Creating Events

When you create an event in NeonCRM, you start by entering the basic information first, and then you fine-tune all of the advanced settings later. To create a new Event, navigate here: Events > Create New Event

The event configuration page has seven sections:

  1. Event Information
  2. Event Description
  3. Event Date/Time
  4. Event Location
  5. Financial Settings
  6. Donation Type
  7. Front End Settings

You can also create a new event by copying an existing one. You can do this from the Event Detail or the Event List page.


Event Information

  • Name is the public name of the event, which will display on your website
  • Summary is an optional description of the event
  • Campaign allows you to automatically post all registration fees and/or donations from this event to a Campaign.

    • Registrations for the event will also contribute to the Fund and Purpose as the selected Campaign.
    • If your event is tied to a Campaign that supports Social Fundraising, then a field is automatically added to the bottom of that event registration form asking the registrant if they want to credit this event registration to this team or individual. To remove this field from your event registration form, you'd have to disable social fundraising for that campaign or unlink your event from that campaign.

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  • Maximum Attendees allows you to define a maximum number of attendees for the event. If you enter a number here, online registration for the event will automatically close the attendee maximum is reached. (Note: You can also set this up per ticket level. )
  • Code allows you to define an optional code for internal tracking purposes
  • Web Template allows you to apply a custom built alternate template for the event registration form and event page for this event.
  • Event Category and Event Topic are used to sort your events on the Event Listing Page.

The set of checkbox options determine the registration behavior and availability of your event:

Publish Event Page makes your event "go live" and creates a page listing information about your event from the Event Description, as well as links to the Event Registration form (if enabled). It also automatically adds this event to your Event Listing Page and calendar.

Enable Event Registration Form enables the online registration form for this event. Disabling this option closes online registration. Online event registration closes automatically after the specified Event End Date.

Archive deactivates this event and prevents it from showing up on your internal event list. Archived events are not available in event reports.

Enable Wait Listing - If enabled, NeonCRM will continue to accept registrants even after the Maximum Attendees has been reached. It will place those registrants on a wait list without asking them for financial information. It will be your responsibility to determine who from the wait list will be allowed to attend the event; NeonCRM does not do this automatically. Learn how to create and manage Event Wait Lists.

Send Ongoing Registrations to Wait List - If enabled, all future registrants will be added to the wait list immediately even when the event has not reached capacity. Learn how to create and manage Event Wait Lists. no_vacancy.png

Create NEON accounts for all attendees - If enabled, NeonCRM will create a new account for all attendees for this event. Neon always creates an account for the event registrant. This setting only applies to attendees other than the registrant.

NOTE: Be aware that NeonCRM differentiates between Registrants and Attendees. A Registrant is the person who fills out the registration form, whereas Attendees are the people actually coming to the event. Registrants can register more than just themselves. Enabling this option is really only important for people registering more than one person. Say a constituent wants to buy four tickets to your event. Checking this box will mean that NeonCRM will create accounts for all four people who were registered, instead of just putting them on the attendee list.

Event Description

The Event Description will appear on the page for this event that is created by NeonCRM. This is where you enter the content of the Event Page.

You control what content will display automatically on this page here: System Settings tab > Home/Dashboard > Events > Display Settings.

Your Event Description content is created using a WYSIWYG editor. You can add as much or as little information as you would like, and modify the appearance to include pictures, change the font, etc. Use the buttons at the top to align your text, change the text size, your font, and the text style. You can add an image using the Image button as well.


Event Date/Time

Enter in a date in the Event Date/Time section. Use the calendar to choose a date, or enter a date manually using the mm/dd/yyyy format (e.g. 10/28/2017). Choose a start and end time designating AM and PM.

Note: If you do not set an End Time for your event, online registration will automatically close at 12:00am on the End Date. You will need to set an End Time if you wish to allow online registrations on this date.

If you set a Registration Close Date and time, anyone who clicks the registration link from that time onward will receive the message highlighted below:

zd_event_reg_closed.jpg

System users can still process registrations after the close time.

Note: Registration Close Date/Time can be set for up to 1 day before the event. It is not possible to set an online registration close time on the same day as the event.

If no registration close date/time is set, online event registration will close automatically at the specified end time or, if no end time is specified, at 12:00am on the End Date.


Event Location

Add a location by entering in the location details such as street address, general location, city, state, and zip code.


Financial Settings

Event Price
Tax-Deductible Percentage
Attendee # per Registration

Financial Settings is where you choose what type of pricing your event will have, as well as selecting the fund and purpose for money coming into the event.

financial_settings.png

You'll have four pricing options:

  1. Free Event - The event has no general admission fee. You can still add paid sessions to this event and collect donations, so Fund and Purpose are still available options.
  2. Single admission fee - The event has the same general admission fee for each attendee. Once selected, a field will appear where you can enter that admission fee, and note the tax-deductible percentage of that fee. Again, sessions with different prices can still be added later to the event.
  3. Multiple ticket prices, one attendee per ticket - This is best used when you plan to offer tickets of varying price levels, such as VIP tickets or special prices for members. Each attendee still needs their own ticket. You can create these tickets on the event's detail page.
  4. Multiple ticket prices, multiple attendees per ticket - This is best used if some ticket levels are for groups like tables or golf foursomes. One ticket can be shared by multiple attendees. You can create these tickets on the event's detail page.
Note: The financial settings of an event cannot be changed from "multiple ticket prices, one attendee per ticket" to "multiple ticket prices, multiple attendees per ticket" if ticket prices have already been made for your event. Also, if there is an event registration for your event, this setting cannot be changed.

You can designate a Tax-Deductible Percentage of the admission fee, ticket price, and session. Neon will calculate the total tax-deductible amount of each registration total.

The tax-deductible amount can be viewed in Event Registration Reports and from the registration record itself, as shown in the example below:

total_tax_ded_amount.png

The <<Tax-Deductible Registration Amount>> token is available to use in the Event Registration system email. You can add this token to the header/footer content of the default event registration email.

Note: The Tax-Deductible Percentage does NOT actually split the total event registration amount into a separate donation record.

Multiple Attendees can be registered per event registration:

  • If you specify Exactly, this will be a fixed number, meaning if you put "4" here, all registrations will require you to include exactly 4 attendees.
  • If you specify Up to, your registrants will have an option of how many attendees to specify. If you put "Up to 4", your registrants will have the option to register between 1 and 4 attendees.

attendee___up_to_exactly.png

When you specify a cap on the number of attendees per registration, Neon will automatically remove the Number of Attendees field (shown below) from that event's registration form.

number_of_attendees_field.jpg

Instead, you will be prompted to do this on the next page, as shown in the example below of an event where the Attendee # per Registration is Up to 10.

Creating_Events_Financial_Settings.png

Note: "Attendee # per Registration" specifies how many tickets can be purchased at one time, not how many attendees are admitted per ticket.

Donation Type

The Choose your Donation Type section allows you to ask for your constituents to make a donation while registering for an event.

  • This donation is added to their registration total, but it is processed as a separate donation within NeonCRM.
  • The donation will be assigned to the same Campaign as the event. If the event does not specify a campaign, the donation will go to the campaign marked as the default campaign for online donations.
  • A registrant that makes an additional donation here will receive both the Event Registration and Donation Appreciation system emails.
  • If a registrant selects a Fundraiser to credit their registration AND makes an additional donation, then the donation will also be credited to the selected Fundraiser.

If you select Donation Level, constituents can choose from a list of pre-set donation amounts.

Learn more about setting up donation levels here.

If you select Free Input donation, constituents can enter any donation amount they like.

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Selecting either donation option will give you a additional field where you can enter the Donation Field Label.

donation_field_label.jpg

When enabled, the Free Input Donation field or the list of Donation Levels appear at the bottom of the Registration Summary Page.


Front End Settings

Two additional settings are available under this section that apply to the Event Registration Form for this event only.

zd_event_front_end_settings.jpg

Note: The second setting is only available if you opt to create NeonCRM accounts for all attendees under Event Information.

If you choose Allow registrant to choose relationship type between attendees, the following drop down field will be added to your event registration form:

relation_of_registrant.png

If the registrant selects Same Household then Neon will create a household on the registrant's Neon account and the attendees will be added as household members.

If the registrant selects Same Organization then the attendees will be added as company contacts on the organization's Neon account.

Select Default the relationship type between attendees to "Household" or Default the relationship type between attendees to "Organization" to specify which relationship is selected by default on your event registration form.

If you select the option to Display the checkbox that automatically makes the event registrant one of the attendees then the Include myself as an attendee check box field will be added to your front-end Event Registration Form, as shown in the example below.

include_myself_as_attendee.png

Note: The check box to Include myself as an attendee: must be first added to your event registration form using the web form customization utility in order for it to appear on an event where you have selected Yes for the setting to Display the checkbox that automatically makes the event registrant one of the attendees.

include_myself.jpg

 


Event Detail Page

Once you have entered the basic details for your event and clicked Submit, you are presented with the Event Detail page. From here, you can add advanced capabilities to your events. This top section provides a lot of details about your event, as well as links to reports on the right side. From the Event Detail page, you can modify and customize your event further.

Learn how to use the settings on the Event Detail Page here.

Copy an Event

You can also create a new event by copying an existing one from the Event Detail Page.

copy_event.png

The copy function allows you to create a new event, or a series of events, by copying the settings and information of an existing event in your system.

When you copy an event from your event list, you can either:

  1. Copy the event once
  2. Set the event to repeat at the specified unit (week, month, year) and interval

copy_event_settings.png

Note: You may only make up to 15 copies of an event at a time. If you need to make additional copies, click the Copy Event button again.

After creating the copies, you can make changes to the original or the copied event. Editing the original event settings will not effect the copy, or vice versa. Copied events are not tied to the original event or other copies, so changes made to one will not be applied to the other(s).


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