages If a catering event is also an add on make sure that the costs are only shown against either the add on or the catering event If the costs are shown in both places expenses will be overstated Sessions For each session determine 1 Any fixed cost Chapter 3 How To 75 Summit Event Manager Pr
385. it Event Manager Pro How to Customise the Reporter Mail Merge Template The template used by the Reporter for the Microsoft Word mail merge is a Microsoft Word 97 document called formltr doc This file is stored in the same directory in that Summit is installed Each time you run the Reporter Mail Merge function this document is opened in Microsoft Word To customise the template modify the document while it is open and save your changes If you don t want to save the changes you make each time you do a mail merge click on the No button whenever you re asked whether or not you wish to save the changes to formltr doc If you want to keep a copy of your changes without modifying formltr doc use File then Save As to save the formltr doc under another name You can then put that new filename against the relevant document in the Event Documents tab within Event Options on the Setup Menu This then becomes the new default document for the specific participation category Note You should never open the document directly from Microsoft Word as errors may occur as Word is unable to locate the data source of a mail merge document Deal With Dishonoured Cheques If you have a cheque dishonoured and you ve already processed and allocated the payment take the following steps 1 Locate the person s record on the Personal Details form Click on the Enter a Payment button This will open the Payment Entry form 2 Enter the Payment Amount as a
386. ite clear Background Colour JE m a a m m m In this case we have chosen white To enter the text for each line click on the line and type in the text you want If you double click on Line 1 you will get the event short name If you double click on Line 2 you will get the event full name Formatting the dividing lines at the bottom of the letterhead You have the option of two lines separating the letterhead from the body of the document To show either line mark the appropriate Show Dividing Line check box and then select the line thickness you want from the appropriate Dividing Line Thickness pull down list To not display either dividing line clear the appropriate Show Dividing Line check box If you do not wish to have a picture on your letterhead click the Hide checkbox Chapter 5 Before 241 Summit Event Manager Pro E Mails To send an e mail you double click in the E Mail field on Personal Details The form below is opened and 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 E Mail Details Salutation Text Dear Message Subject Message Subject Message Body of message Attachment 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
387. ither 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 5 Woman bmp Paint File Edit View Image Colors Help 4 From the application s Edit menu choose Copy This will copy the selected part of the picture onto the clipboard 168 Chapter 4 Setup Summit Event Manager Pro 5 Switch back to Summit and click on the picture frame After you ve clicked on it it will appear as shown below 6 Press Ctrl V to paste the picture from the clipboard into the picture frame The picture should now be displayed in the picture frame Mame Badge and Ticket Design F 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 Chapter 4 Setup 169 Summit Event Manager Pro 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
388. itle Received In Review Selected Rejected Withdrawn pe Mr Le Roux Bouvier The Role of the International Pharmacological Institute Mr Alphonse D Cruz Drug Development ROI for Investors Mir Harry Fitzwalter The Status of Drug Development The Present and the Future a Gloria J Gould Introduction hr John Sith introduction Me Villar J Smith Market Forces and its Inherent Stabilizing Behaviour Mr Samuel WiggleswortHChemical Testing in the Public Sector 29 9 9 4 T Record 14 All abstracts held within the system are displayed regardless of the status of the presenter The abstracts are displayed in family name order You can find an abstract by either searching from the Find by Full Name field or by using the scroll bar on the right side of the form The navigation buttons at the bottom will tell you how many abstracts there are An abstract can only have one status Select either Received In Review Selected Rejected or Withdrawn from the Abstract Status option box Only Selected abstracts appear on the draft programme and Rejected or Withdrawn abstracts will not appear on the Programmer form When entering a new presentation it will have a default status of Selected Toolbar Buttons 2 Zoom Click on this button to drill down to the selected person s Personal Details form Chapter 5 Before 257 Summit Event Manager Pro Abstract Review Status This option called from the Programmer for
389. k 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 La Preview Click to print a Contact History report of all the displayed person s contacts Chapter 5 Before 243 Summit Event Manager Pro Copy Activity Copy Activity is a way of automating the entry of registration travel and accommodation information It is most suitable when you have a number of people doing exactly the same thing for example an incentive trip where all the people are staying at the same hotels for the same dates and catching the same flights It is also suitable for events such as dinners where there is no choice of registration type or add on 2 EOI and Extra ep Hotel Travel Mone ee Profile ry Details E E Booking o cae e Other Edit Dieke Ea Tickets Correspondence Record 14 4 3 Jl bee of 26 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 the Group Leader The second method is to set up what s known as The Usual Copy Activity Copy From MV The Usual or A Person 0 v Copy Which Elements M Copy Registration Details M Copy Add Ons M
390. ked to enter the number of rooms for the booking Humber Of Rooms to Block Book Enter the number of rooms vou want to block book OK From Tuesday 2 February 2010 to Friday 5 February _ ok 010 Cancel 152 Chapter 4 Setup Summit Event Manager Pro You will then be asked to confirm your request Confirm Block Booking This process will block book 15 Deluxe Suite rooms at the The Majestic Hotel on every night From Tuesday 2 February 2010 to Friday 5 February 2010 inclusive TF any rooms are already block booked in this date range the number of rooms blocked will be changed to 15 Do you wish to do this Mo Hotel Room Block Bookings This option is used to enter your block booking details Block bookings work by entering the number of rooms by room type for each day of the block Hotel Room Block Bookings ig E Deluxe Suite Last Date Blocked EF Blocked Used Updated P wednesday 27 October 210 2 5 02u10 Thursday 28 October2010 8 5 02u10 Friday 28 October 2010 6 3 02 dando Aa a Update Rooms Mid Al Used Help For each room type at the displayed hotel enter the number of rooms booked for each day As you book people into the hotel and room type Summit can check if you ve exceeded the number of rooms booked You can decide what level of checking you require on the System Checking tab in Event Options never check warn when over booked but allow booking to proceed an
391. king 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 Font Ties New Romen 14 e 18B zlu EJE 7 Caution If you are using a non standard font one that is not on the pull down list and you plan to move your event file to another computer or use other computers to produce name badges or tickets you should only use fonts that you are certain are on all computers 240 Chapter 5 Before Summit Event Manager Pro 8 Determine how you want the text aligned in the space you have created for it by clicking on the appropriate toggle button Left Centre Right In this case we have chosen centre alignment 9 Determine the text colour for this line the default is black Text Colour CUBELBLUBLOLUL In this case we have left the text colour black 10 Determine the background colour for this line the default is wh
392. l Details form 2 Find the person s record 3 If you have a payment that hasn t been entered into the system yet click on the Money Menu button and then select Enter a Payment 4 If you wish to allocate a payment that has been entered into the system but is not yet fully allocated click on the Money Menu button and then select Allocate a Payment button to allocate all or part of the payment against the current person Once you ve entered all the information for people take the following steps to complete the data entry session 5 Doa 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 form and produce the desired correspondence Print an Income Reconciliation Report to see how the event is going and check that all financial data is correct 8 Exit Summit 9 Back up the event file Analysis of the event 1 From the After Menu open the Progressive Participation form by clicking on the Progressive Participation button Choose the participation category that you want to report on and click on the Graph or Preview button to produce the desired report These reports assist in forecasting participation and high activity level periods for future events 5 From the After Menu open the Participation Breakdown form by clicking on the Participation Breakdown butt
393. l Schedules You can change the default Accommodation Cancellation Text to something more appropriate to your requirements This text appears on the Accommodation Cancellation Note that s displayed when you delete a hotel booking that has been reported to that hotel You can change the default Travel Cancellation Text to something more appropriate to your requirements This text appears on the Travel Cancellation Note that s displayed when you delete a travel booking that has been reported to that carrier Chapter 4 Setup 107 Summit Event Manager Pro Event Documents This option is used to identify the names of word processing documents used by Summit for form letters and mail merge By default Summit uses a single document formltr doc for all mail merge and form letter templates Event Options Mi Mame and Address Formats WinFax Pro Tax General Settings User Detined Event Documents System Checking Full Database Form Letter Document Marne C SEMP Formitr doc Browse Reporter Mail Merge Document Name C SEMP Formitr doc hd Potential Delegate Form Letter Document Mame C SEMPYormitr doc Browse Confirmed Delegate Form Letter Document Name CASEMPYFormitr doc we Potential Presenter Form Letter Document Mame C SEMP Formiltr doc Browse Confirmed Presenter Form Letter Document Mame C ASEMPYormitr doc e Potential Exhibitor Form Letter Document Marne C SEMP F orrmitr doc Browse
394. l down list of carriers The number in the Carrier field is the Carrier Counter the key to the Carriers reference file The description of the carrier will be displayed to the right of the field The Carriers form may be opened by double clicking in the Carriers field This field will be grey and disabled if the carrier has been notified Enter the Fare Basis for this ticket if appropriate Enter a Flight Trio Number for example DJ 30 QF 103 BUS 1 etc Enter the Class of the flight This field is free text so you could enter a generic term like Economy or the type of economy class like Y Enter the number of tickets this person is booking The system will display in the top right corner of the form the Total Amount Due Cost per Ticket x Number of Tickets Enter a Booking Status This information is reported the Travel Booking Status report in the Travel Reports menu This field can hold up to 10 characters Enter the Cost per Ticket Enter either a GST Rate or a GST Amount then indicate whether the Price Does Not Include GST or Price Includes GST in the Cost per Ticket The system will calculate the full cost of the ticket to the passenger and display it in Price with GST Enter any Surcharge that applied to this flight or transfer for example a Departure Tax Use the Extra Details form from the Personal Details form to add delete or alter the values in the Frequent Flyer Details combo box Select the appropriate freq
395. lect the Price Does Not Include GST option button Any non inclusive GST charged will be detailed in the Income Reconciliation Report against the field called Plus Additional lt GST gt 142 Chapter 4 Setup Summit Event Manager Pro e If the tax is included in the Booth Sell Price enter the amount of the tax in GST Amount and select the Price Includes GST option button You cannot enter a percentage e The system will display the final price charged to the exhibitor in the Price With GST field to ensure you have entered the correct information 4 Enter the Booth Build Cost This is what it will cost to the have the booth built If you are recording expenditure in the Payments Out function as soon as you pay your booth builder you pay against a budgeted item in this case each booth the Booth Build Paid field will show the amount paid The Booth Build Cost and the Booth Sell Price are used in the Budget and Payments Out functions 5 Enter your unit of measurement for example metres feet yardage etc Once you enter the Booth Width and Booth Depth if you double click in Booth Area the system will calculate the area for you 6 Enter a description in Booth Description for Exhibitor Confirmation Letters This description will be included in your Exhibitor Confirmation Letters 7 Enter any Booth Promotional Notes you may wish to record These details can be retrieved in the Booth Availability Report 8 Enter any Booth
396. led catering event at tables and or seats Tabling and Seating alng ang Seating Torine _onrerence WINher on ursday ctooer Name for Table Seating Lists Unknown Primary Person Tite Given Mame Family Mare Position Organisation Table Table Mame Mame Motes Seat Lock In Mr Samuel Mro Samuel Wigglesworth Chief Pharmac The Area Health Service wt OF A AAA m Wiggles vorth al ir Samus pis Eh Wagener Oo O j Wiggles yvorth Ee Samuel Ms Saran Migdlesworih HO Wigglesworth Seat with her parents a lv ai Le Roux Bouvier Mr Le Roux Bouvier President The International Pharmacologic 1 e vip Table z IF Keynote Mi Harry Fitzwvalter Mr Harry Fitzwalter President The International Pharmacologic 1P Table 5 Conference Convenor W Harry Fizwater Wwe a Fewer O 1 5 E William J Smith ir Wiliam Smith General Mana The Corporate Chemical Compal mn 1P Table A Refresh Status Tables ay ea Femeie Edit E y Auto Z Tables Tables From Table 43 Tickets lt Table aa B A Record 14 TEAC of 20 Filtered When you register someone to attend a tabled function as soon as you click on the OK button on the Register screen Summit will write the attendee s name position organisation and notes to the Tabling amp Seating file From that point on any changes you need to make to any of those fields must be made in the two areas Personal Details and Tabling amp Seating if
397. 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 participation category are loaded as the data source called summitmm txt file in the c directory Summit uses the default formltr doc for all its merge letters but you can save it to whatever you want and store the new file name in the Event Documents tab in Event Options on the Setup Menu Within the word processor you can enter any text as appropriate and commence your merge to new document process Print as required The address labels will be produced Note If you find that the system has started the word processor but you are presented with the Label Skipping form press Alt Tab to get back to your document On exiting the word processor the Update lt Participation Category gt Mailing Dates form is displayed See above for an explanati
398. located Amount P0 00 Payment Type Cheque Cheque Details Drawer The Corporate Chemical Company Bank Commonwealth Bank of Australia Branch Collins Street Cheque Mumber 000345755 Credit Card Details Cardholders Mame The Corporate Chemical Company Credit Card Mumber O Order Type Authorisation Number Expiry Date C Telephone Order f Mail Order C Sales voucher Comments Record 14 4 1 elipse of 11 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 Chapter 5 Before 337 Summit Event Manager Pro 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 C Tax Invoices Only C Adjustment Notes Only Restrict ta Tax Invoice Number Restrict to Person Number Restrict to parti Family Mame Restrict to part Organisation From Registration Date H To Registration Date FA Restrict to Tax Invoice printed on or after Restrict ta Tax Invoice printed on or before Restrict ta Total equal to or gr
399. lt Country in Event Options It is not set to upper case You can send an SMS text message directly to the displayed person s mobile cell phone by double clicking in the Mobile Cell field A contact can be recorded with the details of the message automatically included For more information refer to the topic entitled SMS Text Messaging under Individual Correspondence You can send the displayed person an e mail by double clicking in the E Mail field A contact can be recorded with the details of the e mail automatically included For more information refer to the topic entitled E Mails under Individual Correspondence Enter the advertising source in the Source field This field is limited to the values in the pull down list of the combo box The advertising sources are defined on the Advertising Sources form on the Setup Menu If you need to add a new advertising source double click in the field This field is used in the report Confirmed Delegates by Advertising Source in Participation Breakdown Chapter 5 Before 185 Summit Event Manager Pro Enter any Notes for this person These notes are for your information only and are not printed anywhere However they can be included if you create your own reports in Delegate Lists and the Reporter To see the whole field click on Shift F2 Mark the Asian Name check box if you want this person s name to be presented differently on reports and listings The default is a Europe
400. lumn against one of the participation categories the kit sent date has been entered on the Registration Presenter Trade or Other Involvement Details form or the kit sent date has been automatically updated by Summit when producing Form Letters If Session Chair is marked this person was nominated as chair in the Sessions form on the Setup Menu You can mark whether or not a person is a VIP or an organiser These and the other participation categories can be recorded on name badges and tickets The fields Has Hotel Booking and Has Travel Booking are self explanatory The Last Invoiced field will hold the date the person s invoice was last printed The amount of money shown in the Amount Due Amount Paid and Amount Outstanding fields is the sum of all delegate exhibitor sponsor advertiser accommodation and travel financial activities whether due paid or outstanding The Entered field in the bottom right corner of the form is the date this person s record was added to the database The Last Update field lets you know the date data on this form was last updated and the By field captures who changed the data Note When you open this form or move to a new record if you have a slow computer don t start entering any information until the Outstanding field in the At a Glance section has been updated If you don t wait the Outstanding field may have Error displayed as you have interrupted the system before processing is complete If th
401. m enables you to alter the review details of an abstract Abstract Review Status Find by Full Mame Reviewer 1 Date Hame Abstract Title Reviewer 2 Sent Returned t Le Roux Bouvier The Role of the International Pharmacological Institute A A r Alphonse D Cruz Crug Development ROI for Investors Hamish MacBeth 11 Feb 10 19 Feb 10 TFeb 10 19Feb 10 t Harry Fitzvealter The Status of Drug Development The Present and the Future r John Smith Introduction A r Gloria J Gould Introduction Se pee eee E A IO t wiliam J Smith Market Forces and Its Inherent Stabilizing Behaviour t Samuel MigalesoH th Chemical Testing in the Public Sector Gertie Mc hithy 44 Record 14 4 1 Pp Je of 7 All abstracts held within the system are displayed regardless of the status of the abstract or the presenter The abstracts are displayed in family name order You can find an abstract by either searching from the Find by Full Name field or by using the scroll bar on the right side of the form The navigation buttons at the bottom will tell you how many abstracts there are Enter or alter the names in Reviewer 1 and or Reviewer 2 the Date Sent or the Date Returned Toolbar Buttons 2 Zoom Qg Click on this button to drill down to the selected person s Personal Details form 258 Chapter 5 Before Summit Event Manager Pro Tabling and Seating This option enables you to place people attending a tab
402. m 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 mg 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 Retrezh Click to remove any Done actions Click to drill down to the currently selected person s Personal Details form Preview Click to print a report in Print Preview of the tasks that still need to be followed up Chapter 5 Before 249 Summit Event Manager Pro 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 Report Format sorted by date Enter the selection restrictions if any that you want and then click the Preview button to produce a report of the selected Contacts As an example if you wanted a report of all Sponsorship Acquisition contact types between 1 January 2008 and 31 March 2008 you would enter 01 01 08 in Restrict to Original Contact Date on or after 31 03 08 in Restrict to Original
403. mat 3 Stationery Mame Defauk Add On Ticket With Picture Standard Stationery Avery L7415 Laser Business Cards 10 ww ate JE cies E Default Per Page Top Margin Column Spacing o Print Setup Lett Margin Row Spacing O Stationery can be Custom or Standard Click on the Standard toggle button and go through the list of standard stationery types to see if any of them match your stationery If you find your stationery type select it The dimensions of the stationery together with its default print setup settings will be displayed If your stationery is not standard the next two topics illustrate how to create your badges and the topic Custom Badges will show how to size the badges 2 Insert and format the badge picture If you don t wish to have a picture on your badge or ticket mark the Hide check box To insert a picture on a name badge copy and paste it using the Windows clipboard To do this take the following steps 1 Open the Name Badge and Ticket Design form and use the Width Height Left Margin and Top Margin plus and minus buttons to set the size of the picture frame and its position on the badge 2 Open the file containing the picture you wish to use in the picture s application Examples of typical applications are Microsoft s Paint for 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 e
404. mat 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 74 Chapter 3 How To Summit Event Manager Pro How to Create an Event Budget Open the Budget form and click on the Preview button This will produce the Budget Worksheet report that details all the elements of your event Use this report as the basis for constructing your budget Registration Types For each registration type determine 1 The price you re going to charge 2 Any fixed cost 3 Any variable cost 4 The number of people you expect to attend with that registration type It is unusual for there to be a fixed cost directly related to a particular registration type Fixed costs such as advertising and secretariat rental usually apply to all registration types and are entered in the Other Fixed Costs section of the Budget form While the majority of variable costs such as production of conference proceedings would usually be entered in the Other Variable Costs section of the Budget form because they apply to all registration types there are cases where variable costs apply to each particular registration type An example of this is a per registrant fee charged by a professional conference organiser for each person reg
405. mber of people attending by specifying the Count Method There are two count methods Maximise and Minimise You would use the Minimise method in a situation where for example you had two pre conference workshops set up as add ons one in the morning and one in the afternoon with attendees at either the morning or afternoon workshops entitled to Lunch Using the Minimise method if a person was coming to both the morning and afternoon workshops they would only be counted once for catering purposes You would use the Maximise method in a situation where for example you had a gala dinner and a person had add ons with a quantity of 3 x Dinner Guest and 2 x Complimentary Dinner Guest Using the Maximise method this would count as five 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 160 Chapter 4 Setup Summit Event Manager Pro 13 14 Add Ons Covered Add On Description P b B Conference Dinner conference Dinner Compliments 25 Exhibitor Conference Dinner 7 x Ov wt 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 cat
406. meeting open the Registration Details form and delete the line referring to the add on representing this meeting 2 For each person who isnt on the list who did come to the meeting open the Registration Details form select the add on that refers to this meeting and enter 1 in the Quantity column 60 Chapter 2 Scenarios Summit Event Manager Pro Gala Dinner A gala dinner or awards night Characteristics Participants may pay to attend May be formally promoted both for participants and audience Sponsorship may be sought to cover expenses No trade exhibition No pre and post event functions No formal sessions Will have a catering component May have fixed tabling and or seating No accommodation or travel components Set Up 1 2 Click on the File button on the Main Menu to open the File Menu 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 form The key fields to update are Short Name and Full Name for display on the logon menu and correspondence and Starting Date especially if you re going to import the structure from an earlier event If the structure of this event is similar or identical to a previous event that was run using Summit it is easier to import the structure from a previous event and modify it than it is to setup this event from scratch If you wish to impor
407. milar names Alternatively you can use the scroll bar on the right hand side of the form Sorting Presentations Presentations may be sorted in either presenter family name order or session date and time order To set the sort order select the appropriate Sort By button If you ve been making changes to the programme you can see the effect of these changes by clicking on the Refresh button Creating an Event Programme Ways of achieving various tasks associated with creating an event programme are shown below but to fully utilise the Programmer it is useful to know how Summit constructs a programme The first page of the draft programme is based on the information in the Event Details and Venue Details forms 254 Chapter 5 Before Summit Event Manager Pro Having constructed the first page Summit combines sessions and catering events to form the basic units of the schedule or programme Sessions and catering events are then sorted into ascending date and then ascending start time order If there are any sessions commencing at the same time they are sorted in ascending order of the Programme Sequence if Concurrent field which is on the Sessions form Sessions are displayed with the Session Name as the heading The following line contains in the following order Session Type Session Code Date Location Start Time and End Time If an Additional Description for Programme has been entered this will follow on the next line This is
408. mily Name Division Organisation Suburb Town State and Country 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 You can select records with a specific PIN Person Number range Enter a number in the From PIN field and a number in the To field All records that fall within those boundaries will be selected 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 T 8 date ranges You can select people who dont 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 You can select people who have Asian Name marked You can select people based on missing contact data for example phone fax and e mail Decide what sort selection you wish to make When you select multiple fields on the Reporter you can choose whether to have an AND or an OR selection An example of an AND selection would be Find all people who are confirmed delegates AND who are from NSW An AND selection reduces the number of people you select An example of an OR selection would be Find all people who are exhibitors OR who are
409. mit Event Manager Pro Accommodation Reporter This form is for producing listings for a selected group of accommodation records For example this allows you to send accommodation reports to just one hotel and mark those records as notified without marking the reports for all other hotels It also enables you to issue new instructions to write to each selected person s Accommodation Instructions to appear on their itineraries Accommodation Reporter Selection New Instructions for Selected Records Room Type Arrival Date Arrival Time Departure Date Departure Time Billing Method With Special Requirements Sharing with a nominated Accompanying Person New Records Only Append or Overwrite Altered Records Only Append to any existing instructions Report Format Standard Listing OO Standard Listing C Overwrite any existing instructions Apply Mew Instructions RES ie ye There are two steps to using this form Step one select the records you want to include in your report These fields are Hotel Room Type Arrival Date and Time Departure Date and Time and Billing Method You can also choose only those records With Special Requirements and or that are Sharing with the nominated Accompanying Person As an example assume we want a report only showing people staying at The Majestic Hotel arriving on the 27th October 2010 and we only want to show records which have been altered since the report was last produced To do this we
410. mmit Field Spreadsheet Column a a 4 4 4 4 lt lt lt 414 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 Chapter 4 Setup 119 Summit Event Manager Pro 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 Importer The records being imported will be added to those already inthe system EXACTLY as shown below Please correct any incorrect data and or 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 ta Cancel the Import Tile Given Name Middle Initial Sumame Pastnominals Job Title Division Organ a gt EA General JEEP Primo Co ES Mar Le Roux Bouvier President The Inte ES Mr Alphonse D Cruz Principle Consultar North American On Dow D C Fitzwalter President Australian Chapter The Inte J T gt Barbara Fos Chief Pharmacolog ACME ln Ms Erica Golden Systems Anal yst Drug Interaction Pr Primo Co Dr Gloria J Gould Vice President Inf Drug and Alcohol The Ame Fi Dr ke
411. mmit 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 82 Chapter 3 How To Summit Event Manager Pro 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 2 From the Before Menu open the Event Reports form and print a Draft Expression of Interest Form Check that all the details are correct If you re creating your own brochure rather than using the draft make sure that the expression of interest form in your brochure has all the fields shown on the Draft Ex
412. mo Computer Networks wo mw br Patrick morrissey he Royal tost omw ves br evn x OSheunessy The Royal Host 000 vs Win J Smith The Corporate Chemical Compary sarso ves e suath Wadsworth LLE Smin Smith Smith amp Jones sesso ves ir SamueiWigglesworth The Area Heath Service ww ves a 0011001 All Given ce ch T Als All At Event moan a Qr R 8 E Record 14 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 3 Click to mark all records as At Event satchel E Click to mark all records as Satchel Given Click to drill down to the currently selected person s Personal Details record You only have access to this person s data Clicking on the OK button in Personal Details will bring you back to the Registration Desk Worklist Chapter 6 During 347 Summit Event Manager Pro a Preview Click to print the Registration Worklist Report This report can be used if you are processing arrivals manually or with multiple registration poi
413. 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 Chapter 2 Scenarios 61 10 11 12 13 14 15 16 17 18 19 20 21 22 62 Summit Event Manager Pro Open the Banking Details form and enter details of the bank account being used for this event Open the Payment Types form and enter any additional payment types you wish to be able to use when receiving payments for the event The standard payment types are Cash Cheque Refund and Reversal You may enter as many additional payment types as you wish A summary report will be produced for each payment type Open the Advertising Sources form and enter any advertising sources you will be using to promote the event If you then enter these advertising sources as people register for the event you will be able to determine which were the most effective means of advertising from the Confirmed Delegates by Advertising Source report Open the Locations form and enter details of any locations used at the function Locations are displayed on catering reports equipment reports schedules and in the draft programme Open the Organisers form and enter details of any people departments or organisations who will be assigned tasks related to the organisation of the event This information is used within the Organiser Catering Events Sessions Ad
414. modify cccooccccccoccncccccnnononcnnnnn 77 printing OF EXPOTrtiNQ ccooocccoccnconcnccnocnconcncnncnnnnoos 254 Progressive participation reports occcoccccccncocncno 322 RECEIPT ess 283 Receipts by OCA Uriarte lila 283 A em ne ee 218 a 334 A 218 Receipts and Refunds printing for all ooococonncnccncccncnnonnnonononcnnncnnonnnons 283 Receipts Reporter ccoocccccnccocccccnoconccocnonononanonunnnnonos 333 Record selector bar definition oooccccooococ o 374 Records COUNTING eea ins cecncesut cea E ccanee 74 A A 81 Recurring meeting combined in ONE event ocoocccncccnnccnncnnncncnncnnncnconnnnnos 57 separate even S oocooncoocccoccccnconcconocanconononenaninnononos 52 Re do Banking RUN ooccccoccccnncnconcncnnccnnnncnnoncnconcnnnnoos 332 Reference file definition cocoocccoocncoocnnnooo 375 Refund a Pay Meda ii lia 86 Refund notice A oe eee e ecNen te eine ae eee manera 281 FS TUNG A A 222 6 11 R11 0 aa ten ror ecient Arta lonsee eerie ee rene reaa 283 Register Summit Contact Managet 0ccccseeeees 13 Registering many people with the same details 244 Registration Cancelling a 208 data entry SOT isc aii decacet 207 A ee EO eos 124 for the event oocccoccccnncncnncnncccnncnnononncnnnncnnnnnnncnncnnnns 207 issuing the programme or brochule 00ce 83 Registration Desk Worklist listing
415. n RECO da A te 278 Participation Record Without MoNey ccooccccccocccncococcnccconcnnconacononononnononcnnonnnrnnnononcnnonnnrnnonaninnss 278 Possible Duplicates Matching Family Names cccooocncccoccnccccoccncononcnnononnnnonncnnnonononnnnoncnncnnanennos 278 Prones Bardo WA os ati 278 Running Sheet Landscape and Portrait coccooncncccccncncononcnnononcnnonnanononononnononcnnonnncnncnnanennos 278 ele 8 AAA E O ee E E ee nee ee een nene eee eee eer 278 See dul LOCA tota an cia 279 DES SIO MA le Ndance tii a A seamed atneseetaadea 279 Session Attendance EXPO ai 279 SESSION Attendance DUMAS s 219 Session Chal REPO eee de ee ee eee nee 279 SESSION Choice Dy PES ON a A a o 279 Session Preferences and Attendance ccoooncncoconnnccccocnnncconnncononnnnnnnnonnnnannnnonannnnnnnnnnnnnnnnnnnnannnnnnnns 279 Sessions at a Glance on Avery 5392 US Letter o ooooocccccconccccccocccnnonoccnnononcnnonanonoonancnnnnoncnnnnnos 279 Sessions at a Glance on Avery A4 8 Per Page cccccoooccccococnocccooconconanoncnnannnnnnnnnnnonannncnnannnnnnnos 280 Sessions at a Glance on Avery A4 6 Per Page ccccoooccccococcocccooconconanoncnononononanonnonannncnnannnnnnnns 280 COMES PONSA nto ea teenbeabsn 281 ndivddtial Recelpts a d RETUNdS a deta ie et oe acne et ses tat ee inline 283 Organisation Reca pis aia 283 Receipts Processed on Dale gt RE DO ie eed E aie nde ee 284 Conta on ele dc do 284 Delegate Confirmation L
416. n Type Registration Total Add Ons 253 00 Discount LESS Discount PLUS Additional Charges Amount Due Additional GST 0 00 Additions a The number in the Registration Type field is the Registration Counter the key to the Registration Types reference file The Registration Type you enter is limited to the values in the pull down list of the combo box When you select a Registration Type the system will calculate and display the registration amount Once you ve entered a Registration Type you can t remove it if you get stuck in an error message loop press the ESC key Press the Cancel Registration button on the toolbar to remove a Registration Type see below for more information Total Amount Due Paid To Date Amount Still Owing To change a person s registration just select a different registration type Enter any discounts you re giving this person in the LESS Discount field together with a reason in the Discount Reason field Any tax on this amount will be calculated by the inclusive percentage you entered in Event Options Tax tab in the Setup menu 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 for example Cancellation Fee can be changed on the User Defined tab in Event Optio
417. n a Participated as a category once they have participated in that category again and had their records imported for a new event This Event The Has Expressed Interest check box in the This Event section of the form will be marked automatically by the system when a person is marked as potential or confirmed in any participation category This check box can t be cleared while the person is still shown as potential or confirmed in any participation category 194 Chapter 5 Before Summit Event Manager Pro Marking a person as Potential in any participation category in the This Event section of the form enables you to track and contact them using the participation category filters in the Reporter and Form Letter functions These check boxes can be marked or cleared until a person becomes confirmed in that category A person can t be both potential and confirmed in any participation category Once a person is confirmed in any participation category Confirmed in red is displayed alongside that participation category and the relevant Potential check box is disabled Delegates become confirmed when they have a Registration Type allocated on the Registration Details form A delegate moves from Confirmed back to Potential when the Registration Type field is cleared by clicking the Cancel Registration button on the Registration Details form Presenters become confirmed when the Confirmed as Presenter check box is marked on either the Present
418. n 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 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 Glossary 367 Summit
419. n buttons at the bottom of the screen until you locate the tax invoice you wish to print or you could Fine by Family Name Once you have located the tax invoice you want you can reprint it by clicking on the Preview button Mark the Mark Tax Invoice As Copy check box if you wish the system to stamp the word Copy on the tax invoice Clear this check box if you do not want the word copy stamped on the tax invoice Note that you can only mark previously printed tax invoices as copies Toolbar Buttons E Click to print the displayed Tax Invoice Chapter 5 Before 339 Summit Event Manager Pro m Click to delete the displayed Tax Invoice 340 Chapter 5 Before Summit Event Manager Pro Payments Out This option enables you to record outgoing payments in relation to your event It is through this form that Actuals are recorded There are two pages to this form accessed by clicking on the Page Up and Page Down buttons An example of Page 2 is over the page Each section on both pages matches back to the Budget as you can only make a payment out against a budgeted item Payments Out Payment Amount OO Payment Date 6 Feb 10 En supplier GST Amt in Payment 0 00 Payment Type Clear Disbursements Cheque Number Ar Pa Registration Types Paid To Date This Payment E Paid Ta Date This Payment gt META Fariy Non Member 000 mo Student 0 00 ce a elcome Reception Extra Ticket Registration and Cottee 27
420. n 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 78 Chapter 3 How To Summit Event Manager Pro How to Customise Summit lf you have Microsoft Access 2000 or Access 2002 XP loaded on your computer you can customise Summit to meet your own particular needs or preferences To modify Summit take the following steps 1 O1 Read the precautions and variations to the license agreement detailed below 2 If y
421. n individual or organisation taking part in a trade or industry display being held in conjunction with the main conference or meeting Normally each exhibitor is allocated one or more trade booths within the trade display area Within Summit any person may be a member of multiple participation categories An exhibitor may also be a Delegate Presenter Sponsor Advertiser or a participant in the Other Involvement category Glossary 369 Summit Event Manager Pro Expression of interest EOl An expression of interest EOI is the registration of any interest in the event The system caters for both general expressions of interest no specific participation specified and specific expressions of interest in the participation categories of Delegate Presenter Exhibitor Sponsor Advertiser and Other Involvement When you mark a person as having expressed interest in any type of participation on the Expression of Interest and Profile form they are marked as Potential in that participation category When they are confirmed in a participation category they are automatically changed from Potential to Confirmed in that participation category When a person is marked as either potential or confirmed in any participation category their general expression of interest is automatically set to Yes Form or screen layout Each form is divided up into three sections The form header section at the top of the form usually contains record location mecha
422. n menu and correspondence and Starting Date especially if you re going to import the structure from an earlier event 4 Ifthe structure of this event is similar or identical to a previous event that was run using Summit it s easier to import the structure from a previous event and modify it than it is to set up this event from scratch If you wish to import the structure from a previous event open the Import Structure form and import as much of the structure as will be appropriate for this event For example if this event is being held at a different venue from the previous event don t import the venue details Even if you have started defining the structure of this event you can still import the structure from a previous event as Summit can check with you before overwriting anything you have already entered If you have imported all the structure from a previous event steps 5 to 11 are only to ensure that the imported information matches the requirements of this event 5 Open the Secretariat Details form and enter details of the secretariat office address for correspondence and enquiries for this event Open the Venue Details form and enter details of the venue of this event Open the Registration Types and enter one record with any description you wish and a price of 0 00 Open the Event Options and Global Options form and set any applicable options Open the Locations form and enter details of any locations where sessions or
423. n 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 ES Preview Click to print a Receipts Report get Edt Click to edit a payment Chapter 5 Before 333 Summit Event Manager Pro Edit Receipts This option
424. nal Details form Individual Correspondence Correspondence Type o Delegate Confirmation Letter with Money Details Delegate Confirmation Letter without honey Details Presenter Confirmation Letter Presenter Confirmation Letter with Registration Details Exhibitor Contirmation Letter Exhibitor Contirmation Letter with Registration Details sponsor Confirmation Letter Advertiser Confirmation Letter Itinerary Participation Record with Money Details Participation Record without Money Details Mail Merge Document Tax Invoice or Adjustment Mote Group Tax Invoice or Adjustment Mote a E E y ES E E z f pa E E pS E 2 _ x sessian Attendance Export 5 also al gle Letterhead Eciit E Mail E Preview Help Exit To use this form mark the option button corresponding to the desired Correspondence Type and click on the appropriate button in the footer Each of the correspondence types is described in detail in the Correspondence section further on If you select the Mail Merge Document option the word processor nominated in Word Processor Path and Program Name field in Global Options will be run The displayed person s name and address details will be put in the interim merge file summitmm txt Toolbar Buttons A Select Letterhead to design modify the letterhead that s displayed at the top of all correspondence See the next topic for further information on designing your letterhead aT dt Select
425. nal Details form and Summit will automatically register the person with the details entered here The Usual Registration Details Registration Type 2 Full Registration Early Bird Add Ons Cty Add On Description Session Preferences and Attendance Session Session Details Preferred Contirmed bj ow E E You can enter a Registration Type one or more Add Ons and one or more Sessions For all the rules relating to registering a person refer to the Registration section in Chapter 5 Before The Usual Accommodation Any details you enter here can be used to automatically create one or more hotel bookings for the displayed person by clicking on The Usual button on the Personal Details form This can save time if you re dealing with group bookings The Usual Accommodation Details Hotel The Majestic Hotel Room Type Standard Arrival Date 27 Oct 10 EP vvednesday Arrival Time Departure Date 29 Oct 10 ER Friday Departure Time Billing Method Pays own account Deposit Amount 100 00 GST Amount In Deposit 50 00 Record 14 4 180 Chapter 4 Setup Summit Event Manager Pro Refer to the Hotel Bookings section in Chapter 5 Before for further information on entering a hotel booking The Usual Travel As before any details you enter here can be used to automatically create one or more travel bookings for the displayed person by clicking on The Usual button on the Personal Details form This can save time if you
426. 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 Determine catering requirements 1 2 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that all catering events have been entered On the Before Menu select Catering Requirements from the Event Reports form This will produce a report showing how many people need to be catered for at each catering event Determine equipment requireme
427. nccoocnconcnnconcnononenonononos 73 Table of Contents i Summit Event Manager Pro Correct an Incorrectly Entered PayMent ccccccsccccsseeeccesscecceeeeecseneeecseseesseaseeessaseeessageeesseass 14 Count Records in a Particular Category ccccccssscecceeseeecseeeceeseeeceuseeecseueeecseeeeesegeeessageessaaes 74 Create an Event Budget ccccccsssccccseseeeccesseeeceeueeecsaeeecseuseeeseaseeessageeecsaseesseaseeessageessageesesseaes 75 Create an Event Programme ccccccssseccccessceccseseeeceaueeecceueeeceueeessageeecsaseeeseseeessageeessageesssaaes 17 CUSTOMISE SUNN deci cds ds 79 Customise the Reporter Mail Merge Template ooocccoccnccocccccccnncconcnccnncnnononononcnononcnonnnnnnnnons 80 Deal With Dishonoured ChOeques oocccccccncccccncccccnconcnononnnononononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnes 80 Delete a Record scott ads ol ss 81 Find a Postcode or SUDUID CIY ai A a a A 82 FIX MalMerge Problems curada O A AO Ae 82 Issue a Call For Papers and Expressions of Interest coocccccccccccccncconcnconcncnnnnnnonncnononononanonos 83 Issue an Event Registration Programme or Brochure ccscccecseeeeceeeeeseeeeeaeeeeeeeeeesaeeeeseneeeaes 83 Move SUMMO TM EVEN o da de Odds 84 Optimise the Performance Of SUMMit ccccccnncccccnccccnnccncnnonacnononononanonononnnonnnnnnnnnnnnonnnonannnenanonnnnos 84 Produce Name Badges for People who aren t on the D
428. ncreased by in GST Rate enter 10 as 10 or mark the Enter GST check box if you want to enter the additional amount against each individual sponsor or advertiser e lf the tax is included in the price mark the Enter GST check box and you will be able to enter the inclusive amount against each individual sponsor or advertiser For exhibitors a Goods amp Services Tax is entered against each booth and or against each exhibitor 12 Enter the tax percentage amount you will be charging on Additional Charges and or Discounts in the Registration form 114 Chapter 4 Setup Summit Event Manager Pro 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 From a prewous Event which used this software Mame address optional profiles and previous participation From a summit Data Collector file Name address profiles and user defined field From a summit Expo Registration Manager file Name address profiles user defined fields payment and registration details From another MIE Software application Mame and address information onl From a Microsoft Excel spreadsheet Name and address information only Fram a Comma Delimited Text File Mame and address information only From a tlicrosott Access Database Name and address information only Click on the option button corresponding
429. nd prospective clients Depending on the size and nature of your event you may be able to skip many of the steps For example if your event doesn t have an accommodation component you don t need to worry about Hotels or Billing Methods Set Up 1 2 Click on the File button on the Main Menu to open the File Menu 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 form The key fields to update are Short Name and Full Name for display on the logon menu and correspondence and Starting Date especially if you re going to import the structure from an earlier event 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 set up this event from scratch If you wish to import the structure from a previous event open the Import Structure form and import as much of the structure as will be appropriate for this event For example if this event is being held at a different venue from the previous event don t import the venue details Even if you have started defining the structure of this event you can still import the structure from a previous event as Summit can check with you before overwriting anything you have already entered Summit will automatically adjust the dates of sessions and c
430. nding option button 3 Click on the Edit button and check that the modifiable section of the letter matches your requirements then exit the Edit form 4 Click on the Preview button This will display the confirmation letters and associated address labels to the screen Select File and Print from the menu bar at the top of the screen to send the letters and the labels to the printer 5 After you have printed the letters and labels you will be asked to confirm that they printed correctly When you confirm this the Confirmation Letter Sent date field for each person will be set to the current date in the appropriate form Determine catering requirements 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that all catering events have been entered and that the three areas that form the basis for calculating the number to cater for are correct The three areas are Full Registrations Discretionary Adjustment and Add Ons Covered 2 On the Before Menu select Catering Requirements from the Event Reports form This will produce a report showing how many people need to be catered for at each catering event Assign Tables If you have fixed tabling from the Before Menu open the Tabling and Seating form and allocate people to tables Click on the Listing button and determine what tabling or seating reports you need During During the event the focus is on processing people rapidly as they ar
431. nerally have an identical or nearly identical structure to previous training courses but presenters may vary Promoted mainly through advertisements in trade and general publications Previous participants are not targeted except for next level of a particular course for example people who have attended an Introduction to course may be targeted for an Advanced course No pre and post training course functions No accommodation or travel component May have a catering component Course materials provided to each participant Set Up 1 2 3 Click on the File button on the Main Menu to open the File Menu Create a new event by clicking on the New Event button Update the Event Details form The key fields to update are Short Name and Full Name for display on the logon menu and correspondence and Starting Date especially if you re going to import the structure from an earlier event If the structure of this event is similar or identical to a previous event that was run using Summit it is easier to import the structure from a previous event and modify it than it is to set up this event from scratch If you wish to import the structure from a previous event open the Import Structure form and import as much of the structure as will be appropriate for this event For example if this event is being held at a different venue from the previous event don t import the venue details Even if you have started definin
432. ng if it would result in an overbooking Remember the more checking the system does the greater the integrity of your database but the slower the system performance 110 Chapter 4 Setup Summit Event Manager Pro Name and Address Formats Define how you want people s names to be displayed on reports correspondence and the event programme Event Options General Settings User Defined Event Documents System Checking Mame and Address Formats WinFax Pro Tax Name Format 16 v Title Gien Mame Middle Initial Family Mare Fost Mominals not marked as Asian Mame Tithe Family Mame Gren Mame if marked as Mame Format for Draft Programme 120 v Mame in Report Mame Format plus Organisation and Country Blank fin default country Mame Format for Financial Groups O e PIN and Leader Mame and Organisation and state Default Postal Code style for Addresses 1 City State Postcode Zip Force Suburb or City into UPPER CASE M Force State into UPPER CASE M Force Postal Code into UPPER CASE W Force Country into UPPER CASE lv Salutation Text f sven Name Only C Tithe and Family Mame 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 d
433. ng Summit Event Manager Pro When you first install Summit a new submenu is added to the Programs menu Press Start then Programs and locate the Summit Event Manager Pro folder It will probably be the last entry on your program list i Microsoft Office yor E Notepad 2 Summit SafeGuard All Programs zi 2 winzeor W Adobe Bridge N Adobe Help Center 1a Start 5 57 Adnhe Tostrabie CSP The functions of these programs within this folder are as follows A Summit Central b m Summit Contact Manager an fm Summit Event Manager Light d m Summit Event Manager Pro Compact Software summit Event Manager Pro Compact Software Select to repack compact and repair the Summit Event Manager Pro or semp mdb database This database becomes fragmented when you make changes or it may become corrupted as a result of a hardware or software failure during complex transaction processing This can occur if the power suddenly goes off or there is a power surge An indication of a corrupted database is when a function that previous worked is getting an error message The compacted semp mdb is usually smaller and often provides better performance This process should be run at least weekly during period of frequent heavy use Summit Event Manager Pro Select to start the Summit Event Manager Pro When you first start Summit the following message box will be displayed Unregistered Software i This
434. ng 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 Pro When defining a session Question Answer Is this something that is included in the If yes then no further action is needed You do not event fee structure for all participants need to define this thing as an add on as well Is this a session that applies only to some If yes then no further action is needed You do not participants such as a workshop or need to define this thing as an add on as well committee meeting Is this a session that is chargeable optional If yes then this session needs to be entered as an and not included in the event fee add on as well When defining an add on 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 s
435. ng you ve set in the System Checking tab in the Event Options if by saving if there will be an overbooking Summit will either a ignore it b warn you but let you proceed or c disallow the booking Block Bookings Report Ci 191 Cl Click on this button to display the Block Bookings Report in print preview New Clears the form ready for the entry of a new hotel booking E Deletes the displayed record Listing Prints a report of all this person s hotel bookings 202 Chapter 5 Before Summit Event Manager Pro Travel Booking Details This option is for maintaining details of travel bookings for the participants Travel Details Mr William J Smith Travel Counter 1 27 Oct 10 BJ 28 Total Amount Due 770 00 Travel Type r Flight or Transfer Amount Paid 770 00 Amount Still Cinca Departure Date 27 Oct 10 En Wednesday Time 200 pr A Departing From Melbourne sort Order Override Arrival Date 27 Oct 10 BB wednesday Time 4 50 pm Seat Number Arriving At Gold Coast we PNRYLocator Mumber X31 2534 Carrier 1 virgin Blue Fare Basis Ticket Number Flight Trip Number DJ 28 Class Business First Visa Required Visa Obtained I Number of Tickets Booking status Passport Required Cost per Ticket 305 00 Price with GST Accompanying Person Details 0f GST Rate or GST Amount Travelling with the Accompanying Person I Price Does Not Include GST Includes GST Freq Flyer F
436. nged from a Potential to a Confirmed presenter Potential sponsor Potential Sponsors are individuals or organisations who wish to take part in the current event as sponsors but are not confirmed When you mark a person or organisation as having expressed interest in being a sponsor on the Expression of Interest EOI and Profile form they are marked as a Potential sponsor When you confirm them as a sponsor on the Trade Details form they are automatically changed from a Potential to a Confirmed sponsor Presenter A presenter is an individual or organisation who is speaking presenting or displaying a poster at the conference or meeting If stipulated as required for the conference or meeting Summit tracks whether presenters have submitted papers sent biographies and photos given their technical requirements and registered as delegates Within Summit any person may be a member of multiple participation categories A presenter may also be a Delegate Exhibitor Sponsor Advertiser or a participant in the Other Involvement category PreSort indicator See Bulk Mail Code Profile Profiles or interest profiles are a means of categorising and grouping the people on the database Up to 20 profiles may be defined and each person on the database may have one or more of the defined profiles assigned to them These profiles can then be used for marketing the event and designing the event programme to best meet the needs of your audience For exam
437. ngle record forms Single record forms don t have a delete button In most cases records may be deleted from multiple record forms unless the records are being used by other parts of Summit For example you may not delete registration fee records once event fees have been locked as delegates may already have been registered using the registration fee you wish to delete Similarly you may not delete a person s record if there are any financial transactions for the current event If deleting is allowed the delete button will be enabled If deleting is not allowed the delete button will be absent or disabled Dialogue box A dialogue box is a rectangular box from which Windows either displays or requests information Examples are the dialogue boxes that ask you to confirm that printing has been successful before continuing processing Disabled button The option button is visible but no action is taken if you click on the button The picture or text on a disabled option button will be grey or missing rather than black if the option button is disabled Display only field A display only field is one where information is displayed on a particular form but may not be altered LESS Discount PLUS Additional Charges 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 Exhibitor An exhibitor is a
438. nisms 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 collecting information but are used to determine how you wish a particular process to be executed For example the type of import to perform or that form letters to edit or print Clicking the E
439. nnancnnnnnas 357 Confirmed Delegates by State or Country if not lt Default Country gt ccccoocccnccccccnncoccnnccnanonnos 357 Participation y Add Ona a a oleate eit o 357 Marketing Breakdown Report oocccooccocccccconocccconoonoconoonononoonoononancononanonnnnnonanes 359 Incomplete Participation Reports ocooccoccoccoccoccoccoccoccccnconconconconcnncononnnanonnnnnos 361 Confirmed Delegates Who Didn t Attend the Event ooccccccoccccccccccnconoccnnononcnnonnncnnonanonnononcnnnnnas 361 Confirmed Delegates Who Didn t Receive a Satchel oocccooccccoccnoconcncconcncconnnconcnononenononos 361 TROUBLESHOOTING GUIDE sae ccoo nooo 362 Difference in Numbers on Catering Requirements Report and Function Attendance Listing 362 Equipment Reports Don t Show Correct Equipment in Sessi0ONS ccccoccccccoccccccncccncncnonononaninnns 363 ETOP IMCS SAG Sula ano licitar ladilla 363 Functions on Money Menu Don t Work ooocccoccnccccccccccnnccncononcncnnncncnnncnnnncnnnoncnnnonrnnoncncnnarnronannnnns 363 Name Badges Don t Fit Properly ON StatiONery oooccncccoccnncccnccnconononnononnnnconannnonancnnononcnnonnanonnos 363 Name Badges With Pictures Have Out of Memory Problems When Printing 364 Presenters are Marked as Confirmed But Their Presentations Don t Appear in the Draft Programme o teat oak a A ceedattecedeao lene 364 Reconciling Profit amp Loss Income with Reconciliation Report
440. nnccncnnncccnnnnnnns 338 print report Of all SOME ouoccccccccocccnnccccncnncnonoss 338 printing IN DUNK cara ai 287 printing or deleting cuooccccoocccoconcccononocononoss 219 A A 338 reset regenerate ccccssnsseccsseeeeseeesessesseeeeeees 338 Start again from Scratch ooooccccocccncccccnnonoonoccnnnnn 339 VEW tes 020 2 rtcca a ia as 339 The Usa lina ias di See Copy Activity accommodation 180 A A A E 193 PegistratiON o ooccoonnccconnconcnonecnnnoncncnnonccnannnnnnnnnnss 180 A An 181 A aE 167 OMNIA terciaria cea aie el lll aged 292 Time formats NOW TO CHANG Sienra at auc euedenade 71 Toolbar definition csecsen ei 376 Trade data ent TONT sones plato rc asia 226 defining the rules ooocccoonncccccnccnccoccnnononnononnnnns 179 Trade button Exhibitors Sponsors 4 Advertisers 192 Tradevent data expOlt coooccconccconccocnoconococnnnnonnnnons 304 Training course charge aDle adi 45 Travel DUIK CNANOES usa ae 148 cancellation text entry ooooconccccocccconcnconcnnonnnncnnnns 107 COMMISSIONS Entry ccoocccocccconococnncncnncnnoncnnnnnoncnnnns 146 crossing the dateline cccccccssececsseesesnseeenees 199 entering a DOOKkINQ ccooncccococccnonoccncnnoninanonnns 203 entry of common flightS cccooccccccccnonnnnnno 146 instructions bulk Update ocooocccccncccccoocccncocnno 315 user defined cancellation text
441. nnnnnonannnonnnnnnnrnnnnnnnnonnnnonannnenanens 286 Participation Records With Money Details oooccccococcncococnoncconnonconanonononcnnononnoncnnanenoos 287 Participation Records Without Money Details cocooccocccocnoncconccnconononnononononnaroncnnanonnos 287 Tax Invoices and Adjustment Notes ooooocccooccccoccncccncncnonononnnononnnnconnnnonnrnnonnrnrnnnrnnnnnrnronarrnnaranonans 28 Group Correspondence Tab ccccccsecccceeeecceneeececeseeeessaeeessaeeeceaeeeseaeeeseueesseueessaeeesseesseeeesenes 288 GOUD RECON DS oases sole PA diel Seaialincd tace see a tensed stacnats 288 Invoices for Anyone Who Owes Money occccccoccncccccccnccnoconononcnnononcnnnonnnnnnonnnrnnononrnnnnnnnnconancnnonanens 288 Invoices for All People Who Haven t Had Once Since c ooccccoccnccnccnccncnncncnnnnncnnnnnnnnnonononononnnnnnos 288 Tax Invoices and Adjustment Notes occcoccccccccccnccccnconcnnncncnncnconconnnnnnnnonnnnnnnnnonnnonnrnnnnnnnnrnnnanenos 288 SA a eaelen denies shea ene eeare ees 289 Name Badges and VICK GUS sissies evades ice dee A AAA Tisdale AD ATA ATA AI AAA 292 Edit Ticket NAS ed a 295 e E A panaebaneeherecase 296 E A e eo enn coee sate atess a I E 296 PANU CIO AVON e atthe aos do ea ri ads 298 POT a seach at Meat Sesh Ne eet Gel Nh ah eek tht Sala O ater Act hlaeas 299 SAVEGMQUSH CS ta il lo ota Ae A 300 MURES tar id e Maktsautityasudlina Maherunaie alain 301 UI OM A Male toanatins E a a a a a e
442. nos 120 Interest profile oocccooccccccocnccncconcncnon See Profile Interest to Date report oocccocccoccccccncocnconcnnncnconnnnnos 217 Internet asista at ros bid a 264 MAPI definition occooccccconnccocncccncnocanononcnononos 371 El a mai aadeune 264 Internet registrati0N oooonccnccc See MIE WebLink Index 379 ACTIVITY A A ESAERA 266 auto reply contenter aaia 266 auto reply Setting ccoonccoonccoccoocnonaconcnononanoss 266 check requests before processing o ooooccccooo 109 demographics Update cccoccccccccccncccncnnccnconnnnnnnss 267 emal CHECKING etrr EEEE 266 expressions of INterest oooncconcccocccocccnncnnconnnononos 267 processing Status ccoonccccocnccnonccnonnnnarancnnanononos 267 registration with payMent oocccocccoccccccccconccnncnnnos 268 registration without payMent oocccocccnccncccccccncnnnos 268 unprocessed requests cooccocccocccocccoccococcononanonnoss 266 Invoices DIN Eea a E A aie ole ea diated 286 printing from participant screen oocccooinniccncncco 218 Issue Call for papers sericsson unor ta a a oe tie 83 expressions Of INterest occconccconccocnconicncococonononos 83 registration programme or brochure ooocccccccccco 83 Itineraries cconncconncncnoconoconncnnnononocanocanononononaninnnnnnos 285 Label stationery ccooccconcnccoononconncononcnrononcnnanonos 100 Lar
443. ns Any tax on this amount will be calculated by the inclusive percentage you entered in Event Options Tax tab Cancelling a Registration To cancel a person s registration click on the Cancel Registration button on the toolbar The system will automatically recalculate the Registration and the Total Amount Due amounts when you enter or alter the registration type If a person has already paid and requires a refund refer to the Refund section under the Money Menu section further on Selecting an Add On To register a person for add ons take the following steps 1 If you haven t entered any add ons for the person previously the Add Ons section of the form will have a quantity of 1 and a blank Add On field Click on the down arrow to display the list of possible add ons This will look something like this Down arrow for listing add ons 208 Chapter 5 Before Summit Event Manager Pro Add Ons Cty Add On Description 1 1 Conference Dinner Ticket 1 B WWelcome Reception Extra Ticket 2 3 Golf Tournament Welcome Reception Complimentary Day Registration Thursday Day Registration Friday Conference Dinner Ticket Conference Dinner Complimentary Welcome Reception Extra Ticket Post Conference Tour Golf Tournament Harbour Cruise City Sights Tour Exhibition Stand Staff T Shirt Staff 3 Select the appropriate add on by selecting it In this example we ll select add on number 1 Conference Dinner Th
444. nsaction information in a format compatible with the import functions of many accounting packages such as MYOB Accounting Export Transactions C All Transactions Selecting a registration date range will restrictthe exportto only transactions related to registered delegates Transactions related to non delegates e g Trade or non registration type add ons only will not be included in the export From Registration Date To Registration Date Primary Identitier Family Mame Transaction Category Description Account Code Job Delegate Event Event Charges Jo Exhibitor Exhibition Charges Sponsor Sponsorship Charges 0 Advertiser Advertising Charges 0 Accommodation Accommodation Charges 0 Travel Travel Charges E z P Export Help Exporting Transactions By nominating one of the options within the Transactions section you can choose to export all transactions or just those that still have outstanding balances To further limit the amount of transactions exported you can select the registration date range Please note that if you do this you will only pick up delegate related transactions You will not get any of the trade transactions Primary Identifier The Primary Identifier option correlates to the form in which your accounting software identifies people this is either by family name or organisation Chapter 5 Before 345 CHAPTER 6 DURING Th
445. nsolid nterpnses Enterprises Output To HTML Output To Snapshot John John Acme Consolidated Acme Consolid Enterprises Enterprise Chapter 4 Setup 173 Summit Event Manager Pro 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 Page Setup Margins Margins millimeters Top 18 57 Bottom 5 94 Left 15 04 eran ye Right 6 91 Print Data Only 6 On the Page tab select the Paper Size and the Source Page Setup Margins Orientation 2 Portrait Landscape Paper Size 04 w Source Automatically Select w Printer For BadgecrTicket Default Printer Use Specific Printer O 174 Chapter 4 Setup Summit Event Manager Pro 7 On the Columns tab enter the space between the badges Page Setup Margins Columns Grid Settings Number of Columns 2 Row Spacing Column Spacing Column Size width ocn F zE Column Layout lt 3 S tstse a Down then Across ZEE Wl pee Se m m e Across then Down mer Jg Cancel 8 Click on the OK button to see the effect of your entries The following screen will be displayed Repeat the above procedure until it matches your custom stationery You can test this by printing one page and matching it against the badges Name Badge or Ticket John John Acme
446. nt E Mail Checking This is the first step in collecting requests that have been sent on the Internet When you click on the Check Mail Now button the Internet Assistant will cycle through your mail system s in tray and pick up all messages that it has not picked up previously It will sort these into the various categories and check for possible duplicates and produce a report on the messages that have been collected At this stage no information has been added to your event file as you have not yet had the chance to check the requests they remain as Unprocessed Requests Normally you would not alter the data in the Check for Mail Received Since Server Time field The only time you would alter this information is if you re installed Summit while you still had unprocessed requests as re installing would mean that those unprocessed requests would be lost If this happened you would set this date and time back to just before the last e mail request was sent to you Note that it is not unusual for there to be a discrepancy between the time on your computer and the time on the server computer of your ISP Unprocessed Requests This section enables you to check the unprocessed requests before allowing the information into your event file To view the unprocessed requests click on the View Edit button for category of requests you want to check With the requests displayed in a spreadsheet like table you can modify any of the details and del
447. nt To enter your own participation settings take the following steps 1 Enter the Summary Code You can specify up to three letters corresponding to as many of the ten participation categories as apply to your event You can also specify a three letter code for anyone who still owes money in relation to the event For example assume your event has only delegates exhibitors sponsors and advertisers and you assign participation summary codes of D E S and A respectively to these participation categories and to people who still owe money If someone is a delegate and an exhibitor the participation summary will be DE If someone is in all four categories the participation summary will be DESA If someone is only a delegate but still owes money the participation summary will be D The primary participation category Display Priority is used when you wish to display only one participation category and you wish to display the most relevant category for people who have multiple categories For example assume your event has only delegates exhibitors and sponsors and you consider the relevant importance of these to be 1 2 and 3 respectively the higher the number the greater the priority lf someone is a delegate and an exhibitor the primary participation category will be Exhibitor If someone is in all three categories the primary participation category will be Sponsor If someone is only a delegate the primary participation category
448. nt Paid 2 200 00 Additional GST 200 00 Amount Outstanding 0 00 Booth Humber Fascia Mame Power amp Lighting Furniture 14 CORPORATE CHEMICAL COMPANY 2 x B pin 1 x lockable 2x dwarf powerboards cabinet bronze 3 haligen 1 x table Japanese eee Booth Shell Scheme t Space Only 2 000 00 Type 150w 3 chairs hisses stand Manager dost ile y Booth Cost ee e Shell Scheme Space Only stand Manager Enter a Allocate T Payment Payment Help To enter a person as an exhibitor sponsor and or advertiser for your event take the following steps 1 Locate the person or enter the person s details on the Personal Details form 2 Open the Trade Details form by clicking on the Trade button on the toolbar 3 If you ve received the company s profile you can enter it into Company Overview This is a memo field that can take up to 64 000 characters 4 lf you have received the logo from the company mark the Logo Received check box If this check box is not marked and you ve marked the Exhibitors must send in Logos field on the Exhibitor Rules form on the Setup Menu this will be marked as a non compliance on the Exhibitor Follow Up report This report is found in the Trade Reports menu 5 If you have received the logo in the form of say a TIF tagged image format or a BMP bitmap file you can copy it into the Logo field by opening an image editing program bringing in the logo
449. ntation review details entry ooccconcnccoonncconnconcnnnnnnnss 234 Presentation Status repolt ccooccccccnccoccnconcncconnnnnnn 321 Presentations EXDO sarita eden access 321 Presenter ADStracis TOP 321 Biographies report ccccccscccseeceeecesesseeseeeeees 321 confirmation letters occococcccccccconcnccncnconnnnnnns 285 defining the rules occcococnccococoncconcnnocononnnnns 178 GGTIMMO riada 374 FOMUOWEW D1 ODOM socie caian tere atden ees 321 PreSort indicator ooccccconcccccoo See Bulk mail code Primary person accommodati0N oocccocnccccccncoo 199 Print SM a lada 296 address aDeSe cols cl 296 an address label oocccoccconcccccncocccooconncnconnonnnonos 246 A 246 name Dadges scsi 292 296 single Hadde ui ba dad 193 A 292 Process arrivals at multiple registration points ccococccoccccocnn 351 mantilla la as 349 A e seth ges aa class 350 Professional education credits allocating tO A SESSION ccccceeeecseeeeneeeeeeeeeees 163 cl A eee 353 Profile Confirmed Delegate by Profile report 357 OfINI ION coooccccocnccncnccocnnononnnnacocononcnnnnnnnacnnnns 374 parameter screen cccceecseeeeecseccecseeeneeeseeesecaes 155 Profiles Breakdown report cccooccccocccccccncccccnconnnos 278 A a 194 195 Program icon definitiON ooocccccccccccncccnnononononnos 374 Programme how to create and
450. nted correctly When you confirm this the Confirmation Letter Sent field for each person will be set to the current date Follow up presenters It is often necessary to follow up presenters to make sure they ve registered have submitted their papers biographies photographs and technical requirements To follow up presenters take the following steps 34 Chapter 2 Scenarios Summit Event Manager Pro From the Setup Menu open the Presenter Rules form by clicking on the Presenter Rules button Ensure that the check boxes for rules that apply to your event are marked On the Before Menu select Presenter Follow Up from the Event Reports form This will produce a report showing only those presenters that are not complying with the rules of your event The report also shows their telephone numbers and e mail addresses to enable you to easily follow them up This is an exception report so you re aiming for a blank report Follow up exhibitors It is often necessary to follow up exhibitors sponsors and advertisers to make sure they ve provided you with all the information they need to in relation to the event To follow up your trade people take the following steps 1 From the Setup Menu open the Trade Rules form by clicking on the Trade Rules button Ensure that the check boxes for rules that apply to your event are marked On the Before Menu select Advertiser Follow Up Exhibitor Follow Up and or Sponsor Follow Up from the Tr
451. nted on confirmation letters and itineraries If these travel bookings cross the international date line the order in which they re displayed on the itineraries can be misleading In the Sort Order Override field sort all bookings into their 204 Chapter 5 Before Summit Event Manager Pro proper chronological sequence using this field Enter 1 for the first leg of the flight 2 for the second etc Note be sure to include the hotel bookings in your numbering 23 If this person has been allocated a special seat number enter it into the Seat Number field This field is reported under the Notes column in the Travel Requirements reports 24 Enter the PNR Passenger Name Record Locator Number if known a method used by the airlines for groups This can only be entered once the ticket has been issued The PNR is printed in the Notes column of the Travel Requirements reports or you can print a report by PNR 25 If the ticket number is known enter it the Ticket Number field The ticket number is printed in the Notes column of the Travel Requirements reports 26 Ifa visa is required for this travel leg mark the check box Visa Required As soon as you know that this person has received the visa mark the Visa Received check box This information is reported on the Visa Status report 27 If a passport is required for the travel leg mark the Passport Required check box When you have their passport details enter them in the Extra D
452. nterest EOI data entry screen aia artis 194 ACTION E 370 ISSUING cria 83 Faxing correspondence SOMOS aia 112 Faxing from the ReporteT ooocccccocccnccccccccnoccnnonononnnnos 303 Field an introduction occcocccocnccocncocnconcnnnnnconnnnncnnos 19 Fill in Organisation details ooooccconcnconcnccnocnnnncnss 185 SMONCUUKCY ici 26 Pill UM G Mec ad ii td dea GS 185 191 Filter Dy TOM ee ee ee 26 Filter by form all fOrMS ooccccocccnccnccnncnoncnncnnnnnnnnos 189 Filter by form Personal Details form 189 Fmancial Oro PS cents 224 Na Md varada 111 Find APIS a o ies ds 82 SUDUTD O PCI dais toda 82 Flights and Transfers data entry SCreen ooocccoccccconnnoncnccnonncnanononcnnnnanons 203 reference file SCreen occcoonccccccncconnnoccnncnannnnnnos 146 Form e 370 layout definition ocooooccnccncccncnoncnnnnononcnnncononnnons 370 types definition veria aden tees 370 Form Ote Sa 289 Frequent flyer details A E E E E EE 196 OPON ierosina aiT a a a 217 Front PAT eh a he ee 275 Function Attendance reportS oocccocccocccccccocncnconnnnno 277 Functions on Money Menu Don t Work 363 Gala dinner SCenNariO ooccccoccccoccnconcncnonnccnnnnnonnncnnnnnnns 61 Getting SlAMOG iii aTi 1 Global Options ee 100 Group Adjustment Notes leia ot ee ieee eR dro lib do 288 Group icon definitiON oocccoccccocnnccccncconnncnnnnos 371
453. nts 348 Chapter 6 During Summit Event Manager Pro Process Arrivals Manually At times it s not possible to use Summit to register people as they arrive at the event so they are noted as having arrived on a pre printed report Note These steps must be taken before you lose access to the computer system containing the Summit Event Management System To process arrivals at the event manually take the following steps 1 Ensure that entry of all registrations payments and payment allocations is as up to date as possible 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 Le 2 NN If you will be handing out the system generated Attendance Records to participants print a copy of it Print the Catering Requirements report Print the final Accommodation reports O N Print the final Arrival and Departure reports 9 Print Equipment Requirements reports 10 Print a final pre event Reconciliation Report 11 Print out the Running Sheet 12 Open the Registration Desk Worklist form from the During Menu Click on the Preview button to produce a printed copy of the registration desk worklist E Registration Desk Worklist DEMO Suma Event Manager Pro Demonstration Conference Registration Desk VVorklist ds at ednesday 27 October 2070 at 6
454. nts 1 From the Setup Menu open the Catering Events form by clicking on the Catering Events button Check that the equipment requirements of each catering event have been correctly entered From the Setup Menu open the Sessions form by clicking on the Sessions button Check that the standard equipment requirements of each session have been correctly entered On the Before Menu under Event Reports select the Presenter Follow Up report This will produce a report showing where presenters are not complying with the rules of your event Check that all presenters have submitted their presentation s technical requirements You may also wish to check each presenters Presenter Details form to ensure that equipment requirements are correctly entered against each presentation From the Before Menu open the Equipment Reports form by clicking on the Equipment Reports button Choose each report that you want to print and then click on the Preview button Chapter 2 Scenarios 55 Summit Event Manager Pro During At the start of the meeting the focus is on processing people rapidly as they arrive These arrivals come in a burst at the beginning of the meeting followed by a lull when the meeting actually commences This section is divided into three parts Before the meeting During arrivals and End of the meeting Before the meeting From the During Menu open the Registration Desk Worklist form by clicking on the Registration Desk Worklist b
455. nts by Session The information in this reference file is the source of the entries in the Equioment 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 Equioment 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 145 Summit Event Manager Pro Flights and Transfers This option is for maintaining a reference file of flights and transfers travel legs that are available to people attending the event If you know that many people will be travelling on the same flight or will be met at the airport and transferred to the hotel it would save you time to enter the details here When entering the travel details for each person you can pull through what you ve entered here onto the Travel Booking form You can then modify those details if you wish Flights and Transfers alee or lt Transfer Departure Date 27 Oct 10 BA Wednesday Departure Time Departing From Arrival Date Arving At Gold Coast Carrier 1 virgin Blue Flight Trip Number Class PRNR Locator Number Ticket Cost 385 00 Price with GST 305 00 GSTRate 0 or GST Amount 35 00 Price 6 Does Not Include GST Includes GST surcharge P0 00 Block Bookings visa Required Seats
456. o 2 Any variable cost 3 The number of people you expect to attend the session Examples of fixed costs for sessions are the cost of hiring the room to hold the session in or the cost of hiring audio visual equipment for that particular session An example of a session variable cost is the cost of the handouts provided to session attendees Frequently fixed and variable costs are not assigned against each individual session but are viewed as overall costs against the whole event If you choose to use this method enter the details in the Other Variable Costs and Other Fixed Costs areas of the Budget form and not in the Sessions area Trade Enter how much money you hope to get in income in each of the trade categories Note that Exhibitors budget cost is the total for all booths of Booth Build Cost as defined on the Booths form Travel and Accommodation The travel and accommodation areas deal with the totals for travel and accommodation Other Variable Costs The event budget comes pre loaded with a number of variable costs common to running a large conference You can add more variable costs change the variable costs that are here or delete variable costs that don t apply to your event Other Fixed Costs The event budget comes pre loaded with a number of fixed costs common to running a large conference You can add more fixed costs change the fixed costs that are here or delete fixed costs that don t apply to your event Other Reven
457. o select reports on the progressive participation in the event and produce the reports in printed format or line graph format Progressive Participation it Delegates Presenters Exhibitors Sponsors Advertisers Other Involvement Graph Preview Help Exit The information for this report comes from the statistics gathered daily by the system or each time you log off This will occur only if you ve marked the Prompt for Calculation Statistics When Closing an Event in Global Options Summit notes the date and collects the number of potential and confirmed in each participation category as at that date Each report is sorted in date order oldest occurrence first The reports show the date and the number of potential and confirmed in the selected participation category on that date These reports can be used for forecasting participation and high activity periods for future events To use this form click on the option button corresponding to the desired participation category and then click on the Graph or Print button Toolbar Buttons oc Click to present the information in graphical form Ld Preview Click to print the report 322 Chapter 5 Before Summit Event Manager Pro Contact Follow Up See a description of this form under the Organiser Templates This option gives you access to a variety of document templates that may prove useful when organising an event particularly a large conference These
458. occcccccccnccccncnonos 105 Structure IMPDO it a 122 Sub records definitiON ooccccoccccccnnccoconiconcnnnnns 376 Summit e aE E 71 moving it to the event oocccoocccocccconccconnnnanocanonos 84 optimising performance cccceeeeeeeeseeeeeeeeeeeeees 84 Summit Central Linking SCL to SEMP cccccceeecceeseeeeeeeaeees 104 Summit Contact Manager redistenng iii 13 UD UOT ea a 157 Support utilities coooccccocnncccnnncoronincncnnnnos 355 System CNeckinNQ ooccccocccccccnnoncnccocnnnoncnnoninnnnnacononos 109 Tables reterencedile ins 158 Tabling and seating access from Personal Details form 26 adding a QUEST viii 259 AUTOMATIC tabling viii 260 SUIS tases e E 262 Status Of event ocococcccnccnccncnconcncnoncnnoncnnononcncnaronnnnnns 260 382 Index Summit Event Manager Pro Tax amount in additional charges and discounts 114 set automatic calculation within accommodation depose sa antes al er oe eee 114 set credit adjustment note heading on receipts 113 set credit adjustment note total text on receipts 113 Set INVOICE heading sacccssececseceseseeseesseeesees 113 set Invoice total text oonocccnnnccnnnnccocnnccnnannnnos 113 SELMAN srswstctacateninsncecnutes Ei 113 set Provider details or ABN for invoices 113 SCUING UN aro 113 Tax invoices generate but don t pit ooococcccnccccc
459. of the secretariat office address for correspondence and enquiries for this event Open the Venue Details form and enter details of the venue of this event Open the Registration Types form and enter one record with any description you wish and a price of 0 00 Open the Event Options and Global Options form and set any applicable options Open the Equipment form and enter details of equipment that may be used during the event Enter technical equipment to be used during presentation sessions such as lecterns slide projectors and data panels and catering equipment to be used during catering events such 52 Chapter 2 Scenarios Summit Event Manager Pro 10 11 12 13 14 15 16 17 18 19 as coffee urns and plate warmers Equipment requirements are shown on the various equipment reports Open the Locations form and enter details of any locations where sessions or catering events will take place Locations are displayed on catering reports equipment reports schedules and in the draft programme Open the Organisers form from the Setup Menu and enter details of any people departments or organisations who will be assigned tasks related to the organisation of the event This information is used within the Organiser Catering Events Sessions Ad hoc Notes and Running Sheet If you re using Summit to track outgoing payments open the Suppliers form and enter details of anyone you will be making paym
460. ogramme production 30 00 0 00 0 00 Mailo cost per preliminary programme including envelope 30 00 0 00 Final programme production 000 0 0 00 0 00 Mailout cost per final programme Cincluding envelope 30 00 O 0 00 0 00 Conference proceedings production 0 00 o 0 00 0 00 a Pas Other Fixed Costs Budget Cost Actual Cost Secretariat fax phone stationery photocopying postage 0 00 0 00 Site inspection travel and accommodation Event management fee 50 00 30 00 Eventiregistration desk staff salariez 0 00 00 0 00 Stat travel 0 00 30 00 Staff accommodation neals 0 00 0 00 Staff out of pocket expenses 0 00 Other Income Miscellaneous Budget i 122 40 0 00 Page Up a Peres Page E peti o ys Other Variable Costs The event comes pre loaded with a number of variable costs common to running a large conference You can add more variable costs change the variable costs that are here or delete variable costs that don t apply to your event The actual cost is the total in payments out made against each variable cost A cost can t be deleted once a payment out has been made against it From the system point of view there is no relationship between the figures in the quantity column and the number of people attending your event lf one of these variable costs is related to the number of people attending your event you will need to update it here to match the numb
461. on You should produce all of the reports available from this form as they each serve a different purpose Select each report and then click on the Graph or Preview button to produce it Each report is explained more fully in Chapter 5 Before 50 Chapter 2 Scenarios Summit Event Manager Pro 2 On the After Menu click on the Marketing Breakdown button This will produce the Marketing Breakdown report This report shows how effectively the data you have in Summit is being used and how well the event is being marketed to people This report is explained more fully in Chapter 7 After Chapter 2 Scenarios 51 Summit Event Manager Pro Recurring Meeting Separate Events Meetings that occur on a regular basis usually involving the same group of people Examples are user groups organisation meetings oversight committees management meetings and the annual general meeting of shareholders Setting up each meeting as a separate event is used when you want to use the full functionality of Summit to provide catering reports programmes and so on This method uses Summit in much the same way as you would for a conference Characteristics Held on a regular basis Participants do not pay to attend Can be structured presentations or completely unstructured meetings Not formally promoted No pre and post meeting functions No accommodation or travel component May have a minor catering component There may or may not be mat
462. on for people take the following steps to complete the data entry session 11 Do a Banking Run found on the Before Menu under Financials to summarise all payments received since the last banking run and prepare bank deposit slips for cash and cheque payments and a summary report for each of the other payment methods allowed Chapter 2 Scenarios 63 12 13 14 15 16 Summit Event Manager Pro Open the Correspondence form and produce the desired correspondence eceipts invoices confirmation letters etc Print an Income Reconciliation Report from Financial Reports to see how the event is going and check that all financial data is correct If you re recording expressions of interest print an Interest To Date report from Event Listings to see how progressive participation is coming along This will assist you in forecasting final attendance numbers Exit Summit Back up the event file Other Before Tasks Produce name badges and tickets Name badges and tickets may be printed directly from within Summit or the information for badges and tickets can be exported and given to a name badge manufacturer To produce name badges in either way take the following steps 1 9 From the Before Menu open the Name Badges and Tickets form by clicking on the Name Badges and Tickets button Click on the Produce Name Badges option button If you only want to produce badges that haven t been produced yet click on
463. on name badges report headers the Main Menu correspondence the draft Expression of Interest EOI form Registration form and the draft Programme The start date is used when importing the event structure from a previous event and is used to determine how many days to the event on the Organiser Task List To access the Calendar function to select a date click on the Calendar button to the right of the date field Select Date _ October El feo 0 sun Mon Tue Wed Thu Event Starting Date Wednesday 27 October 2010 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 Pro Secretariat Details This option is for maintaining information related to the address of the event secretariat Secretarial Details Mame of Secretariat The Conference Secretariat Contact Hettie snodgrass thytte Miss Contact Title street Line 1 Level 2 street Line 13455 McCafferty Street suburb or City PORT MELBOURNE State Country AUSTRALIA Phone 61 013 9400 4556 Fax 61 1073 9400 3455 E fiail hettie thesecretariatic conterence net au Web Page Address www conference com au Secretariat s GST Details The information from this form is used as the contact point for the event and is display
464. on of all the options available through this form Toolbar Buttons Click to create a merge letter for the selected participation category See Event Options DL Event Documents for producing different letters for each participation category BN t Click to enter or edit appropriate text for a form letter to be sent to the selected participation category a 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 Before 291 Summit Event Manager Pro Name Badges and Tickets This option enables you to undertake all the tasks related to producing name badges and tickets The different sections of this form enable you to decide exactly what you want to produce Whenever you open this form the settings on the form will be the settings you used last Name Badges and Tickets Restrict Name Badges Produced No Restrictions Produce Name Badges All Peaple Automatically Entitled C Produce Tickets All People Automatically Entitled plus Accompanying Persons Only tor Delegates For Whom Only for Delegates plus Accompanying Persons Only for Presenters Restrict Tickets Produced Only for a Specitic Registration Type Only for a Specific Add On Only for a Specific Session Only for a Specific Person Only for a Specific Catering Event Produce What Only Produce New Badges or Tickets C Produce All
465. on of the payment vou 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 Before 217 Summit Event Manager Pro Print Invoice The system will print an invoice for any outstanding activity If an amount is still owing in relation to any event activity the invoice will be printed in print preview If you want a salutation on the invoice mark the Print Salutation on Invoices and Receipts check box in Global Options in the Setup Menu You can customise your invoice with user defined text after the salutation and at the bottom by clicking on the Edit button See Correspondence further on Receipts This option is for displaying receipts that have been previously issued to enable you to print reprint or delete a receipt Receipts Receipt Number 4 Unprinted IA Receipt Total 4 540 50 Mir Wiliam J Smith The Corporate Chemical Company Amount Event Charges poo4 50 Exhibition 2 200 00 Accommodation The Majestic Hotel 47 Oct 10 00 00 Travel DJ 26 27 Oct 10 20 00 22 00 He DO pr r000 w If more than one receipt has been issued for this person you can select the receipt you require by clicking on the navigation
466. on that begins with your naming convention Select the Format for E Mailed Correspondence you wish to use to format correspondence that is sent by e mail from the Correspondence form Re the four possible formats Text is the most universally readable with products such as Notepad but also gives the poorest formatting HTML Hypertext Markup Language requires the recipient to have software capable of reading HTML pages such as Internet Explorer and RIF Rich Text Format requires the recipient to have software capable of reading RTF files such as Microsoft Word The default value is RTF The latest format is Snapshot a Microsoft product released with Office 97 Service Release 2 which creates snp files It works like Adobe Acrobat in that the document is e mailed exactly as formatted It can be read and printed but it cannot be edited The Snapshot Viewer is a free download available from our website under Free Downloads then Third Party Products In order to select PDF you must purchase the PDF E mail Overlay option from MIE Software This option will convert all your correspondence to a PDF attachment Mark the Warn When Special Stationery Required check box if you wish the system to warn you when label name badge or ticket stationery should be loaded in the printer Clear the check box for the system to start label and name badge printing jobs without displaying the warning Mark the Auto Allocate Payments check box if you wish the system to
467. on the tickets prior to production Click to open the Individual Correspondence form Click to open the Contact Details form to record each contact made with this person as well as any tasks you must do and the associated do by date Click to apply registration add on session hotel booking and or travel requirements to this person either from The Usual or from another person For more information on how to set up The Usual refer to the Usual Registration Travel and Accommodation forms on the Setup Menu Click to delete this person s record If a person is in any way involved in the event you won t be able to delete the record Cancel their registration remove any payments and delete any add ons this person may have Check also for involvement such as Session Chair trade presenter etc Click to print a single badge or ticket for this person and or the accompanying person The Single Name Badge 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 Badge Without Picture EEA Design Preview Help 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
468. ons of interest the Number Confirmed and Repeat Rate for confirmed columns have no meaning The Number on Database column shows the number of people who have participated in past events in each category The Expressed Interest EOI column shows the number of people expressing interest in each participation category who have participated in past events in the same category The Repeat Rate column shows the number of people expressing interest in each participation category as a percentage of those who have participated in past events in the same category The Number Confirmed column shows the number of people confirmed in each participation category who have participated in past events in the same category The Repeat Rate column shows the number of people confirmed in each participation category as a percentage of those who have participated in past events in the same category 360 Chapter 7 After Summit Event Manager Pro 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 Confirmed Delegates Who Didnt Receive a Satchel pe Label Listing Help Exit 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 b
469. onstruction Motes bm booth is considered to be the This booth must be built with enough space premier booth due to its location it s the to its right so that the door to the exhibition first booth to the left as your enter the area can be opened fully Booth booked on Friday 24 May 005 by Wir William Baggins Primo Computer systems Inc The information in this reference file is the source of the entries in the Booths combo box on the Trade Details form To enter booths into Summit take the following steps 1 Enter a number for each booth in Booth Number The booth must be allocated a number only not an alphanumeric i e a number and or a letter This enables the system to sort the booths numerically 1 2 3 etc as alphanumerics sort differently 1 10 100 2 20 200 etc 2 Enter the Booth Type This can be area you sell to exhibitors for example booth stand area marina berth trestle table etc Each time you enter a new booth type it is then available for selection from the pull down list e it s a self growing list 3 Enter the amount you are going to charge the exhibitor for this booth If a goods and services tax GST or value added tax VAT or similar tax applies to trade booths then e If the tax is to be added on to the Booth Sell Price then enter either the percentage it is to be increased by in GST Rate enter 10 as 10 or the amount by which the booth sell price is to be increased in GST Amount and se
470. ook Ctrl O Display the Event Options form If you enter Ctrl O anywhere in the system the Event Options form will be displayed This is handy for changing the report name format when you are switching between correspondence and listings Ctrl W Where am or What event is this If you enter Ctrl W anywhere in the system it will respond by printing the short and long name of the event you re currently in Ctri F 1 Apply Filter You can filter all the records on file and so only for example Confirmed Presenters are available CtrltF8 Also Apply Filter but for use in a Terminal Server environment where Ctrl F1 is not available Ctrl F3 Show Tabling and Seating form from the Personal Details form Ctrl F4 Search by part Accompanying Person name Ctrl F5 Opens the Create Event Programme form Ctrl F6 Opens the Reporter Ctrl F7 Opens the Organiser Copying Ctrl C Copy the selection onto the clipboard Ctrl X Cut the selection and copy it onto the clipboard Ctrl V Paste the contents of the clipboard at the insertion point Ctrl Inserts the same value that s in the same field in the previous record Deleting Backspace Delete the selection or the character to the left of the insertion point Delete Delete the selection or the character to the right of the insertion point 26 Chapter 1 Getting Started Summit Event Manager Pro Text Formatting Ctrl U Ctrl L Ctrl T Change current field to UPPER CASE
471. option Print Confirmation Letters Confirmation letters are produced for people who are confirmed as presenters exhibitors sponsors and advertisers There is a different letter for each category and letters are only produced for people who haven t yet had a confirmation letter produced When people have had a confirmation letter produced the date the letter was produced is shown in the Confirmation Letter Sent date field on the Registration Trade or Presenter Details form To resend a confirmation letter to a person clear the date from this field and another letter will be produced for them when you next print confirmation letters for that participation category To produce confirmation letters take the following steps 1 From the Before Menu open the Correspondence form by clicking on the Correspondence button 2 Select the participation category for whom you wish to produce confirmation letters by clicking on the corresponding option button 3 Click on the Edit button and check that the modifiable section of the letter matches your requirements then exit the Edit form 4 Click on the Preview button This will produce the confirmation letters and associated address labels for those who have requested their correspondence be by letter Summit will then fax letters then e mail It will produce an Activity Log so you can see what s been done 5 After you have printed the letters and labels you will be asked to confirm that they pri
472. or Sponsor Advertiser 0 00 o om 000 Total Allocated 5714 60 y Y Help Cancel OK Remaining Available to Allocate 0 00 If you click on the Find by Family Name Outstanding Balances Only button a pull down list of all people on the database with a non zero amount owing will be displayed in family name order In the above example wads was entered in the Search Filter Restrict to part Name to narrow the search If you click on the Find by Family Name button a pull down list of all people on the database will be displayed in family name order whether or not they have any amount owing If you click on the Find by Organisation Outstanding Balances Only button a pull down list of all people on the database with a non zero amount owing will be displayed in organisation order and then family name order If you click on the Find by Organisation button a pull down list of all people on the database will be displayed in organisation order and then family name order whether or not they have any amount owing Select the record of the person to whom you wish to allocate the payment by clicking on the entry in the pull down list Once you ve located and switched to the desired record the payment can be allocated If you don t know to whom you must allocate the payment as the cheque has no delegate name or event details on it go to the Allocate a Record Person Unknown topic in Chapter 3 How To Chapter 5
473. or 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 314 Chapter 5 Before Summit Event Manager Pro to print all or some of the report to hard copy nominate the number of copies and nominate the printer Toolbar Buttons Reporte Click to open the Travel Reporter Preview Click to display the selected report All reports are described further on Travel Reporter This form is for producing listings for a selected group of travel records For example this allows you to send travel reports to just one carrier and mark those records as notified without marking the reports for all other carriers This form can also be used to add or overwrite travel instructions that will appear on the selected people s itineraries for example a warning of when to arrive at the airport Travel Reporter Selection New Instructions for Selected Records Departure Date Departing From Arrival Date Arriving At Carrier Flight Trip Number Cost per Ticket Booking Status PRNR Locator Number With Special Requirements Mew Records Only Altered Records Only F Sort Report Append or Overwrite By Carrier Append to any existing
474. or each catering event by looking at the number of delegates if you ve indicated that the catering event is for all full registrants and the number of attendees at the associated add on functions The report is sorted in chronological order of catering event To check catering requirements for a single event quickly the actual number attending is displayed in the field Actual in the Catering Budget section of the Catering Events form Confirmed Full and Partial Delegates with No Add Ons This is a simple list of all delegates with no Add Ons Confirmed Full and Partial Delegates with No Confirmed Sessions This is a simple list of all delegates who have no confirmed sessions Delegates by Registration Date This report shows the name position division and organisation of full delegates grouped by registration date All partial registrants those that are registered by an add on are grouped together under the heading Partial Registrations Delegates by Registration Type This report shows the name position division and organisation of full delegates grouped by registration type All partial registrants those that are registered by an add on are grouped together under the heading Partial Registrations Draft Expression of Interest Form While the Draft Expression of Interest Form Draft Registration Form and Draft Programme Front Page could be used for your event the primary purpose of these forms is for checking against the brochu
475. or not The reconciliation of the two figures is Reconciliation Report Total Amount to Reconcile Budget screen Travel Commissions Actual Budget screen Accommodation Commissions Actual Budget screen Other Income Income Reconciliation Report Discounts shown under expenses on Profit and Loss report Profit and Loss Report Total Income Summit Forms Don t Fit Fully on to your Monitor The screens in Summit are designed to display fully without requiring additional scrollbars in a maximised application window on a Super VGA monitor with an 800 x 600 resolution or higher If the Introduction screen did not display fully without a vertical scrollbar or you can not see all the fields on the Personal Details screen the resolution of your monitor is below 800 x 600 probably 600 x 480 To change the resolution of your monitor start the Control Panel program and then choose the Display icon Slide the control bar from 600x480 to 800x600 After you have set the display properties set both the Desktop and Microsoft Office taskbars to Auto hide Troubleshooting Guide 365 GLOSSARY Abstract An abstract is a brief description of a presentation that a person or organisation wishes to give at the conference or meeting Abstracts may vary from just the title of the presentation to a detailed description of the material to be covered by the presentation The abstract title entered on the Presenter Details or Programmer forms is
476. organisation deals showing people nt yet acatedtoatable Porat PeoplenctyetalocsiedaSeat CP Pesplenct yet alocstedtoaTabe Pa frecate requremerts by Set SSC feeca requremerts by Tae Po Boeciel dietary requirements by Table wah seetrumbers Ca rete Accion y Famiyname a able Allocation by Table Portrait able Usage and Capacity Portrait Preview EE lll aie ANC e Us Help Ext Click on the record selector bar to the left of the required report and click on the Preview button For reports you want to print often mark the Favourite check box This will move the report to the top of the form Toolbar Buttons Preview Click to print the selected report 262 Chapter 5 Before Summit Event Manager Pro UTILITIES Introduction to MIE WebLink MIE WebLink is a separate optional program that interfaces directly to the Summit Event Manager MIE WebLink enables potential attendees to enter registration information into an event registration page on Internet and have that information passed into your event database without you having to re enter the information Instead of using static pages that need to be updated any time the information in your event file changes MIE WebLink creates registration forms on the fly based on a subset of your event data If your event data changes you can update registration form by uploading a new event web file The specific interfaces are e Registration Wit
477. orm The profile information is based on the profiles you ve entered on the Profiles form The registration types information is based on the fees and descriptions set on the Registration Types form on the Setup Menu The add ons information is based on the costs and descriptions set on the Add Ons form on the Setup Menu The add ons are displayed in order of the display sequence specified on that form The accommodation and travel fields are those required for the Hotel and Travel Booking forms The hotels and room rates displayed are based on the hotels entered in the Hotels form on the Setup Menu The address information in the document footer comes from the address details entered on the Secretariat Details form on the Setup Menu Event Activity This report prints the same information as the Income Reconciliation report but without any financial data It displays the number of people involved in each separate event activity viz registrations partial and full add ons exhibitors sponsors advertisers hotel and travel bookings Event Activity Export This function enables information within the event report to be exported to an alternative format Information exported includes delegate name accompanying person name organisation registration type and add on s Event File Conversion Report This report details all incidents in relation to converting an event from Summit Version 3 to Version 4 An incident is something the program had dif
478. ost of the information that has been collected to your nominated format usually Excel This Excel file can then be given to your external badge maker to be turned into name badges with 2D barcodes especially for monitoring session attendance Click to export the name and address details for the selected records using a number of different formats You can elect to export just name and address or extended information plus travel and accommodation data As exports are frequently to provide details to external name badge manufacturers after you ve exported the records the system will ask you if you wish to update the people s records as having had their name badges produced If you click on the Yes button the records will be marked as having had name badges produced and name badges will not be produced for these records if you do a new name badge production run The system will provide a default name for the Excel spreadsheet Click to create one address label for each selected record The address labels are sorted in family name organisation or bulk code then postcode order Bulk code is the Australia Post Pre Sort Indicator Code i e Regional Mail Centre codes The size of the labels is determined by which address label stationery you selected in Global Options Click to open the Reporter Listing Choices form See the next page for a full description Chapter 5 Before 305 Summit Event Manager Pro SMS Text Messaging This
479. otified In this case Summit will not prompt you To ensure that the carrier notices the details of the change it is advisable to also put the details of the change into the Primary Person Travel Requirements field For example if the travel date had altered as well as actually changing the travel date on the form also enter something like Travel date altered from 14 10 10 to 15 10 10 Cancelling or Deleting a Travel Booking To cancel or delete a travel booking click on the Delete button on the toolbar The system will delete the record and ask you Do you want to produce a travel cancellation report for this deleted travel record If you say Yes the system will produce a Travel Cancellation Report If the relevant carrier has already been notified of this booking this report should be forwarded immediately to them to ensure that you re not billed for the ticket The text for the cancellation letter can be altered within the User Defined tab of Event Options in the Setup menu Toolbar Buttons Check ney If you click on this button Summit will check the number of available seats of those block booked and display the status Depending on the level of checking you ve set in the System Checking tab in Events Options if by saving if there will be an overbooking Summit will either a ignore it b warn you but let you proceed or c disallow the booking Ticket Availability 1 Including this booking 8 blocked 4 booked 4
480. ottom of all internal reports The default is Summit Event Manager 106 Chapter 4 Setup Summit Event Manager Pro 8 10 11 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 prompts can be a maximum of 20 characters long whereas the data that can be collected can be up to 255 characters long Examples include T Shirt Size Ski Boot Size Immediate Superior Favourite Destination Golf Handicap etc In fact almost any information that Summit doesn t already collect The collected data can be printed and or grouped using the user defined reports facility from within Delegate Lists and the Reporter Mark the Include in MIE WebLink file check box each field that is to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet 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 Individua
481. ou 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 Before New Clears the form ready for the entry of a new record You can also use the New button on the navigation buttons Delete Deletes the displayed record Some records may not be deleted if they re in use Summit always confirms a deletion in case you accidentally press the button E ENA D j Ex 3 o 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 Ja ca mi T ai Cancel Cancels any changes made to the record and quits the form ex A OK Saves any changes you ve made to the data and exits the form Chapter 4 Setup 93 Summit Event Manager Pro 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
482. ou still want modify Summit start Microsoft Access 97 3 4 Locate and open the semp mdb database holding down the Shift key while the database From the File menu choose Open Database opens to prevent the Autoexec macro from running or just press the F11 key after Summit Pro has loaded Make the desired modifications to the objects in the database 6 Note down all your changes so you can reapply them after you have upgraded Summit from an upgrade diskette Please note the following when customising Summit Failure to comply with all of the following may result in loss of some or all data and or corruption of some or all data and or partial or complete failure of the Summit software 1 Do not delete any fields tables queries forms reports macros modules or controls in the semp mdb template mdb or any eve databases Do not change the names of any of any fields tables queries forms reports macros modules or controls in the semp mdb template mdb or any eve databases If you are changing the properties of fields tables queries forms reports macros modules or controls for example to alter the appearance or size of a control only alter properties which affect appearance The following are properties that may be modified without causing software failure BackColor FillColor FillStyle FontBold Fontltalic FontName FontSize FontUnderline ForeColor Height Width Chapter 3 How To 79 Summ
483. ou 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 DA DEMO 2010 Demonstration aumbait Event Manager Pro Avent Line Style a Hide Size Position Position Lined width Lett Margin Line 2 Height Top Margin Font Times Mew Roman T Size eB aoje F Text Colour Background Colour Dividing Lines Show Dividing Line 1 ye Dividing Line 1 Thickness E we ow Show Dividing Line 2 Iw i Dividing Line 2 Thickness O 3 w m E 1 esting and formatting a picture if required 2 Formatting and determining the content of each of the two text lines on the letterhead 3 Formatting the dividing lines at the bottom of the letterhead Inserting and formatting a picture If you do not wish to have a picture on your letterhead click the Hide checkbox For detailed instructions on how to insert a picture see the topic Name Badge and Ticket Design in Chapter 4 Formatting and determining the content of the lines The next step in letterhead design is to determine how many lines you want where you want them what you want to appear on each line and the appearance of each line To do this take the following steps 1 Click on the button corresponding to the line you wish to work on You can have up to two detail lines Line 1 Line 2 2 The line you are currently wor
484. ount 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 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 Chapter 4 Setup 117 Summit Event Manager Pro Import from a Microsoft Excel Spreadsheet This method
485. 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 Listing Prints a report of all the tickets to which this person is entitled E Preview Click to view and print the tickets for the displayed person The Ticket Preview Options form is displayed over page 236 Chapter 5 Before Summit Event Manager Pro Ticket Preview Options Ticket Preview Options C Only Preview Mew Tickets Preview All Tickets
486. p of related option buttons you can select only one button Selected option button O Unselected option button Organiser Organiser is only updated from within the At a Glance section of the Personal Details form Organiser status is deemed to be a participation category and special badges can be printed for them and they can be targeted from within the Reporter Other involvement The Other Involvement category is to enable you to group together people or organisations participating in the event in a way not covered by the major participation categories For example the Other Involvement category could be used to cover group leaders of discussion groups facilitators of open space technology OST sessions or session monitors Within Summit any person may be a member of multiple participation categories A member of the Other Involvement category may also be a Delegate Presenter Exhibitor Sponsor or Advertiser Paid room night Paid room nights usually referred to as room nights are one of the primary measures of event size from a hotel s point of view While the precise rules for determining a room night may vary slightly from hotel to hotel in general one room night means one hotel room regardless of number of occupants paid for one night at an agreed event room rate For example if you had 200 delegates who were not sharing and who were paying the event room rate staying at the hotel for two nights you would have 400 room
487. photocopy the appropriate section and use it as a checklist The text is in Arial 11 point so that it can be easily read The following is how the components of Summit are described within this manual e Forms Reports and Menus are in Title Case e Data fields and Buttons are in Italics e File amp folder names and 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 Some functions on the Before Menu are repeated on the During Menu and the After Menu In the interest of sparing the trees these functions are only described once in Chapter 5 Before 2 Chapter 1 Getting Started Summit Event Manager Pro The screens displayed are a mixture of Windows XP Windows Vista and Windows 7 as well as Access 2003 2007 and 2010 You will notice that Microsoft changed the shade of the system or background gray colour between these versions of Access from a darker to a lighter gray Chapter 1 Getting Started 3 Summit Event Manager Pro Summit in a Networked Environment If you have a multi user copy of Summit it is licensed be loaded on up to ten computers on a local area network LAN Illustrated below are three examples of network set ups Client Server Network File Server 1 Holds e
488. ple if you were running a conference in the healthcare area you could define profiles for Vendor Hospital Administrator Nursing Medical Pathology Pharmacy Research and Development etc Program icon A program item icon is the graphical representation of an application or document Double clicking on a program item icon will open the application or document Record selector bar The record selector bar is displayed on the left hand side of records The display on the record selector bar will vary dependent on the state of the record Record selector displays include gt The current record no alterations have been made df 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 374 Glossary Summit Event Manager Pro Reference file A Reference File is a user defined list of valid items for example a list of valid fee categories or membership types that is to be used by the organisation Reference files usually have only the one item on a form and the data is entered one record at a time The valid items are then displayed for selection via a combo box in a main data entry form Room night See Paid Room Night Running sheet A running sheet shows in date and time order everything that will happen during and around the event when and where it is to happen who has to do it and what
489. ported 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 120 Chapter 4 Setup Summit Event Manager Pro Toolbar Buttons Fill Column 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 Clear Column Click to delete the data in a particular field from all records if one column contains incorrect or nonsensical information Move Column Click to move the information from one column to another This will replace all data in the column you are moving the information to This is also used if the information you are importing is not in the same order as that required by Summit but is not transposed with another column soume Click to swap the information in one column with another if the information you are importing is not in
490. pression Of Interest Form from Event Reports 3 From the Before Menu open the Reporter and select the records of those to whom you wish to send a brochure Note that if you don t mark any check boxes at all you ve selected the complete database Click the Label button for address labels in family name or postcode 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 Issue an Event Registration Programme or Brochure This activity takes place after the date and venue of the event have been decided and the event structure programme and costs have been defined The purpose of this activity is to get people to start registering for your event It is important to ensure that the information you collect from people is accurate and complete so that you don t have to contact registrants to clarify details To issue a registration programme or registration brochure take the following steps 1 From the Before Menu open the Programmer form and check that you ve completed entering all presentations and allocating them to sessions 2 Print a draft programme by clicking the Draft Programme button and check that all details are correct 3 If you re creating your own programme rather than use the draft export the draft programme by clicking the Export Programme button incorporate it into your own document and check that all details ar
491. print 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 284 Chapter 5 Before Summit Event Manager Pro by marking the check box Confirmed as Presenter on the Presenter Details form or the Conf Pres check box on the Programmer form You must also set the abstract status to Selected Only Confirmed Presenters with Selected abstracts who don t have a date in the Confirmation Letter Sent field on the Presenter Details form will have a confirmation letter produced for them This enables this process to be run more than once as the programme is being fine tuned and not select the same people The user defined text is printed before and after the data regarding the abstract and session placement If a person has submitted more than one abstract all abstracts that have a status of Selected will be included in the one confirmation letter Presenter Confirmation Letter with Registration
492. ption enables you to load any custom changes made specifically for you Note You can perform an update of this type at any time and without affecting any event data files The terminology can be confusing but an upgrade usually means a different program for example re written in the latest language and an update is a patch to the current product Install Custom Update Connect to the custom update file Valid custom update file at PT Custom Update Details If you have a custom update database or want to load the specialised postcode table open the Update Summit Software form by clicking on the Install Custom Update button on the After menu Click on the Connect to the update database button at the top of the form You will be asked to specify the location of the update database a file usually called SEMPu cdb or one of the specialised postcode table filenames The location will be the SEMP folder or wherever you ve unzipped the file Once you ve specified where the update database is Summit will connect to it and check that it is at least as up to date as the copy of Summit you currently have loaded Summit won t let you load an update from an earlier version Click on the Complete the Update button at the bottom of the form Summit will be updated to the latest version 356 Chapter 7 After Summit Event Manager Pro REPORTS Participation Breakdown This option enables you to select reports that break down the att
493. ption 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 128 Chapter 4 Setup Summit Event Manager Pro Before creating a new add on check that this thing is not something that applies to all participants automatically If it is it is not an add on Check whether it is either a catering event or a session Examples of catering events that are not add ons are morning teas and lunches that are available to all participants Examples of sessions that are not add ons are a conference plenary session or sporting event opening ceremony that all participants are entitled to attend Toolbar Buttons Click to display the Budget Calculation Settings form see previous option for more information This form enables you to set the
494. pulate the data prior to importing it Import from a Comma Delimited Text File This method of importing records should be used where you have name and address records in comma delimited format provided by another application Comma delimited means that each field in the file is delimited or separated from the next field by a comma To successfully import from the comma delimited file the records you wish to import must be stored with one record per line with each text field surrounded by double quotes and with each field separated by commas If the information in a particular field doesn t apply to your data leave the field blank don t omit the field The following is the beginning of a sample line where Job Title is not used hr John smith Marketing You will be asked to specify the location of the comma delimited text file If you re uncertain of the file location use the file open dialogue box to determine the location on your system or network of the comma delimited text file If you enter an invalid file location the import process will be terminated Once you ve entered the location of comma delimited text file Summit will ask if the first row contains headings If it does and it should Summit will open the Link Fields forms see under Import from an Access Database further on so you can link your data fields with Summits Once that s done Summit will import the data into a temporary storage area and then display
495. que In the following example a cheque was sent for 950 but this person only owed 910 After you enter the payment and click on the Allocate Payment button the following form is displayed Allocate Payment Search Filters fetta part H Fine mt hres Available to Allocate ao Eiei A PEARL E 1 474 00 P 111 Dr Jeff Jones The Royal Hospital Total Already This Still Amount Paid Payment Owing Event Charges 748 00 0 00 748 00 0 00 Hotel Arrival Departure s ks b The Majestic Hotel 26 Oct 10 30 Oct 10 200 00 0 00 200 00 N ES Flight Date From OF 26102 26 Oct 10 Sydney UN Gold Coast 3994 00 0 00 394 00 Exhibitor 0 00 0 00 0 00 SODA Sponsor 0 00 0 00 0 00 0 00 Advertiser 0 00 0 00 o oo 0 00 Total Allocated 1 342 00 Remaining Available to Allocate 132 00 Summit has taken the amount needed from the cheque of 950 to match this person s liability of 910 The person s liability is displayed in the Total Amount column and Summit has automatically matched that liability with amounts in the This Payment column Note you can turn off Summit s automatic allocation function in the Event Options form in the Setup menu Automatic allocation bv Summit 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
496. r Pro System Requirements Hardware Intel Core i7 870 2 93 GHz or faster 80 GB hard disk space 4 GB RAM SVGA or higher resolution monitor 1024 x 768 resolution or higher Mandatory Operating Environment Components All Summit products require the following to function correctly Windows XP Windows Vista or Windows 7 Access 2002 Access 2003 Access 2003 Runtime Access 2007 or Access 2010 Outlook 2002 Outlook 2003 Outlook 2007 or Outlook 2010 Tested Operating Environments Windows 2000 Office 2000 does not support Summit Central or Summit Event Manager versions above 9 47 Windows XP Office 2002 XP no known issues Windows XP Office 2003 no known issues Windows Vista Office 2007 Refer to Windows document and Office 2007 document Windows 7 64 bit Office 2010 32 bit Refer to Windows document and Office 2010 document NOTE Summit products are not compatible with Office 2010 64 bit Other Recommended Software WinZip compression program for faster emailing of event data files Express ClickYes assists with individual and broadcast e mails Win2PDF enables creation of PDF files of all correspondence Conventions Used Within this Manual This user manual has been designed with the following concepts in mind It is a standard A4 size so that most descriptions of forms and reports fit on a page and to allow for easy photocopying This practice is encouraged as the Scenario section was designed for you to
497. r each new item in the line with the asterisk in the record selector bar When you receive each item you can mark the Received check box 228 Chapter 5 Before Summit Event Manager Pro T If you wish to track whether or not you ve sent the person a sponsorship kit you can enter the date you sent them a kit in the Sponsor Kit Sent field If you re sending the person a system generated form letter with the sponsorship kit you can have the system update this field automatically when the Form Letter is produced See Form Letters If you wish to track whether or not you ve sent the person a letter confirming that they are sponsor at your event you can enter the date you sent them a confirmation letter in the Confirmation Letter Sent field If you re sending the person a system generated confirmation letter you can have the system update this field automatically when the Sponsor Confirmation Letter is produced See Correspondence If you wish to track whether or not you ve sent the person a form letter you can enter the date you sent them a form letter in the Last Form Letter Sent field If you re sending the person a system generated form letter you can have the system update this field automatically whenever a Form Letter is produced See Form Letters Click OK button to save the changes A report of any rules that have not been adhered to will be reported on the Sponsor Follow Up report To set the rules for your sponsors see Tr
498. r event database without you having to re enter it Contact MIE Software if you are interested in having a web page created for you using MIE WebLink Internet Assistant E Mail Checking Auto Reply Setting 18 04 2010 10 59 49 ar Check for Mail Received Since Server Time tf Mone 1609 2010 10 59 49 ar Last Mail Check server Time e i aera 18092010 1 58 22 pm Last Mail Check Local Time check Maal Mow Collect Credit Card Type on Secure Registrations with Payment C Detailed Unprocessed Requests Auto Reply Content Demographics Updates f Demographics Update Expressions of Interest C Expression of Interest Registrations without Payment Registration without Payment Unsecure Registrations with Payment Registration with Payment Secure Registrations with Payment 5 j Speaker Presentation Details SpeakeriPresentation Details internet Activity Log Number of Entries Find Log Entries Earliest Entry To Containing Text preview Late
499. ravel record all details previously entered in the Flights and Transfers form will be displayed on this form These fields can be altered to reflect the individual requirements of the person or left as is If the latter is the case click on the OK button to save the booking This field will be grey and disabled if the carrier has been notified by the printing of the Travel Requirements reports 4 Select the type of travel on the Travel Type option box either Flight or Transfer Each type of travel is reported on different reports 5 Enter the intended travel date in the Departure Date field Click on the calendar to the right of the field to select a date Chapter 5 Before 203 10 11 12 13 14 15 16 17 18 19 20 21 22 Summit Event Manager Pro Enter the time of the flight or transfer in the Departure Time field Enter the departure port in the Departing From field or select one from those already entered by clicking on the down arrow to the right of the field This information is used in the Departures report found in Travel Reports menu Enter the date and time this travel leg ends in Arrival Date and Arrival Time fields The Arrival Date field will default to the departure date but can be changed if required Enter the arrival point of this travel leg in the Arriving At field or select one from those already entered This is used in the Arrivals report Select a carrier from the pul
500. rds are displayed on pull down lists and in reports in the order specified in this field The display sequence is in ascending order For example a display sequence of 1 will display before a display sequence of 2 Any add ons that don t have a display sequence will be displayed before add ons that do have a display sequence Any add ons with the same display sequence will be displayed in alphabetical order 4 If there is a limit to the number of places or items enter the Maximum Number allowable and the system will warn you if you ve used up the number allowed and no places or items left to allot The system will not stop you just warn you 5 Mark the Ticket Required check box if you want the system to produce an admission ticket for each person who has selected this add on 6 Mark the Registration Type Add On check box if this add on is a partial registration type If so marked the system will place this add on in the Registration Type field on such delegate correspondence as Confirmation Letters and Participation Records Partial registrations can be selected from the reporter People with a Partial Registration add on are deemed by the system to be Partial Delegates 7 Mark the Accompanying Person Add On check box if this add on is only relating to accompanying person activities This will have the effect of the accompanying person s name being printed on the attendance listing rather than the primary person s name 8 Mark the Hi
501. reating Custom Badges If you don t find an exact match for your stationery type you ll need a Custom badge To create a custom badge take the following steps 1 Determine exactly what size your badges are by measuring your badge size as well as margins and spacing between the badges Open the Global Options form and enter the Number of Badges per Sheet For standard stationery this step is not necessary 2 Click on the Custom button and enter the Width and Height of the badge and select the measurement type centimetres millimetres or inches Stationery oon Standard Stationery eee II standard Standara width al Height 5 2 Unit of Measure Centimetres s 3 Determine the number of lines and type of data you want on your badge In the example below we have only three lines Event Short Name Badge Name or Given Name and 172 Chapter 4 Setup Summit Event Manager Pro Organisation All Badges so that the accompanying people will have their partner s organisation on their badge Name Badge and Ticket Design rre Name or Given Name E Organisation All Badges 4 Click on the Preview button The following page will be displayed El Summit Event Manager Pro DEMO 2006 Reaching the Summit in Event Management File Help Print Setup Ctrl P _ y else setup M1 5 08 Send Output To Excel Output To Rich Text Format Output To Text 2 Consolidated Acme Co
502. 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 payment 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
503. rect If you are recording expressions of interest print an Interest To Date report to see how progressive participation is coming along This will assist you in forecasting final attendance numbers 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 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 elther way take the following steps 1 From the Before Menu open the Name Badges and Tickets form by clicking on the Name Badges and Tickets button Click on the Produce Name Badges option button If you only want to produce badges that have not yet been produced click on the Only Produce New Badges or Tickets option button If you want to produce all badges regardless of whether or not they ve already been produced click on the Produce All Badges or Tickets Chapter 2 Scenarios 33 Summit Event Manager Pro 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
504. rect edit them through the Payments In Reporter For a full description refer to the Edit Incoming Payments section under the Payments In Reporter in Chapter 5 Before Payment not allocated If you haven t allocated the payment in full or in part you can delete an incorrectly entered payment by displaying the erroneous payment from the Allocate Payments form If the Delete button rubbish bin is displayed you can click on it to delete the payment If the button is disabled it means that the payment has been allocated and can t be deleted You can delete a banked payment as long as it hasn t been allocated Payment allocated If the payment has been allocated you can reverse the allocation then delete the payment Refer to the topic Reverse an Allocation Error in this chapter Count Records in a Particular Category You may want to know how many people fall into a particular category without necessarily printing a report For example you might want to know how many people within a particular participation category are going to a particular add on To count records in a particular category take the following steps 1 Open the Reporter form from any menu by clicking on the Reporter button on the Before During or After Menus 2 Define the category you wish to count records by marking the check boxes in the Participation and or Profile sections of the form and or selecting an Add On 3 Click on any one of the output for
505. reement Chapter 1 Getting Started 9 Always select the Standard installation unless you have very clear and specific idea of exactly which components of Access you want installed Click on the large button to the left of the word Standard Click on the Install button to commence the Installation process Summit Event Manager Pro 3 Summit Event Manager Pro Setup Standard Summit Setup Click the Standard button to continue your Summit installation Standard Installs all required Summit components Recommended For all users Custom Allows users to choose which Folder Summit is installed into Only recommended for Terminal Server installations fe Summit Event Manager Pro Setup Ready to Install The MIE Software Setup Wizard is ready to install Summit Event Manager 0 Click Install to begin the installation IF you want to review or change any of your installation settings click Back Click Cancel to exit the wizard 10 Chapter 1 Getting Started Summit Event Manager Pro je Summit Event Manager Pro Setup Completing the Summit Event The timetakenby Manager Pro Setup Wizard your computer ton install the software Click the Finish button to exit the Setup Wizard is dependent upon its processing power The process will end by stating that the installation was successful Select Finish Chapter 1 Getting Started 11 Summit Event Manager Pro starti
506. res and forms you create to make sure that those brochures and forms are accurate and that they contain all the information you have entered into Summit This will ensure that you capture the information you need to get the most from Summit Unlike templates drafts will change each time the information within the system changes In the Draft Expression of Interest Form the heading comes from the Short Name and Full Name entered on the Event Details form on the Setup Menu The name and address fields are those required for the Personal Details form The information on official venue and official carrier is entered on the Expression of Interest EOI and Profile form and is reported in summary on the Interest To Date report The profile information is based on the profiles you ve entered on the Profiles form The address information in the document footer comes from the address details entered on the Secretariat Details form on the Setup Menu Draft Programme Front Page All the information except for the event venue name is based on the information entered on the Event Details form on the Setup Menu The venue name comes from the Venue Name entered on the Venue Details form on the Setup Menu Chapter 5 Before 275 Summit Event Manager Pro 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 f
507. riat ANIMO ooo 375 entering details ooccoonncccoocnccnonccnonocnnnononnannnnas 97 Seminar MNOS E aei e aa AORE TNES 38 SEQUENCE rrio et are ee 164 Session chair delito cid 375 Session Chair Tepolt c oonnnccocccccccnccncnncncnoncnonnnnonons 279 Session Choice by Person report c coccccccinncccccccc 279 Sessions compared to add ons and catering events 94 CLE TION lada 315 how to create and modify cccccoccccccoccnccncnoncnnnnnns 163 reference file SCreen oooccoonccocncocnconcncconncnononnnos 163 SCOUCIICC ir 164 Session Attendance repoOlt cccoccncccccccccccnccocnncnnoo 279 Session Attendance Summary report 279 Session Preferences and Attendance report 279 SMS from Personal Details ooo ooococoncoconcocc ccoo 185 187 rom the Reporter arriaren dl 306 Special Diet print on Confirmation Letters oocooocc 101 Special dietary requirements ODO ias dare 162 262 310 Special fields definition cocccoococionnnonnnnnos 375 Sponsor confirmation letter ooncconnccocncocnconinnconnnononos 285 defining the rules ooccccooccococononccocnnconoconnon 179 ASIN la 376 trade details fOrM oocccoccconncoonccocnconinnconncononos 226 Sponsors entry OF detallS cis 226 SEA eee ee 114 Starting SUMMIT PrO ia didas 12 Statistics collecting after event end occcc
508. ring a golf tournament additional tickets to an inclusive function for the accompanying person etc e 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 e 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 Chapter 4 Setup 127 Summit Event Manager Pro 2 Whichever option above is chosen the system will display the total cost to the delegate being the price of the Add On plus GST in the Price with GST field This is a display only field to enable you to check that you have all pricing components correct prior to locking the event fees 3 Enter the Display Sequence you require Add on reco
509. rive at the event Before the people arrive From the During Menu open the Registration Desk Worklist form by clicking on the Registration Desk Worklist button Click on the Preview button to produce one or more paper copies of the Registration Desk Worklist This is done so that you can keep processing arrivals if you have a system failure and it also enables you to have multiple arrival points at high peak periods with some points using the paper copies As they arrive 1 From the During Menu open the Registration Desk Worklist form 2 If you have a computer at the event as people arrive locate their records by entering all or part of their names in the Find by Full Name field then press Tab or Enter Mark the At Event check box for each person If you have given the person any materials associated with the event mark the Satchel Given check box for the person s record 3 If you don t have a computer at the event find the person s name on the printed Worklist and place a tick in the At Event box If some materials are to be given tick in the Satchel Given Dox Chapter 2 Scenarios 65 Summit Event Manager Pro 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 proc
510. rk the Inclusive Function for Full Registrations check box Summit will use this field when compiling the catering requirements by counting the number of full registrations in the database at the time If you think more or less people are likely to come to the function than are entitled to enter a positive number to increase the number catered for or a negative number to reduce the number catered for in the Discretionary or for Catering Requirements report field The number to cater for on the Catering Requirements report will be adjusted up or down by the number you enter here The discretionary adjustment must be between 32 767 and 32 767 You can use the two buttons on the right hand side of this field to increase or decrease the discretionary adjustment An example of a situation where you would use this adjustment is where you have a Welcome Reception the evening before the start of your event Frequently these events are available to all participants but some participants who are travelling to the event don t arrive in time or locals may not bother coming In this case you would enter a negative number equal to the number of people that you estimate will not come to the function even though they are entitled to Use of this field helps reduce the wastage associated with over catering 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
511. romotional 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 attendance is broken down into country except for the default country which is broken down into states The default country is entered in the General Settings tab of Event Options on the Setup Menu Participation by Add On This report shows how many people selected attended each add on The report also shows how many add ons people subscribed to This information can be used for designing future event programmes For example if all add ons were well subscribed and most people took a number of Chapter 7 After 357 Summit Event Manager Pro add ons there is probably scope for increasing the number of add ons in the next event s programme 358 Chapter 7 After Summit Event Manager Pro 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 con
512. room Examples are Pays Own Account or All Charges To Event Master Account Billing Methods Include in MIE VwebLink File mW Mark the Include in MIE WebLink file check box if this Billing Method is to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet The information in this reference file is the source of the entries in the Billing Method combo box on the Hotel Booking form The billing method for each person is shown on the Accommodation Reports that are sent to hotels Deleting a billing method from this reference file won t alter records where that billing method has already been used but will mean that the deleted billing method may no longer be used unless reinstated using this form Chapter 4 Setup 141 Summit Event Manager Pro Booths This option is for maintaining a reference file of booths used by exhibitors at the event This information is used to produce the Booth Requirements reports Booths Booth Counter Booth Mumber Booth Letter Booth Sell Price Price with GST GSTI Rate or GST Amount Price Does Not Include GST C Includes GST Unit of Measure Metres Booth Width Booth Depth 5 00 Booth Area e Booth Description for Exhibitor Confirmation Letters Booth One is the first booth to the left as you enter the exhibition Booth Build Cost Ta Booth Build Paid Booth Promotional Motes Booth C
513. ropolitan area If you re going to import name and address details from an earlier event that used this software or from another MIE Software package it is possible to import the profiles and profile settings from the previous event or other MIE Software package If you choose to import profiles any profile settings you make here will be overwritten by the profiles from the import source Chapter 4 Setup 155 Summit Event Manager Pro Toolbar Buttons Reset 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 wish to reset All records on the database with that profile set to Yes will then have that profile number set to No That profile number can then be re used for a different profile name 156 Chapter 4 Setup Summit Event Manager Pro Suppliers This option is for maintaining a reference file of suppliers who are connected with the event Suppliers supplier Counter supplier Name The Majestic Hotel Contact Marne Ms Effie Effecacious Contact Title Functions and Banquets Manager street Line 1 street Line 2 3045 Main Road suburb or City SURFERS PARADISE State Postal Code 4606 Country AUSTRALIA Phone 0 1234 5676 Fax 071 9076 5452 E Mail jeffiet
514. rted demographics open the Reporter form on the Before Menu and print a full database listing by clicking on the Listing button and use this to identify and delete any duplicate records that resulted from the import s You can delete people s records until they become financially involved with the current event Open the Correspondence Text form from the Correspondence form by clicking on the Edit button and enter any additional text you want to appear at the top and bottom of receipts and or confirmation letters The Correspondence form is on the Before During and After Menus Open the Name Badge and Ticket Design form and 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 form and lock the fees into place You will not be able to register attendees until event fees have been locked Once locked event fees may be unlocked if you haven t started registering people yet Once you ve started registering people event fees can t be unlocked Chapter 2 Scenarios Summit Event Manager Pro 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 oth
515. rtiser and Other Involvement Database file The files containing the actual data tables These files are readily identified by a eve suffix for event file For example event2004 eve Date format Date fields require dates to be entered in formats that can be readily translated to a valid date As an example for 14th June 2004 the following are all valid ways of entering a date e 14 Jun 04 368 Glossary Summit Event Manager Pro 14 Jun 2004 14 6 04 14 06 2004 14 6 or 14 6 the system assumes the current year Delegate A delegate is an individual or organisation taking part in the event or meeting as a normal attendee Within Summit any person may be a member of multiple participation categories A delegate may also be an Exhibitor Presenter Sponsor Advertiser or a participant in the Other Involvement category When you mark a person or organisation as having expressed interest in being a delegate on the Expression of Interest EOI and Profile form they are marked as a Potential delegate When you confirm them as a delegate by entering a registration type on the Registration Details form they are automatically changed from a Potential to a Confirmed delegate If you cancel the person s registration this will clear their registration type and they will change from a Confirmed back to a Potential delegate Delete allowed It is not always possible to delete records used in Summit Records may never be deleted from si
516. rts Listing Contents Orientation Favourite P accommodation by Primary Parson Lanse J ecommodiation Requirements by Hotet ered Lance accommodation Requirements by Hote New acne J ccommodiaton Requirements by Hotet Total Landscape aress Labels For Actes Pa Bock Bclings Situs y Hall Pr sk Bookings Status Total IO a feheckins by Arrival Time MIO reck Out by Departure Time La Commissions Hby Hotel Commissions Total Hotel List By Hotel Names Only Hotel List Mames Only Participants Without a Hotel Booking People and their Hotels People and their Room Numbers People Without Room Mumbers Room Nights by Hotel Room Mights Total Rooms and their Occupants Unallocated Share Requests wa a use Reporter Preview Help Exit To use this form click on the record selector bar beside each report you want to print then click on the Preview button Alternatively you can use the up and down arrows on your keyboard to navigate to the report you require For those reports you print often mark the Favourite check box to move them to the top of the form All the reports are displayed in print preview This enables you to print all or some of the report to hard copy nominate the number of copies and nominate the printer Toolbar Buttons Click to open the Accommodation Reporter Click to display the selected report All reports are described further on Chapter 5 Before 311 Sum
517. s Event Details Once selected pressing the Enter key has the same effect as clicking on it In some areas of Summit command buttons are disabled and can t be selected unless further information is provided by you Examples of this are the Previous and Next buttons associated with finding a person s record by family name or organisation These command buttons are disabled if you don t have anything entered in the Family Name or the Organisation field Note All forms and dialogue boxes in Summit are modal This means that you can t do anything on the form underneath the currently active one until you ve closed the currently active or top form Closing Forms The forms in Summit don t have the system menu icon on the top left hand side of the title bar and must be closed using the command buttons found in each form s toolbar Any of the following command buttons will close the active form his Ay 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 xX Saves all changes made to the current record and closes the form Entering Dates and Times The quickest way to enter a date is day space month or day forward slash month and the current century and year are assumed For example if you entered 9 4 or 9 4 the system will redisplay 9 Apr 10 Every
518. s for defining the rules if any to which the exhibitors must adhere during the event Trade Rules Exhibitors Sponsors Advertisers Must send in a Logo e lw lw Must send in a Company Overview ye us e Exhibitors Must specity a Booth Type Must specify a Fascia Name Must specify a stand Manager Must specity Power and Lighting requirements Must specify Furniture requirements Must specify Plant requirements Must specify Accessories requirements Advertisers W Must send in Copy If a rule is to be followed it is marked The information from this form is used by Summit in preparing the Exhibitor Follow Up report the Sponsor Follow Up report and the Advertiser Follow Up report These are exception reports that list any person that doesn t conform and the associated rule If the exhibitors sponsors and or advertisers conform to all marked rules they are not shown on the report i e the aim is to have a blank report The Exhibitor Sponsor and Advertiser Follow Up reports can be found in Trade Reports Chapter 4 Setup 179 Summit Event Manager Pro THE USUAL The Usual Registration This option enables you to enter what is the most likely registration and is used in cases where most people have the same registration details When entering details into the Personal Details form instead of entering a person s registration details by going into the Registration Details form you can click on The Usual button on the Perso
519. s form and import name and address details from as many sources as you wish While it is possible to import demographic information at any time it is best done before you start entering details of people to minimise the risk of duplication After you ve imported demographics open the Reporter form on the Before Menu and print a full database listing and use this to identify and delete any duplicate records that resulted from the import s You can delete people s records until they become financially involved with the current event Open the Correspondence Text form from the Correspondence form by clicking on the Edit button and enter any additional text you want to appear at the top and bottom of confirmation letters and itineraries The Correspondence form is on the Before During and After Menus Open the Name Badge and Ticket Design form and define the name badge style for this event Open the Events Report form on the Before Menu and print a schedule and a schedule by location Open the Event Reports form on the Before Menu and print a draft expression of interest form a draft registration form and a draft front page Check all the information on the reports created above and change where necessary Open the Templates form and select templates you may wish to use in the organisation of your event Open the Lock Event Fees form and lock the fees into place Before This section is divided into two sections The first section shows
520. s 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 Chapter 4 Setup 99 Summit Event Manager Pro 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 Prompt for Calculation of Participation Statistics When Closing an Event T Check the Organiser Task List When Opening an Event I Check Payment Details Before Banking Run F Prompt for Alternative Reporter and Delegate Listing Headings W Print Salutation on Receipts and Invoices Print an Invoice Number on Invoices e Print a Delegate Reference onthe Second and Subsequent Pages of Tax Invoices Warn Before Updating Master Database with Name Address and Other Changes W Notify of Successful Event File Open I Show Correspondence Log when Correspondence Run is Completed W show special Diet on Confirmation Letters M Resume Express Click Yes when starting an E Mail Session M Suspend Express Click es when Ending an E Mail Session Set Optimal Database Defaults Show Single Badge Field Mames M Confirm Single Badge as Printed M Folder far External Single Badge Files Browse Word Processor Program Path and Mame C Program Files Microsoft OficeOF FIICEI 1 winword ex Browse Summit Central Matching Mone w Address Label Stationery Avery L7163 14
521. s 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 nvoice Printed will always print an invoice for whomever owes money If you want to do say a weekly invoice run select the option nvoices for People Who Haven 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 in
522. s line the default is black Text Colour CUBELBLUBLUMLL In this case the text colour is left black 8 Determine the background colour for this line The default is white clear Background Colour Transparent In this case the background colour of white is selected You can also select the background colour to be transparent so that you can place data over the picture The badge would now look like this on the design form The badge would now look like this on the Preview form with sample data fy Event Long Name B Badge Name or Given Name amp Family Name Add On Description Tid Defined Text 1 Chapter 4 Setup 171 Summit Event Manager Pro Y Name Badge or Ticket AE The Summit Event y The Summit Event Management Demonstration J Y la Management Demonstration Conference A Conference E Chang Su Lee Chang Su Lee Conference Dinner Black Tie 33 Conference Dinner Black Tie 33 A The Summit Event a The Summit Event Management Demonstration Management Demonstration y Conference Am Conference Chang Su Lee Chang Su Lee Finally give the design a name and enter this in the space provided Format 3 Mame Default 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 C
523. s the form of display of advertising materials inclusion of advertising materials in delegate satchels or placing advertisements in publications related to the event such as promotional EOI brochures draft programmes final programmes and conference proceedings Within Summit any person may be a member of multiple participation categories An advertiser may also be a Delegate Presenter Exhibitor Sponsor or a participant in the Other Involvement category Application An application is a computer program or group of programs that performs a specific task such as word processing Summit is another example of an application At conference At Conference are individuals or organisations who have had the Attended Event check box marked on the Personal Details form or the At Event check box marked on the Registration Desk Worklist form Auto allocate When a payment is allocated against a particular person the payment must be allocated against the amount the person owes for Delegate Exhibitor Sponsor Advertiser Accommodation and or 366 Glossary Summit Event Manager Pro Travel activities When you auto allocate the system distributes the payment amongst the categories automatically based on the amount owing in each category The allocation made by the system can be changed by you before the allocation is confirmed Booth An area of floor space allocated to an exhibitor for display and advertising purposes at the conferen
524. side 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 252 Chapter 5 Before Summit Event Manager Pro 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 Running Sheet Motes Times Date H Note To Ta ett Piae i up hr Bouvier from the airport ese e eao Ensure oe have arrived from the florist Wednesday ae 27 Oct 10 4 00pm Hettie y set up the Registration Desk Wednesday Ta 2 Uct10 5 00pm Garry Felder w Check that there s enough slide carousels in the Speakers Lounge Wednesday O Me An Refresh New Record 14 4 7 1 gt et lhe of 4 To enter a Running Sheet note take the following steps Ps 1 Enter a Date Use the calendar if necessary The day of the week
525. sion 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 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 Enter the type of paper or select it from the pull down list of presentation types for example paper poster workshop demonstration etc This information is used on the Presenter Confirmation Letter This is a self growing list Once entered it is then available from the pull down list 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
526. sonal detalle io 183 ENVOlOPOSu ias 246 Equipment reference file SCreen ccoooccccocnccccnnccocnccnonononnnos 145 Equipment reports discrepancies ad Sad 363 A ee eee eee 363 Biror IMGSSAQES trip ect tii 363 Event activity PepOlrt ocoooncccoccnconcnncncnncnncnnoncncnnnnnnnoss 276 Event detalla RA 96 Event documents screen cccccccsseeceeeseeeseeeeseess 108 Event file notify when Open oocccccnoccnccnnccncnnncnnononononnnnonononcnnos 101 Event OPtiOns cccccccseeceececececseeseeeecaeeseeeseeeeseeens 103 Exhibitor confirmation letters cococcccccnccccnnccnnnccnnnnnno 285 aata ENUY iera ea ide cua 227 defining the rules ooocccconcccccoccnccnoccncnnanononononnnnns 179 Genuo M sa r a x ice aie as eceteaennense 369 trade details TOM cnica 226 Exhibitors entry oft detalls AAA 226 set tax rate en cetast A A 114 Export badge data in Tradevent format ooocccoo 296 badge data in Tradevent format oocccccocnccccco 304 data to MYOB Card File ooccccocccccccnccncncnn 303 name and address details to Excel 305 reports AS Web pages cooccccccccocccncncconoconccnnnnanonon 21 reports to a text le ici ieekete 21 repons O EXC Nu dd dass 21 reports to RTF or Word oocccoccccccncoccccncccococonnnnnos 21 to data interchange table oooocconccconccccnccnnno 304 to diskette CDi 296 Express CleK Y CS Su sd 101 Expression of i
527. splays the Person Number as well as the full name and address so that duplicate person details can be seen Profiles Breakdown This report shows each interest Profile and the number of people who have been marked with it in each participation category This information can be valuable when preparing marketing material and the event programme to ensure that the event is targeted at the most popular profiles As the use of this information is general rather than exact and the report can take quite a long time to run you re given the choice of creating new report data or using the last calculated report data The Pot and Con at the top of each column of the report refer to potential and confirmed respectively in each participation category There is one row of the report for each profile you ve set up on the Profiles form Running Sheet Landscape and Portrait This report contains all sessions with the associated presentations and equipment requirements as well as the running sheet notes and setup tasks all catering events with the catering running sheet notes and setup tasks plus the menu and all ad hoc running sheet notes in chronological order Each day starts on a new page The report prints all the activities that are to happen at the event it shows in date and time order what is to happen where and at what time it is to happen and any additional instructions to a person or organisation who is responsible for ensuring a
528. sponsors OR who are advertisers An OR selection increases the number of people you select The default selection method for the Reporter is an AND selection If you want an OR selection select the Select If Any Fields Match OR option in the When 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 Before 297 Summit Event Manager Pro Participation Another mechanism for restricting record selection is by Participation To include people in one of these participation categories simply mark the check box in the Are column beside that participation category To include people who aren t in one of these participation categories simply mark the check box in the Not column beside that participation category Reporter Participation Saved Queries Multi Registration Multi 4dd Cn Multi Sessian 2 E im Mot Are At Event FP Session Chairs Confirmed Presenters T IES confirmed Exhibitors FP of Organisers Confirmed Sponsors Confirmed Advertisers Confirmed Other Past El Current EC Past Delegates Potential Presenters Past Presenters Potential Exhibitors Past Exhibitors Potential Sponsors Past Sponsors Potential Advertisers Past Advertisers Potential Other a E y of Na a S E a E People who have not responded People who have declined to attend People who are f
529. ssage is displayed and the person s record is displayed 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 much of the person s name address and contact details as you have lf you have accompanying person dietary or other extra information about this person click on the Extra Details button to open the Extra Details form 40 Chapter 2 Scenarios Summit Event Manager Pro 10 11 12 13 14 15 16 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 form If you have an hotel booking for the person click on the Hotel Booking button to open the Hotel Booking Details form You can have multiple accommodation records for each person If you have travel details for the person click on the Travel button to open the Travel Details form You can have multiple travel records for each person If the person is registering for the event click on the Registration button to open the Registration Details form and enter the details Remember that you can t enter registration details until you have locked the event fees You can enter a new payment or allocate an existing payment directly from the Registration form without returning to the Personal Details form lf you ha
530. st Entry m Delete Summit Central Matching Hone Open Personal MIE VvebLink Create Event Web Test Window s Internet P Thy Details Admin Site File Messaging Transmission Report Help Exit The incoming data is kept in a temporary file until you View Edit each request This eliminates the possibility of garbage or duplicate data being saved onto your database The Internet Assistant will keep a detailed log of all activities and processing After any Internet activity session the Internet Activity log will be displayed for you to print The information held in the log include the warning of possible duplicates the content of each e mail etc You can set the auto reply content to be None Brief and Detailed and if you choose Detailed you can edit the actual message 264 Chapter 5 Before Summit Event Manager Pro The workflow and interaction between the Internet Assistant and your mail application are as follows A A potential attendee connects with your Web site using a browser such as Microsoft Internet Explorer and fills out one of six forms which records information These forms are e Demographics Update e Expression of Interest e Registrations Without Payment WebLink e Unsecure Registrations With Payment e Secure Registrations With Payment WebLink e commerce e Speaker Presentation Details The web server where your web site is located e mails this information to your e mail addr
531. st Form Letter Sent field If you re sending the person a system generated form letter you can have the system update this field automatically whenever a Form Letter is produced See Form Letters Enter the full details of the other involvement for this person in the Other Involvement Details field These details will appear on any report you choose that displays Other Involvement details Chapter 5 Before 235 Summit Event Manager Pro 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 Tickets are restricted to those for person number 1 Mr William J Smith Find by Name v Only Show Tickets With Unknown Name l me Ticket Unknown Lock Pamay Persar Mumber Title Given Mame Family Harme Position Organisation in 1 E eli Smith prs frea amin Add On Conference Dinner 1 Mr iliam Smith 1 lam Smith 1 mes Freda Smith e E Add On Ae e paseo Extra Ticket 1 hdr iliam Smith Mrs Freda Freda Smith we w m Add On Welcome in Extra Ticket JALE Preview Listing Help Exit w 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 Record I4 4 1 e H gt of 3 Filtered When you save the Registration Details form Summit will create as many tickets as are required Summit can only work
532. sure that equipment requirements are correctly entered against each presentation 4 From the Before Menu open the Equipment Reports form by clicking on the Equipment Reports button Choose each report that you want to print and then click on the Preview button During During the event the focus is on processing people rapidly as they arrive Frequently these arrivals come in bursts at the beginning of a session followed by a lull when the session actually commences This section is divided into four parts Before the day s arrivals During arrivals After arrivals and End of each day Before the day s arrivals From the During Menu open the Registration Desk Worklist form by clicking on the Registration Desk Worklist button Click on the Preview button to produce one or more paper copies of the Registration Desk Worklist This is done so that you can keep processing arrivals if you have a system failure and it also enables you to have multiple arrival points at high peak periods with some points using the paper copies During arrivals 1 From the During Menu open the Registration Desk Worklist form 2 As the people arrive locate their records by entering all or part of their names in the Find by Full Name field then pressing Tab or Enter 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
533. t 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 i Event Details Y Secretariat Details Y enue Details W Event Options Banking Details Payment Types Advertising Sources Billing Methods Booths Sessions Mame Badge Designs Presenter Rules Trade Rules Letterhead Design Lorespondence Text a A E Contact Types Overwrite Choice Flights and Transfers Hotels Dirganisers Profiles suppliers Tables Prompt Before Qverwriting C Always Overwrite Ww E ne IW Ww E 4 4 3 al 4 41 41 41 If you re importing either Catering Events or Sessions they will be placed the same number of days ahead of or behind the new event s start date as they were positioned ahead of or behind the old event s start date To be able to do this Summit needs to know the start date of both the new and the old event If Summit is unable to determine these dates you will be asked to provide them If you re unable to provide these dates the Catering Events and Sessions will be imported without any dates set When you first open the form the Equipment Locations and Session Types check boxes are marked and disabled they can t be cleared This is because these fields are related to the Catering Events and Sessions fields which are marked when this form is first opened To clear these associ
534. t requirements are correctly entered against each presentation 42 Chapter 2 Scenarios Summit Event Manager Pro 4 From the Before Menu open the Equipment Requirement Reports form by clicking on the Equipment Reports button Choose each report that you want to print and then click on the Preview button Produce travel reports These reports are useful if you are arranging transport to or from the event and nearby airports 1 On the Before Menu click on the Travel Reports button Select the reports you want to print and then click on the Preview button to produce them During During the event the focus is on processing people rapidly as they arrive at the event Frequently these arrivals come in bursts at the beginning of a session followed by a lull when the session actually commences This section is divided into four parts Before the day s arrivals During arrivals After arrivals and End of each day Before the day s arrivals From the During Menu open the Registration Desk Worklist form by clicking on the Registration Desk Worklist button Click on the Preview button to produce one or more paper copies of the Registration Desk Worklist This is done so that you can keep processing arrivals if you have a system failure and it also enables you to have multiple arrival points at high peak periods with some points using the paper copies During arrivals 1 From the During Menu open the Registration Desk Worklist form 2
535. t card summary reports Bb Feb 10 Unprocessed Payments Include In This Payment Type tems Total value From To Banking Run _P merican Express gt A 916 500 00 26 Feb 10 26rebA0 y BankcardiMasterCardiiza 7 123 00 26 Feb 10 26 Feb 10 ys A E ET y El 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 Banking Run Summit will do the following tasks in the following order 1 Produce a bank deposit slip for Cheque payments 2 Produce a bank deposit slip for Cash payments 3 Produce summary reports for all other user defined payment types for example 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 report detailing th
536. t is based on an accrual system any GST free sales the GST component of the income generated any GST paid to Suppliers and what GST amount is still to be paid to the government This report provides the figures required for the Australian Business Activity Statement BAS NOTE For any GST to be reported your Tax Invoices must have been printed or indicated to the system that they have been printed i e the system only creates GST amounts from printed Tax Invoices Income Reconciliation Report This report has two main purposes Firstly it shows participation in the event to date in terms of people in each registration category and people enrolled in or subscribing to each add on It also shows the amount of money owed for all event activities including exhibitors sponsors advertisers and pre payments for accommodation and travel Secondly this report reconciles the three key financial areas of 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 If there is any imbalance between these areas it is shown in the variance section at the bottom of the report Any imbalance shown means that either the data files have been tampered with or there was a system failure midway through a transaction If there are any variances you should not enter any more information until you ve corrected the reason for the imbalance See
537. t setting of the Display Duplicate Person Warning field in the System Checking tab in Event Options on the Setup Menu You can check for potential duplicates at any time by pressing Ctrl D in any field on the Personal Details form Even if the current warning setting on the Event Options form is Never Ctrl D will check for duplicates on matching first initial and family name When you exit the Family Name field if Salutation is null empty Summit will automatically insert the Salutation It will be set to either Given Name or Title and Family Name depending on the setting defined in the Salutation Text field in the Name Formats tab in Event Options If the Salutation field isn t null and you double click in the field the system will overwrite whatever is there with either Given Name or Title and Family Name depending on the setting defined in Event Options You can type over this if you wish to change it Leave the Badge Name blank if this person s Title Given Name and Family Name are the same as those required on the badge name When designing badges you decide on the format you want for the badge name For example you could choose Given Name Family Name or Title Given Name Family Name or FAMILY NAME Given Name etc If the badge name is different badge name Bob not Robert then what ever you enter in this field will be printed EXACTLY as is on the person s badge The Print button to the right of the Badge Name field will print a name bad
538. t the structure from a previous event open the Import Structure form and import as much of the structure as will be appropriate for this event For example if this event is being held at a different venue from the previous event don t import the venue details Even if you have started defining the structure of this event you can still import the structure from a previous event as Summit can check with you before overwriting anything you have already entered Summit will automatically adjust the date of the catering event from the previous event to match the start date of this event If you have imported all the structure from a previous event steps 5 to 20 are only to ensure that the imported information matches the requirements of this event Open the Secretariat Details form and enter details of the secretariat office address for correspondence and enquiries for this event Open the Venue Details form and enter details of the venue of this event Open the Event Options and Global Options form and set any applicable options Open the Registration Types form and enter details of the registration fees for those attending These registration fees may be modified or deleted until event fees are locked New registration fees may be added after event fees have been locked and existing registration descriptions may be changed Open the Add Ons form and enter the description and costs of accompanying people and any other extras These add ons may be
539. t which address Date Altered te Work Address C Home Address Other Unknown Address Altered by Import Record 14 4 1 e Jero of 2 Filtered Once you are on this form you can search further within the selected records by using the pull down list at the top of the screen to locate the family name given name combination you want You can also use the navigation buttons at the bottom of the screen to move between the records If you notice any spelling or other errors in a master database record while this screen is displayed you can correct them here and they will be automatically corrected in the master database The default address to import is the Work Address To import another address instead of the work address mark the appropriate option button in the Import Which Address section of the screen Once you have located the record you wish to import click on the mport button The person s record with the address you have selected will be imported into your event file They will be marked as a potential delegate and the Personal Details screen will move to their record To close the screen without importing a record click the Exit button mt By clicking on the M7 for Master Database button to the right of the Find by Family Name or the Find by Organisation field you export a specific person s details to your master database Personal Details Find by Family Name Previous
540. t your desired Auto Allocate and Import Criteria settings 2 Click on Import and import the presentation details into the temporary storage area 3 Click on View Edit and check auto allocated PINs and allocate PINs for any peoples records on your database that were not allocated Any records that have a blank PIN or a pin of zero 0 will be added as new records 4 Click on Process Requests to import the presentations into your event file REPORTS Delegate Lists This option enables you to design and print reports that list delegates or to produce mailing labels for a selected group of delegates Delegate Lists e Date Filters Participation Category _b Confirmed Delegates Only Show New Registrations Since Confirmed Full Delegates Wednesday 29 April 2009 El Confirmed Partial Delegates TEEN Declines Only Show Cancellations Declines Since New Cancellations Wednesday 23 April 2009 New Registrations Repor Format Report Content C Name Plus One Column Portrait Column 1 Financial Group Name Plus Two Columns Portrait Column 2 Accompanying Person Full Marne Column 3 Registration Type Column 4 Company Overige Column 5 Registration Type Column b Accompanying Person Last Name Mame Plus Five Columns Landscape Group By None Default Mame Plus Six Columns Landscape M Show Number in Each Group l A screen Label Preview Help Exit The form is divided into four sections Name Plus
541. tasha 7 After printing the hard copy correspondence Summit will fax correspondence to people who have Fax as their Correspondence setting and then place e mails with the correspondence as attachments in your mailing system out tray for people who have E Mail as their Correspondence setting 8 To modify the letterhead that appears at the top of all correspondence for this event select Letterhead 9 After printing the letters Summit will ask you if everything printed to your satisfaction If you say Yes Summit will write the current date in the associated letter printed field for each person If you say No these fields are not updated and you can re run the correspondence Correspondence Log Each time you do a correspondence run a report is produced detailing all the correspondence produced in that session All this information is stored in the Correspondence log and can be reprinted at any time You can reprint the log from and or to specific dates by entering the dates in the From and or To fields and then click on the Preview button You can restrict the report to only those log entries that contain specific text by entering the text you are looking for in the Containing Text field For example you could use this to find when correspondence for a particular person was produced and how it was sent to them letter fax or e mail You can delete some or all of the Correspondence log if you no longer want to keep the history
542. templates are based on documents used successfully when organising and managing conferences These templates or documents may be used by you in organising your event but please remember that these documents are owned by MIE Software and protected by Australian and International copyright laws and must not be represented to third parties as other than a component of the Software or offered to third parties as separate products Templates Template Application Abstract Review Form Mail Merge with Authors Mame Microsoft Word Abstract Review Form Mail Merge without Authors Name Microsoft Word Audio visual Equipment Request Form Microsoft Word Author Kit Microsoft Word Copyright Agreement Microsoft Word Flights and Accommodation Form Microsoft Word Instructions to Authors Microsoft Word Instructions to Presenters Microsoft Word Instructions to Session Chairs Microsoft Word Presenter Information Form Microsoft Word submission of Papers and Permission to Record Presentation Form Microsoft Word Tips for Mew Presenters Microsoft Word Trade Kit Microsoft Word 4 To use this form click on the template you want to edit then click on the Edit button or double click on the name of the document you want to edit Once the document is loaded we suggest saving it under another name and then modifying it to suit your event s needs To edit your modified document after that open it from within the relevant application It will be found initially in t
543. tendance Catering Non Attendance report cococccccccocccco 275 daa Cai do 211 Catering reports discrepancy IN NUMDENS occooccccnncnconcnnononcnnnncnnnnnoss 362 Catering Requirements report c coccccoccnccoioniccncncnno 275 Change report MANGIN Sui iaa 69 Check d plicat TECOS iii ii 72 UN DANKE MONEY versiscs tals Maden ic ds 73 Check box AN introduction ooccooccocccoccccncocnconoconconnnononanononnnoos 19 di ai 367 Combo box an IMtroduUCciIO Nostra rela pb 19 limit to list definition ooccconccconncconnconnnnnor 367 not limit to list definition ooccocoonccoonnco 367 Commissions credit card breakdown report occocccccccionccnccocncoo 328 from hotels set amounts rates oooocccooc 150 from travel set amounts rates occcccoccccooc 147 SHOWING ON PAL ee ae ds 105 Compact and repair SUMMIt ooocnnccnccnncnccinnnnnnnncnnnnns 12 Compact event file ica 18 Conference INFOS 38 E O ad E EE 29 Gonfirmation letters cinc eles 284 OASIS Srs dida 285 to delegates cooncccoccccconnccocncononccnannorononcnnanonos 284 e MID MOIS tas coe a 285 LO PESE ta 285 OS DON SO Sai cil di 285 Confirmed advertiser definition oo c 368 Confirmed delegates denli WA 368 Confirmed exhibitor definition o ooo oo 368 Confirmed other involvement definition
544. tendance by Family Name Win Specialet Pa on the Junction attendance by Organisation Tabled ony Pa gt function attendance wih Accompanying People Tabled On Pa cdo function attendance with Accompanying People and Special De Tabled Ony Porta lie frida Sep a es a penas SC Mame and Organization by State and Registration Type Portrait ull Chapter 5 Before 273 Summit Event Manager Pro MED a fame Organisation and Registration Type Deals FulOny Potrat T Jeraaniston Name and Registration Type Deals Pme T Promiss by Registration Type Pa preron O JT Pocetna OOO TA Ponceren nroa Mene e i T Possible upicetes Watching Fany Names e OT rates Bresson a T ME CT running Sheet ls T Chem o IS ME IO ae T Besson Atendemos a T fessonstenneeg Pa TA Jression attendance Summary a S Session attendance Summary Landscape adc TT Besson Char Report Pa T Bession chale by Persen a TA fesson Preferences and Atenco Pa JT Sessions ata lence on Avery 5382 US Lati Pme T Sessions ata Glance on Avery 7185 848 per pago Port T Sessions ata lence on Avery 7185 848 pr pago Pot T a E Previews Help Exit 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 r
545. ter your details directly into the displayed screen or contact MIE Software details at the front of this manual or your local distributor If you are having difficulty registering Summit you can enter in the details and then click on the E Mail Serial number and Name Details button This will transmit the details you are entering to MIE Software for analysis Chapter 1 Getting Started 13 Summit Event Manager Pro When you first initiate Summit you are connected to a sample event The demo eve datafile is the sample conference upon which this user manual is based You can explore this sample conference or if you want to create your own event see the topic entitled File It is recommended that you read all the information prior to the File topic before creating your first event 14 Chapter 1 Getting Started Summit Event Manager Pro Main Menu Summit Event Manager Pro Summit Event Manager Pro Demonstration Conference Mba Before During The Main Menu is the normal entry and exit point for Summit To choose any of the sub menus click on the appropriate button Sa Setup Click on the Setup button to Enter or modify the event name secretariat and venue Design name badge styles and define the event and financial structure Define presenter rules trade rules system settings and user preferences Import name and address information and an event structure from external sources Set up your event budget
546. terest brochure draft registration form and draft programme e produce or export name badges and tickets e finalise tabling and seating arrangements e determine catering and equipment requirements Before Reports Financials Delegate Lists Event Reports Payments In Allocate Payments Organiser Correspondence Financial Reports Banking Run Create Event Programme Mame Badges and Tickets Receipts Reporter Accommodation Tax Invoices Tabling and Seating Litilities Internet Assistant Presentations Importer Reports Trade Reports Presenter Reports Contact Follovw lp Travel Reports Equipment Reports Progressive Participation Templates Payments In Reporter Payments Out Accounting Export Chapter 5 Before 182 Reporter Payments Out Reporter Summit Event Manager Pro DATA ENTRY Personal Details This is the main form for locating and maintaining name and address details of every person and or organisation within Summit Personal Details Find by Find by we Family Name ccc aa Mr William J Smith Seis E PIN 1 Tithe mr Given Mame Willian Anit jd Family Mame Smith Salutation Bill Badge Mame Position General Manager Division Pharmaceuticals Division Organisation The Corporate Chemical Company Street Line 1 Level 33 The Highland Building Street Line 21101Collins Street Suburb or City MELBOURNE State VIT Postal Code 000 County AU
547. th Other Delegates field select the other person from a pull down list of all people on the database ls looking to share a room and cost with somebody Number Mame and Suburb Town sharing With Other Delegates gt Changed Since Last Mo Mr Le Roux Bouvier The International Pharmacological Instit PARIS Mr Alphonse D Cruz Dow D Lruz amp Jones MEV YORK bir Harry Fitzyvatter The International Pharmacological Inst MELBOURNE his Barbara Fox ACME Industries FAIRFIELD Record KN al Ms Erica Golden Primo Computer Metvyorks MILSONS PONT Dr Gloria J Gould The American University FRESNO Dr Jeff Jones The Royal Hospital LIDCOMBE bir Peter Kitchener The Corporate Chemical Company MELBOLIRME Ms Julia Marriott Primo Computer Metvyorks MILSONS PONT All people on the database are displayed in alphabetical order scroll down to the person required and select them The number in the Number field is the Person Number or PIN the key to the Personal Details file The person s name and suburb are displayed to the right of this field Theoretically there is no limit to the number of people who can share a hotel room actually it s a file limitation of 32 676 ls looking to share a room and cost with somebody sharing With Number Mame and Suburb Toyn A Other Delegates P 20 s Mr Samuel Wigglesworth STAPLEFORD 8 v Enter a second person sharing at the record with the asterisk To delete someone sharing click on th
548. that this exhibitor may have All Booth Requirements reports are found in the Trade Reports menu All these fields are memo fields that can hold up to 64 000 characters Use the Tab to get out of these fields as the Enter key is used to insert a new line Select a Booth Type of either Shell Scheme or Space Only Enter the name of the person deemed to be in charge of this booth in the Stand Manager field If a name is entered here it is used on the exhibitor reports as the contact If you wish to track whether or not you ve sent the person an exhibitor kit you can enter the date you sent them one in the Exhibitor Kit Sent field If you re sending the person a system generated form letter with the trade kit you can have the system update this field automatically when the form letter is produced See Form Letters If you wish to track whether or not you ve sent the person a letter confirming that they are an exhibitor at your event you can enter the date you sent them a confirmation letter in the Confirmation Letter Sent field If you re sending the person a system generated confirmation letter you can have the system update this field automatically when the Confirmation Letter is produced See Correspondence If you wish to track whether or not you ve sent the person a form letter you can enter the date you sent them a form letter in the Last Form Letter Sent field If you re sending the person a system generated form letter you can have the
549. that you want to export the name badge information to 8 After you have either exported or printed the name badges you ll be asked if you want to have these name badges marked as having been produced Once you ve checked that the export or print worked correctly you should answer Yes This will prevent these badges being reprinted or exported during the next new badges production run 9 Repeat steps 2 to 8 for tickets but you click on the Produce Tickets option Follow up presenters It is often necessary to follow up presenters to make sure they ve registered have submitted their papers biographies photographs and presentation technical requirements To follow up presenters take the following steps 1 From the Setup Menu open the Presenter Rules form by clicking on the Presenter Rules button Ensure that the check boxes for rules that apply to your event are marked 2 On the Before Menu select Presenter Follow Up from the Event Reports form This will produce a report showing where presenters are and are not complying with the rules of your event Advise accommodation requirements 1 From the Before Menu open the Accommodation Reports form by clicking on the Accommodation Reports button Select each report that you want to print and then click on the Preview button A separate report will be produced for each hotel 2 If you are receiving accommodation deposits and passing them onto the hotels print a New Accommodation Requir
550. the incoming data on the Importer form exactly as it will appear after it is imported At this point you may alter information or delete records before confirming that you wish to complete the import or you may choose to cancel the import process See the section on Link Fields and Importer further on for more details on how the manipulate the data prior to importing it 118 Chapter 4 Setup Summit Event Manager Pro Import from a Microsoft Access Database This method of importing records should be used where you have name and address records in other Microsoft Access databases Once you ve entered the location of an Access database Summit will display a list of the tables in that database Link Fields After you ve chosen the required import method name Summit will open the Link Fields form so Link Fields itle ob Title rganisation ddress1 ddress2 uburbiCity ate untry stcode oneB Mail Address ccompanying Person Family Marne or Surname OK After you click on the OK button the system will inquire as to whether or not you want it to set all the incoming record s Work Address to Yes Once you ve done this Summit will import the data into the data interchange table and then display the incoming data exactly as it will appear after it is imported This display form is called the Importer and is described in more detail further on Ga 7 D 4 4 wen Mame Ci mame TH eTe _ ala ee sx su
551. the Give Credit Card to Airline check box If so marked those details will be printed in the Notes column of the Travel Requirements reports You can create a list of people and their credit card details using the Attendee Lists or the Reporter Note that if you choose to store people s credit card detail on file you must either password protect or encrypt that database Enter any Special Diet requirements There is a pull down list of standard diets however this is not a limit to list field so you can enter any text you like This information is printed in the Notes column of all the Accommodation and Travel Requirements reports the Tabling amp Seating reports and the Catering reports If appropriate enter Date of Birth Optionally select a date by clicking the calendar button If you select a Summit Central Matching method other than None it has two effects Firstly when you are receiving registrations via the Internet Assistant Summit Event Manager will try to match up the incoming registrations with their Summit Central records Secondly you can retrieve a 196 Chapter 5 Before Summit Event Manager Pro person s Summit Central PIN by clicking on the C button to the right of the Summit Central PIN Once matched any address changes made in the event file can be automatically mirrored in the Summit Central data file You can amend the method used for Summit Central matching on the Global Options screen Click on the Smoker
552. 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 If you re uncertain what a particular format looks like or want to modify it or create a new format click on the Design button to open the Name Badge and Ticket Design form 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 be asked for the export format
553. the Title Given Mame Family Mame and Organisation Match When the E Mail Addresses Match Import Criteria iM Import Co Author Details Replace Existing Biography Mo Import Equipment Requirements Leave Existing Biography C Append to Existing Biography Import Unprocessed Requests O Presentations View Edit Process Requests Open Personal P his The form is divided into three sections Auto Allocate Pin When bringing in presentations Summit will attempt to match the details of the incoming presenters with the details of people already on the database based on the option you choose here If you select Never Summit will not attempt to match up any records PIN auto allocation can save you time if you have a large number of presentations being imported Note that Chapter 5 Before 269 Summit Event Manager Pro any presentations that have not been assigned a PIN will mean that the presenter will be added as a new record Import Criteria This section enables you to specify which pieces of information you wish to import e If you select Import Co Author Details this will be displayed in the Author s Name for the programme section of each presentation and will replace the name of the primary person s details in the draft programme e If you select Import Equipment Requirements any equipment not already defined in the event file will be automatically created To import presentations take the following steps 1 Selec
554. 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 E3 Click to print a Results Report REPORTS Attendance Record This is a generic report that shows all the sessions and associated professional education credits in an attendance record format It can be used by delegates to verify their attendance at the event The information on session names and professional education credits is entered on the Sessions form Chapter 6 During 353 CHAPTER 7 AFTER This chapter describes the options on the After Menu These options enable you to e print reports and graphs that break down and analyse attendance and participation e analyse the marketing of the event e produce reports of those delegates who registered and didn t attend and those who attended the event and didn t receive the event materials e perform support functions Functions repeated from the Before Menu are described within Chapter 5 Before Data Entry Reports Personal Details Reporter Organiser Correspondence Progressive support Utilities Participation
555. the same order as that required by Summit For example if the Division and Organisation columns are transposed Split Fror even Bate 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 Split Fron surname _ 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 Set Home mauess Click to set all address flags to home address Set Work Address un i i E i i B B 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 le 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 Chapter 4 Setup 121 Summit Event Manager Pro Import Structure This option enables you to import as much or as little as you wish of the setup and structure of a previously defined event into the setup and structure of this event This can save re entry of information and can save time if the structure of this event is similar or identical to a previously defined even
556. the space provided To exit the Comments field you will need to click into another field with the mouse or press the Tab key as Enter enables you to enter a blank line in Comments If the Payment Type is American Express anything you enter here will be printed in the Description of Order column on the American Express Summary Report 7 If you want to allocate the payment immediately click on the Allocate Payment button This will open the Allocate Payment form If you want to record the payment without allocating it immediately click on the OK button The payment will be on the list of payments available to be allocated when you click on the Allocate Payments button It is deemed to be an Unallocated Payment Whichever option you choose you will be asked to confirm the amount to ensure that it is correct 8 Once the amount is confirmed depending on the button you clicked either the Allocate Payments form will be displayed or you will be returned to the Personal Details form Deleting or Changing a Payment Payments may be edited through the Payments In Reporter A payment entered in error may be deleted from within the Unallocated Payment Display form if it hasn t been allocated or partially allocated For further information on deleting payments see Unallocated Payments on the next page Toolbar Buttons tt Allocate Sei Click to open the Allocate Payment form 214 Chapter 5 Before Summit Event Manager Pro Unallocated Paym
557. the system finds that more than one record matches the name you have given it will display an x records located message where x is the number of records located You should check each of the records using the Previous and Next buttons to make sure you don t have any duplicate records If the system only finds one record no message is displayed and that person s record is displayed If you find the person s record skip to step 6 3 Once 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 special dietary or other extra information about this person click on the Extra Details button to open the Extra Details form 6 If the person is expressing interest providing historical participation or profile information click on the EO and Profile button to open the Expression of Interest EOI and Profile Details 7 If the person is attending the event click on the Registration button to open the Registration Details form and enter the registration details Remember that you can t enter registration details until you have locked the event fees even if the fee is zero Open the Correspondence form and produce the desired correspondence lf you are recording expressions of interest print an Interest To Date report to see how progressive participation is coming along This will assist you in forecastin
558. the toolbar 3 Ifthe person has been confirmed as a presenter mark the Confirmed as Presenter check box Any presentations by this person will appear in the draft programme only if the person is marked as a confirmed presenter If you clear the Confirmed as Presenter check box the person will move from Confirmed presenter back to Potential presenter 4 If you ve received the person s photo mark the Photo Received check box If this check box is not marked and you ve marked the Presenters must send in Photos field on the Presenter Rules form on the Setup Menu this will be marked as a non compliance on the Presenter Follow Up report This report is found in Presenter Reports 5 If you ve received the person s biography used by the session chairperson when introducing the presenter mark the Biography Received check box and enter the biography text This text will appear on the Session Chair Report This report can be printed from within the Programmer form or from Event Reports If this check box is not marked and you ve marked the Presenters must send in Biographies field on the Presenter Rules form this will be marked as a non compliance on the Presenter Follow Up report Chapter 5 Before 231 10 11 12 13 14 15 16 17 Summit Event Manager Pro 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 presenta
559. tion Total Add Ons Full Registration Early Bird 330 00 Discount Reason Display field Combo box Option Box An option box has a minimum of two options from which you may choose one If you click in one option box you ve effectively selected that option to the exclusion of the rest The selected option is black Option boxes are always round and are on a raised square Correspondence Selected C Letter Fax 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 tick in the square Clicking in it again unmarks it to indicate No Check boxes are always square Work Address Marked check box Yes Asian Mame Badge Produced Unmarked check box No Chapter 1 Getting Started 19 Summit Event Manager Pro 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 Tabto 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 Ew ent Detail
560. tion in the Abstract Number field This can be any combination of up to six letters and numbers It is an optional field provided to enable abstracts to be tracked and identified while being reviewed by the Programme Committee The abstract number can be useful if you wish to review presentations prior to acceptance without the reviewers knowing who is the author of the presentation a blind review This number is printed on the Presentation Details Listing from within the Reporter and the merge Abstract Review Forms in Templates 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 Ses
561. tions Whatever you change it to will be printed on the Income Reconciliation report and all confirmation letters If the person is reducing or eliminating exhibitor sponsor or advertiser activities click on the Trade button to open the Trade Details form Reduce or eliminate the trade activities until the trade details match the revised involvement If the person is cancelling a Hotel and or a Travel booking go to the appropriate form and delete the booking by clicking on the Delete button If the person has paid for the travel and or accommodation the Overpayment Options form will be displayed For further information on this form refer to the Refund a Payment topic in Chapter 3 How To 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 When the Total Outstanding amount is correct click on the Money Menu button Click on the Create Refund button A refund will be created for the amount in Total Outstanding The refund notice will be printed when you do your next Receipts Run from the Correspondence form A refund is deemed by Summit to be a negative receipt If you want to print the refund notice immediately remain in the Money Menu and click on the Rec
562. to allocate all or part of the payment against the current person Once you ve entered all the information for people take the following steps to complete the data entry session 4 Do a Banking Run to summarise all payments received since the last banking run and prepare bank deposit slips for cash and cheque payments and a summary report for each of the other payment methods allowed Open the Correspondence form and produce 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 66 Chapter 2 Scenarios Summit Event Manager Pro Analysis of the event 1 From the After Menu open the Progressive Participation form by clicking on the Progressive Participation button Choose the participation category in which you want to report and click on the Graph or Preview button to produce the desired report These reports assist in forecasting participation and high activity level periods for future events From the After Menu open the Participation Breakdown form by clicking on the Participation Breakdown button You should produce all of the reports available from this form as they each serve a different purpose Select each report and then click on the Graph or Preview button to produce it Each report is explained more fully in Chapter 5 Before On the After Menu click on the Marketing Breakdown button This
563. to part Mame PA Available to Allocate rt Organisation el Find i Organisation Outstanding Balances Oii Amount Owed Teal Owing 1 7 John Adams Ace Computer Sellers Pty Ltd 3 118 00 OS Mr Peter Skinner Ace Computer Sellers Pty Ltd 3400 00 If you also entered 400 into the Restrict to Matching Amount Owed field as shown here then clicked on the Find by Organisation Outstanding Balances Only button the pull down list would now be reduced to this Find by Family Mame Outstanding Balances Only lame LE Find by Family Mame Available to Allocate ation El Find dd Organization Outstanding Balances Only SANO MO is Total Owing OS i Feter Skinner Ace Computer Sellers Pty Ltd 400 00 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 70 Chapter 3 How To Summit Event Manager Pro 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
564. to all registration types and are entered in the Other Fixed Costs section of the Budget form Examples of fixed costs for add ons are the hire of a room for an optional workshop and the cost of hiring a bus to take a group of people on a site visit Examples of fixed costs for catering events are the cost of hiring and erecting a marquee in which the catering event is to be held or the cost of an after dinner speaker 4 Any Variable Cost While the majority of variable costs such as production of conference proceedings would usually be entered in the Other Variable Costs section of the Budget form because they apply to all registration types there are cases where variable costs apply to each particular registration type an example of this is a per registrant fee charged by a professional conference organiser for each person registering Examples of variable costs for add ons are the cost of producing photocopied handouts for people attending an optional workshop or the costs of providing morning tea to each person on a field trip The usual variable costs for a catering event is the per head cost of food and beverages 5 The Budget Attendance figure Enter the number of people with this registration type or add on that you expect to attend your event or enter the number of people you expect to attend this catering event As you change each of these figures the budget total cost and profit figure for this registration type add on or cat
565. to the source of the data you wish to import then click on the mport button to proceed with the import If you ve already entered records into your database there is a risk dependent on the source of the data that you will inadvertently create duplicate records when you import data If records have already been entered the system will warn you of the risk of duplication If you then choose to continue with the import the next step in the process will depend on the source of the data being imported Summit will not check for duplicates during the import process Toolbar Buttons Import Click to start the import process Chapter 4 Setup 115 Summit Event Manager Pro Import from a previous event that used this software This method of importing records should be used where you ve already run an event using Summit and wish to include the target audience from the previous event in the target audience for this event You will be asked to specify the location of the previous event This event will always be in a file with a eve suffix an event file unless this has been changed for archiving purposes For example if the conf09 eve file was on your c drive in a folder called old events you would enter c old events conf09 eve as the file location for the previous event If you re uncertain of the file location click on the Browse to find the file If you enter an invalid file location the import process will be terminated
566. 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 363 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 printer needs sufficient memory to hold the badge multiplied by the number of badges on each page The best format for pictures to minimise their size is monochrome bitmaps Take the following very simple picture as an example 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
567. ton to display the Review Status form Chapter 5 Before 233 Summit Event Manager Pro Abstract Review Status This form enables you to track where each abstract is in relation to its review Abstract Review Status Reviewer 1 Date Marne Abstract Title Reviewer 2 Sent Returned a William J Smith Market Forces and tts Inherent Stabilising Behaviour Hamish MacBeth 12 Feb 10 18 Feb 10 Le Julianne Moon 12 Feb 10 19 Feb 10 Record 14 CN 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 234 Chapter 5 Before Summit Event Manager Pro Other Involvement Details This option is for maintaining information on the participation in the event in an Other Involvement user specified category An Other Involvement category
568. tration 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 Note the prompt for these fields can be modified by you to reflect the name of the tax in your country To do this click on the User Defined tab in Event Options Whatever text you enter there will be displayed here 4 Whichever option above is chosen the system will display the total cost to the delegate being the price of the Registration Type plus GST in the Price with GST field This is a display only field to enable you to check that you have all pricing components correct prior to locking the event fees 5 Mark the Ticket Required box if anyone registering with this registration type needs an admission ticket to be printed for them 6 Mark the Include in MIE WebLink file if you want this registration type to be included when creating a WebLink web file See the Internet Assistant for more details on secure e commerce registrations from the Internet Examples of Registration Types that should not be included are those that are only allocated by the conference organiser for example Complimentary ones 7 Enter any budget details that are relevant to this session These details will be displayed on the Budget form See the Budget Calculation Settings form below for further details Registration fees and descriptions may
569. trl D will check for duplicates on matching first initial and family name 72 Chapter 3 How To Summit Event Manager Pro 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 Click on the Banking Run button on any menu 2 Click on the OK button on the Multi User Conflict Warning dialogue box 3 This will open the Payment Types Requiring Processing form that displays details of payments that haven t been processed yet Payment Types Requiring Processing Date to print on bank deposit slips and credit card summary reports 26 Jul 10 Unprocessed Payments Include In This Payment Type tems Total Value From To Banking Run american Express A _ Jr ras asas 25 aros BankcardMasterCardiisa 2 336 00 25 Jul 08 25 Jul 08 O e EAT ME EA Preview Help 4 The form displays the number of items the total amount and the earliest and latest date of the outstanding payments for each payment type 5 Click on the Exit button to close the form without continuing the Banking Run Chapter 3 How To 73 Summit Event Manager Pro 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 incor
570. ts 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 Preview Click to print a Payments Report You will be asked if you want to include receipts on the report aa Edt Click to edit a payment 336 Chapter 5 Before Summit Event Manager Pro 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 All Payments to Date Payment Number Electronic Receipt Number Date Recelved 2b Feb 10 Payment Amount 4 040 50 Date Banked NI Unal
571. tter Chapter 5 Before 281 Summit Event Manager Pro 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 tinerary Sent field on the Registration Details form 5 If you require address labels select the Produce Address Labels option in the Address Labels option group The format of the address labels will depend on the Address Label Stationery selected in Global Options Select the Don t Produce Address Labels option if none are required 6 Click on the Preview button to print the letters All letters will be sorted by family name except for the Organisation Receipts The labels are printed in the same order If you have selected to have some of your correspondence faxed you should ensure that WinFax Pro version 9 0 or later is running before you click Preview If you marked the check box Create Contact Record when Correspondence Sent in Event Options you will be asked for the name of the person sending the correspondence A contact entry with your selected Contact Type again in the Event Options form will be created for all people being sent the letter Contact Name Please enter the name of the person who is producing OK this correspondence Lok C This will used as the name of the person who made _ Cancel these contacts Na
572. tton in the Session Population Options section of the form Note that if you select Only move Preferences to Confirmed until maximum number is reached and no maximum number has been stipulated all preferences will be moved to confirmed 2 Once you ve selected the method you want click on the Populate button at the bottom of the form 3 To obtain a list of preferred and confirmed attendances return to the Sessions form and click on the People button at the bottom of the form 4 If you don t want to use the automatic population mechanism the only way to move someone from indicating a preference to confirmed as attending is on each person s Registration Details form Toolbar Buttons Aei Click to populate the session i e change Preference to Confirmed according to the rule selected in Session Population Options 166 Chapter 4 Setup Summit Event Manager Pro Name Badge and Ticket Design This option is for designing name badges and admission tickets to suit your stationery and content requirements Mame Badge and Ticket Design FAN A l Event Lon Name Format 3 Mame Defaut Add On Ticket With Picture q Ph j le Stationery JS Ma Standard Stati K ore andar ionery Avery 17415 Laser Business Cards 10 Standard s a wath 50 i Height 52 52 Unit of Measure Millimetres Badge Name OT Given Default Fer Page Top Margin 18 5 e 5 Column Spacing a Print Setup a Lett Margin 15 Ea Rowe Spacin
573. tton on Edit Outgoing Payments to delete a payment made in error See Edit Outgoing Payments on the next page To select details of payments you have received in relation to the event use the Payments In Reporter Toolbar Buttons Fa a Click to edit some of the details on the selected payment You can also delete an unwanted payment out Preview Click to print a Payments Out report Chapter 5 Before 343 Summit Event Manager Pro Edit Outgoing Payments Use this form to correct minor errors after you ve entered a payment out or you can delete the payment Edit Outgoing Payments All Payments Out to Date Payment Number 1 Payment Date Amount Type Gol Included in Payment Cheque Number 00001 To The Government Motes First GST Payment Amount Help Cancel OOK Use the Payments Out Reporter to narrow down the selection criteria for the payment then use the navigation buttons on the bottom of the form to find the required payment You can t change the Payment Number the Payment Amount or the Supplier however all the other fields can be changed If you ve entered a payment in error you can delete it be clicking on the Delete button This will reverse the payment made to that Supplier and against that budget item Toolbar Buttons m Click to delete the selected outgoing payment 344 Chapter 5 Before SUMMIT Event Management System Accounting Export This form enables you to export tra
574. tware Current Event i Event Short Mame Summit Event Manager Pro Event Long Name Demonstration Conference Event File Location 4nd Mame C Manualsidemos eve Event File Software version 9 26 Microsoft Access Environment Runtime Retail Retail version 11 msaccess exe Location c program Filesimicrosoft office office 1 Workgroup File co documents and settings administratoriapplication data microsoft access system mdi One user has Ci ManualsidemosS eve open Details computer MACHINES logged on as Admin Application Software File C 5EMP1semp mdb Software version 9 82 Click Yes to send data and system information to MIE Software e About Summit displays your registration details and version number Summit Event Manager Summit Event Manager Pro Version Mumber 4 62 Copyright 1993 2012 MIE Software Pty Ltd This product ts licensed to MIE Software Serial Mumber 71309433 Warning This computer program is protected by copyright law and international treaties Unauthorised reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under the law Licence Details 24 Chapter 1 Getting Started Summit Event Manager Pro fa Summit Event Manager Pro Summit Event Manager Pro Demonstration R eQqUsCer C On Line Help System Where am I About Summit Check For Free Sof
575. tware Updates support Online Mew Serial Number Client Direct Site MIE WebLink MIE WebLink Admin Site Install LiveMeeting Install Express ClickYes Install Win POF e MIE on the Web will display a list of site on our website at www miesoftware com You have to be connected to the Internet MIE Home will take you to the MIE Software home page Check for Free Software Updates will take you to the page where you can download your free software updates Support Online will take you to the Support Online page New Serial Number will send a message to MIE Software that you require a new serial number The message will be populated by the details from your Secretariat Details form You can change these if you wish Client Direct Site will take you to the MIE Software Client Site MIE WebLink will take you to the MIE WebLink page MIE WebLink Admin Site will take you directly that site Install Live Meeting Install Express ClickYes Install Win2PDF These options are repeated on the Web Resources menu Displaying on line help for the current form Summits on line help is context sensitive This means whenever you want help the help displayed relates to the form you re on You can display on line help for the current form in the following ways e Press the F1 key on your keyboard q e Click on the Help button as illustrated Displaying on line help for the current report You can display on line help for the currently open r
576. u might select Only for Sponsors print the sponsor badges and then select All People Automatically Entitled and Only Produce New Badges or Tickets 5 This list box will be enabled only if you have selected Produce Name Badges If you want to produce a number of name badges for special purposes or for people who are not on the database select Will Enter All Badge Details at the bottom of the Restrict Name Badges 292 Chapter 5 Before Summit Event Manager Pro 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
577. u want to use the one on the number pad be sure to turn Num Lock off first Fix Mail Merge Problems When the mail merge function is called it creates a text file mail merge data source called summitmm txt in the Summit directory starts Microsoft Word and then opens the formltr doc document With this structure mail merge problems can arise in two main areas 1 Microsoft Word doesn t start at all This will occur if Microsoft Word is not correctly loaded on your system or there is not a pointer to the directory containing the Microsoft Word software In order for merge to work Summit requires that you have in your path statement directions on where it can find Microsoft Word Open the Global Options form in the Setup menu and enter the full path to Microsoft Word in the Word Processor field To find the full path press the Start key and select Find File or Folder or alternatively open Windows Explorer and select Tools then Find then Files or Folders Type in winword exe to find the full path to Microsoft Word The default path in Summit is c program files microsoft office office winword exe Change this if it s different on your machine 2 The form letter template is loaded but will not merge as there is no data source This will occur if you re running a copy of Summit that is resident on another computer on your network Some versions of Microsoft Word have problems recognising a data source on a network drive Using Su
578. ue Enter the details and amount of any other revenue sources here Miscellaneous Enter details of any budget discounts or extra charges Once you have worked out all your figures enter them on the Budget form To produce a budget profit and loss report select Profit and Loss Budget from the Financial Reports menu 76 Chapter 3 How To Summit Event Manager Pro How to Create an Event Programme Contents of Programme The event programme is drawn together in the following way e The front cover comes from the details entered on the Event Details form and the Venue Details form e 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 e The presentations entered in the Presenter Details form will appear within the section on the programme that matches the Session against which the presentation was allocated Order of Appearance in Programme All catering events and sessions are sorted into ascending date then ascending time order Each new day starts on a new page of the programme Where two or more sessions start at the same time a normal occurrence for conference concurrent sessions they will appear in the programme in the order specified in the Programme Sequence if Concurrent field on the Sessions form with the sessions with the lowest programme sequence appearing first Within each session presentations will appe
579. uent flyer details from the pull down list of all those entered for this person The number in the Frequent Flyer Details field is the Clubs Counter the key to the Clubs reference file The description will be displayed to the right of the field Double clicking doesn t work on this field you have to enter new details in the Extra Details form Frequent flyer numbers are included in the Travel Requirements reports in the Notes column confirmation letters and itineraries Enter any notes or comments into the Primary Personal Travel Requirements field This is a memo field and can hold up to 64 000 characters A memo field is indicated if there is a scroll bar to the right of the field You can t press Enter to move to the next field as enter in a memo field is used to create a new line You can however Tab to the next field These notes are reported on all travel reports under the Notes column Also reported under the Notes column are the following fields that may be entered in this form and the Extra Details form Smoker Seat Number Frequent Flyer Details Special Diet Credit Card Details only if the check box Give Credit Card Details to Airline is marked and PNR Locator Number This means for fields like Special Diet you only have to enter them once against the person and they can be reported on all travel and accommodation reports Enter any instructions to this person regarding this travel booking The information you enter here will be pri
580. ures on this form based on the results of the calculation 126 Chapter 4 Setup Summit Event Manager Pro Add Ons This option is for maintaining the details of add ons associated with the event Add Ons Add On Counter Description Conterence Dinner Price 93 50 Price with GST Gal Rate 01 or GST Amount Price Does Not Include GST Includes GST Display Sequence 4 Maximum Number 0 Ticket Required w Add On Budget Registration Type Add On gt Accompanying Person Add On Budget Actual Hide Add On on Participation Record I Attendance 30 Include in MIE VwebLink File m Fixed Cost 42 500 00 Per Head Cost 50 00 Total Cost 4 000 00 Profit 41 195 00 Budget Add ons need to be defined for anything to that all participants at your event are not automatically entitled it is an optional extra An add on is any function or thing related to the event that could affect the catering requirements and or the amount paid by participants and or time and space allocations at the venue An add on will appear on the Registration Details form as something that people may select be enrolled for purchase To create a new add on take the following steps 1 Enter a Description of the add on An add on can range from a social outing to an individual race at a sports carnival to an item such as a video that may be purchased Other examples include membership subscriptions that can be paid for when registe
581. ust only enter only the mobile cell phone number and not the country code ie 61 for Australia Any incorrectly formatted numbers will be processed by your e mail system but the message will not be delivered to the mobile cell phone Toolbar Buttons Clear Click to clear the current message details Count Click to count how many characters you have used and how many characters you still have available to use out of the 160 character maximum for an SMS message Chapter 5 Before 187 Summit Event Manager Pro Click to send the SMS message to a mobile cell phone via your e mail system If the person replies their return message is sent to your e mail address At a Glance The At a Glance section of the form gives a summary of participation for the displayed person If a check box is marked in the Potential column against one of the participation categories this indicates that this person has been so marked on the Expression of Interest EOI and Profile form If a check box is marked in the Confirmed column against one of the participation categories this indicates that in the case of delegates this person has been registered on the Registration Details form For presenters exhibitors sponsors advertisers and other involvement participants this means that the records have been marked as confirmed on the Presenter Details Trade Details or Other Involvement Details forms respectively If there is a date in the Kit Sent co
582. utton Click on the Preview button to produce one or more paper copies of the Registration Desk Worklist This is done so that you can keep processing arrivals if you have a system failure and it also enables you to have multiple arrival points at high peak periods with some points using the paper copies During arrivals 1 If you re using the computer for marking attendance from the During Menu open the Registration Desk Worklist form 2 As the people arrive locate their records by entering all or part of their names in the Find by Full Name field then press Tab or Enter lf you re using the printed worklist find the person in the alphabetical listing 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 lf you processed all or some of the arrivals using the printed Registration Desk Worklist take the following steps 1 After the arrivals have been processed collect all the copies of the printed registration desk worklist that were marked manually at the registration points Open the Registration Desk Worklist form from the During Menu and update the computer version of the worklist from the printed copies 2 When you re certain that the details from all printed cop
583. utton for address labels Toolbar Buttons ll Click to print mailing address labels Address labels 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 Chapter 7 After 361 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 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
584. ve details of a presentation being given by the person click on the Presenter button to open the Presenter Details form and enter presentation and equipment requirements details If you have details of a person s Other Involvement click on the Other Involvement button to open the Other Involvement Details form Open the Correspondence form and produce the desired correspondence confirmation letter itinerary etc 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 Print an Interest To Date report to see how progressive participation is coming along This will assist you in forecasting final attendance numbers Exit Summit Back up the event file Other Before Tasks Produce name badges and tickets Name badges and tickets may be directly printed from within Summit or the information for badges and tickets can be exported and given to a name badge manufacturer To produce name badges in either way take the following steps 1 From the Before Menu open the Name Badges and Tickets form by clicking on the Name Badges and Tickets button Click on the Produce Name Badges option button If you only want to produce badges that have not yet been produced click on the Only Produce New Badges or Tickets option button If you want to produce all badges whether or not they
585. vent for example proceedings programme etc If this check box is not marked and the person is a confirmed delegate he or she will appear on the Incomplete Participation Report found on the After Menu Save the person s record by clicking on the OK button to close the form the New button to enter a new person or by moving to another record using the navigation buttons or the find by fields Note As you leave this record the system will check to see if you have imported this record from your master database either from the old Summit Contact Manager or Summit Central If you have and you have set the check box Warn Before Updating Name and Address Details in Master Database in Global Options to Yes the system will ask you if you want these name and address details to overwrite the details held in your master database You can say either Yes or No If the check box is not marked the system will update the master database automatically Special Functions Search by Accompanying Person s Name If you enter Control F4 hold down the Control key and press the F4 function key you can search for an accompanying person s name 186 Chapter 5 Before Summit Event Manager Pro SMS Text Messaging This is a web server function where the SMS text leaves your computer via your outbox as an e mail and when locating the correct web server that e mail is translated into SMS text and is transmitted to the person s mobile or cell
586. vent data eve files but should not be loaded with Summit User 1 User 4 Copy of Summit Copy of Summit Copy of Summit Copy of Summit Ferrers ee Gu BT X NOTE The semp mdb file should not be loaded on the network as a shared application but onto the local hard drive of each individual PC wishing to access event data eve files the shared data Using the semp mdb file as a shared application will create conflicts with multiple users overwriting and clearing each other s work tables Peer to Peer Network _ 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 4 Chapter 1 Getting Started Summit Event Manager Pro Terminal Server Environment Terminal Server Located on the server 1 The c dnve of all workstations 2 Any shared network diwes and all E Summit Event Files ewe User Profiles Each user within the network has their own Ame which is their personal access to their cidre onthe serwer as well as allshared drives and files Each Frome must have ts own copy of the Summit sofu are lt o User Profile User Profile User Profile User Profile Access to cdimve on serwer Access to cidre on semer Access to cde on semer Access to cidre on server e fi ma a ah f AA AE AAA a Chapter 1 Getting Started 5 Summit Event Manager Pro
587. vin Jenkins Director The Hea MI Jeff Jones Pharmacist The Ro MIE Kitchener special Projects Ol Environmental Che The Corp Ms Marriott Sales Representati Prima Co Di Morrissey Chief Pharmacist Hospital Pharmacy The Ao O Shaunessy Pharmacist Hospital Pharmacy The Foy william ER i General Manager Pharmaceuticals D The Corg John General Manager palta Ww adaworth zerik Partner ie A a Tha ba Le Fill Column Clear Column Move Column SAP on e CE Set Vork Columns Given Mame Surname Address Address rl i 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 Barbara oT EJ Me Katie Fox Vice Pres President Oceania Division World Ww 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 of the record to be altered The records will be im
588. vious 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 lf you want to create new profiles for this event open the Profiles form and enter up to 20 profiles If you plan to use the profiles from a previous event that you will be importing name and address details for skip this step and import the profiles as part of the name and address details import If you re using Summit to track outgoing payments open the Suppliers form and enter details of anyone you will be making payments to Open the Catering Events form and enter details of the catering events functions associated with this event Catering events should be entered after equipment and location details have been entered as these may be specified within a catering event Open the Sessions form and enter details of the sessions for this event Sessions should be entered after session type and location details have been entered as these may be specified within a session Open the Import Demographics form and import name and address details from as many sources as you wish While it is possible to import demographic information at any time it is best done before you start entering details of people to minimise the risk of duplication After you have imported demographics open the Reporter form on the Before Menu
589. voices for selected people Select Invoices To Print Find by Family Mame Wir James Clarke The Corporate Chemical Company Amount Still Owing Event Charges 0 00 Exhibition 3 052 50 11 000 00 5 500 00 Accommodation 0 00 Trawel 0 00 Record I4 4 286 Chapter 5 Before Summit Event Manager Pro To locate a record for a particular person click in the Find by Family Name field and enter all or the start of the family name and then press Tab or Enter Mark the Selected for Next Print Run check box for each person for whom you wish to produce an invoice Once you ve marked all the required records click on the Exit button This will close that form Click on the Preview button to print the invoices On confirmation of the print all marked check boxes will be cleared Participation Records With Money Details Participation Records don t have any user defined text or a salutation You will be asked Do you wish fields with a zero value to be shown on the participation record Click Yes or No as required The Participation Record details all registration activities registration type add ons and sessions and any hotel or travel bookings If there is no activity in any area no heading is printed for that area The data in the record is right aligned Participation Records Without Money Details This Participation Record looks the same as the one above except it contains no money details and the
590. where you can discuss all recorded details with them 350 Chapter 6 During Summit Event Manager Pro Process Arrivals at Multiple Registration Points Multiple registration points are a means of reducing the registration desk bottleneck when you have a large event or expect to have a large number of delegates arriving over a very short period of time You could use a series of networked computers to register the arrival of the delegates however this is not recommended As everyone would be using the same screen at the same time for the same task and as Microsoft s Access locks a page of data at a time a few records either side of the selected record as opposed to a single record there could be data and network conflicts The method described here is a mixture of manual and on line activities To ensure an even flow through multiple registration points each registration point should be set up for family name commencing with specific letters of the alphabet for example A K L P and 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 an
591. will be Delegate Enter the Display Text The display text fields enable you to decide what is actually printed on the badge when your 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 Chapter 4 Setup 177 Summit Event Manager Pro THE RULES Presenter Rules This option is for maintaining information related to the rules if any for confirmed presenters at the event Presenter Rules W Presenters must submit final Papers M Presenters must send in Biographies Presenters must send in Technical Requirements Presenters must send in Photos M Presenters must Register INN ES E Help 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 The information from this form is used by Summit in preparing the Presenter Follow Up report This is an exception report that lists any presenter who doesn t conform and the associated rule If presenters conform to all marked rules they are not shown on the report the aim is to have a blank report This report can be run from within the Programmer or Event Reports 178 Chapter 4 Setup Summit Event Manager Pro Trade Rules This option i
592. 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 Chapter 2 Scenarios 67 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 practical advice on those functions that cover more than one form How to Add Your Own Listing to the Reporter If you have Microsoft Access 2000 2002 loaded on your computer you can add your own listings to those available from the Reporter To work correctly with Summit these listings must be based on the 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 semp 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 SetAlternateRe
593. x Invoice Enter the GST Invoice Total Text to appear at the bottom of tax invoices beside the total For example Total or Total Including GST Enter the GST Credit Adjustment Note Heading Text to appear at the top of adjustment notes for example Adjustment Note or Credit Note Enter the GST Credit Adjustment Note Total Text to appear at the bottom of adjustment notes beside the total For example Total or Total Including GST Enter the Default Adjustment Note Reason for the GST Credit Adjustment notes Enter the Accommodation Prepayment or Deposit Text you want to appear on the Tax Invoice if you have entered any deposits or full payments on the Accommodation Booking screen Mark the Prompt for Alternative Adjustment Note Text box if you want the system to give you the opportunity to enter a different adjustment note reason when producing Credit Adjustment Notes Chapter 4 Setup 113 Summit Event Manager Pro 10 If you mark the Automatically calculate the GST component of accommodation deposits box the system will calculate the GST component of the amount you enter in Deposit Amount Due field in the Hotel Booking screen based on the GST setting you entered in the Hotels screen Sponsors and Advertisers 11 If a Goods amp Services Tax GST or Value Added Tax VAT or similar tax applies to sponsorship or advertising amounts then e lf the tax is to be added on to the amount then enter either the percentage it is to be i
594. xit 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 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 370 Glossary Summit Event Manager Pro Group icon A group icon is the graphical representation of a minimised group window Double clicking on a group icon will open the group window Housekeeping Housekeeping is the process of managing document files on the network This involves the logical grouping and naming of documents and the deletion of documents that are no longer required Housekeeping also includes other tasks
595. xpressing 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 of this column doesn t relate to the total number of people confirmed in all participation categories e The EO Confirmed Conversion Rate column shows the number of people being confirmed in each participation category as a percentage of the number of people expressing interest in that participation category 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 7 After 359 Summit Event Manager Pro 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 expressi
596. xt as its data source and must be stored in the c SEMP directory and you must change the name of the document on the Event Documents form Note that c SEMP is the default location for Summit installation If you ve installed Summit in another location store the document in that location Select the Address Label Stationery you usually use from the pull down list and whenever you print address labels for event participants the secretariat the venue suppliers and hotels the labels will be designed to fit your selected stationery Note Always select a label type with a large margin as Microsoft Access will not allow a zero margin any more Access will pick up your printer s non printable area from your own printer driver and use that to determine if the data to be printed will fit across the page left margin plus data plus any column space plus right margin must be equal to or less than the width of your selected paper If it determines the data won t fit you will get the message Data cannot be displayed error message and depending on the size of your printer s non printable area it may stop Access from running 18 Nominate the method you wish to use to identify the Summit Central record for incoming web registrations in Summit Central Matching 19 Enter the font you would like to see on your address labels 20 Enter the name of a custom label report in Custom Report Label Report Name that you want the Reporter to use instead of t
597. y Name Only the system warns you if it finds another record on the system with the same family name If you click Matching Family Name and Given Name the system will warn you if there is another record on the system with the same family name and given name as the one you ve just entered The system will match family name and first initial of the given name if you click Match First Initial and Family Name This last option is the most common method for checking as it takes into account that a person may be on file as Sue Smith Susan Smith or Susie Smith 3 Select the level of checking you require when saving a hotel booking in Hotel Booking Check If you choose Never no checking is done If you choose Warn of Overbooking the system will warn you if this booking would result in an overbooking but will not prevent you from completing the booking If you choose Prevent Overbooking the system will not let you complete a booking Chapter 4 Setup 109 Summit Event Manager Pro if it would result in an overbooking Warning checking for overbookings can take a number of seconds 4 Select the level of checking you require when saving a travel booking in Travel Booking Check If you choose Never no checking is done If you choose Warn of Overbooking the system will warn you if this booking would result in an overbooking but will not prevent you from completing the booking If you choose Prevent Overbooking the system will not let you complete a booki
598. y event materials mark the Satchel Given 3 After the arrivals have been processed collect all the copies of the printed Registration Desk Worklist that were marked manually Open the Registration Desk Worklist form from the During Menu and update the computer version of the worklist from the printed copies 4 When you are certain that the details from all printed copies of the worklist have been entered into the computer destroy the original printed copies This prevents people making entries on the old printed copies 5 Reprint the Registration Desk Worklist for the next batch of arrivals All data entered so far will be printed onto the report Chapter 6 During 351 Summit Event Manager Pro 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 Results Find by Add On Golf Tournament w Add On Golf Tournament Person Place Score Hours Minutes Jr Vitis Baggins vja e o a r Le Roux Bouvier v 2 ao o o br Patrick Morrissey vja ooo o Por Kevin x O Shaunessy v a o o Ea E A A Auto Place Setting C Highest Score Wins C Highest Time Wins Lowest Score Wins C Lowest Time Wins a pe Preview Helg Exit 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 Pla
599. y if you have a large number of tables Open the Catering Events form and enter details of the catering events functions associated with this event Catering events should be entered after equipment and location details have been entered as these are specified within a catering event Open the Sessions form and enter details of the presentation sessions for this event Sessions should be entered after session type and location details have been entered as these are specified within a session Open the Name Badge and Ticket Design form and define the name badge and ticket styles for this event Open the Presenter Rules form and mark the check boxes corresponding to the rules that apply to presenters at this event Open the Trade Rules form and mark the check boxes corresponding to the rules that apply to exhibitors sponsors and advertisers at this event lf you have a large number of people doing exactly the same thing for example group travel on an incentive trip you should enter these details in The Usual Registration The Usual Accommodation and or The Usual Travel Open the Correspondence Text form from the Correspondence form on the Before Menu by clicking on the appropriate letter type and then the Edit button and enter any additional text you want to appear at the top and bottom of receipts confirmation letters and itineraries The Correspondence form is on the Before During and After Menus Chapter 2 Scenarios 31 31
600. yed Select the appropriate payment by using the navigation buttons at the bottom left of the form and click on the Allocate Payment button In the above example we only have 1 of 1 Filtered record Allocating a payment is a two step process involving firstly the location of the person s record against which the allocation will be made and then the distribution of the payment across the event activities for that person Toolbar Buttons Dean u Click to allocate the selected payment m Click to delete the displayed payment 324 Chapter 5 Before Summit Event Manager Pro Locating a record As you ve opened the Allocate Payment form from the menu it will initially be opened at the record of the first person on the database in the example below it s currently attached to Professor William Smith To locate a specific person s record use the pull down lists and filters in the form header or cycle through records using the navigation buttons Allocate Payment Search Filters Family Available to Allocate See boats 714 80 12 Mr Peter Kitchener The Corporate Chemical Company Total Already This Still Amount Paid Payment Owing Event Charges Hotel Arrival Departure P The Majestic Hotel 27 Oct 10 28 Oct 10 100 00 0 00 100 00 0 00 Flight Date From P2 27 Oct 10 Melboume Gold Coast 820790 sooo 520780 000 Diss 30 Oct 10 Gold Coast Melboume 207 90 80 00 207 90 000 Exhibit
601. you don t have to enter that information each time you write a cheque 4 Summit will establish a link to your master database if you have installed one either to the superceded Summit Contact Manager SCM software or to the latest Summit Central SCL Chapter 4 Setup 103 10 11 12 Summit Event Manager Pro software at the location you enter in Location of Master Database This link is implemented when you send people to an event from within your master database as the person s PIN is brought in with their name and address details If you alter those name and address demographic details within this program the system can automatically update those details back in the master database If you mark the Warn Before Updating Master Database with Name and Address Changes check box in Global Options the system will ask you prior to updating as the details kept here may be temporary If you re recording exhibitor information you can set the Maximum Characters in Booth Fascia Name The system will check on entry of the Fascia Name field in the Trade Details form if you have entered greater than the number entered here If there is no limit enter 0 You can determine the naming and sorting of your booths either by selecting Number then Letter for example 1A 1B 1C or Letter then Number for example A1 A2 B1 If you are using only numbers numerics or only letters alphas for your booth numbering selecting the opti
602. 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 Chapter 5 Before 317 Summit Event Manager Pro 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 Equipment Requirements by Catering Event Potrat FF Equipment Requirements by Catering Location Portrait Equipment Requirements by Presentation Portrait Equipment Requirements by Session Portrait Equipment Requirements by Session Location __ Portrait Equipment Requirements by Session Location with Presenter Details Portrait a Preview Help Exit v 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 keybo
603. ype The first report includes full and partial delegates partial is with a Registration Type Add On the second reports only full delegates Name Organisation Event Participation Accommodation Details and Notes This report prints the delegates name organisation and their registration details Registration Types and or add ons along with their accommodation details and any notes Organisation Name and Registration Type Details This report prints all delegates both full and partial and groups them by organisation Chapter 5 Before 277 Summit Event Manager Pro Organisations by Registration Type For each registration type all registrants are sorted by family name within organisation All partial registrants those that are registered by an add on are grouped together under the heading Partial Registrations Other Involvement Details This report lists for each person who is a confirmed Other Involvement the organisation and the details of the involvement The report is sorted by family name Participation Record This is a report prints participation detail records of all delegates Financial information is not printed Participation Record Without Money This is a report prints participation detail records of all delegates Financial information is printed Possible Duplicates Matching Family Names This report lists every occurrence where a family name appears on the database more than once It di

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