The Agenda Details screen is used to create, edit, and view agenda items. Please note that in addition to using this screen to create agenda items, you can also use the import and export features of the agenda module to make entering agenda items easier. See the "Streamlining Agenda Item Entry" topic for more details.

Details

• Name – The text displayed on confirmations and reports (required).

• Type – Specifies whether the agenda item is an Activity, Class, Meal, etc. You may select one of the default Agenda Types (Activity, Class, Fee, Item, Meal, Session Breakout, and Tour) or create your own. To create a new Type, select "--- Add a new type ---" from the Type select list and then enter your new Type in the text entry field that appears to the right of the Type select list. Your newly created type will now be available in the Type select list when creating or editing Agenda Items. It will also be available in the agenda item search in the Session Management section of Event Setup > Agenda . In addition, your custom Agenda Type will be available in the list of Agenda Types displayed in the "Types of agenda items to display" area of Forms > Agenda.

• Unique Code – Should be a short abbreviation of the name and is also a required field.

• Start Date and End Date – If the agenda item has a start and end date, the date and time should be entered in the space provided. These fields may be left blank, however, and clicking the Do not use dates checkbox will hide the start and end date fields.

About Number Registered and Number Available

When counting the number of spaces registered and available for a given agenda item, the following rules apply:

• The registration is confirmed.

• The registration status must be of "accepted" type (new, pre-registered, no-show, attended, or a custom status).

• The registration's test status matches that of the even. (If the event is in test mode, then test registrations are counted. If in live mode, then test registrations are excluded.)

• The registration is active.

Confirmed registrations that have a balance due are not counted against the inventory for an agenda item, unless the appropriate setting is selected on the Plan Configure > Options page for the event.

Other options include:

• Total Inventory – The maximum number of spaces the agenda item has for this event. This limit cannot be exceeded using the online registration form.  It can, however, be exceeded by meeting planners. The agenda item has unlimited inventory if this field is set to 0.

• Sort Order – The order of the agenda item in list displays.

• CEU – Use this field to track Continuing Education Credits for classes. You can include the CEU field in Registration Agenda reports to track student progress in a field of study. Note that the CEU for a class will also appear on the Registration > Agenda page in each registration in the system. The registration agenda Credits field tracks the number of reservations for the agenda item multiplied by the CEU value for the program item. If you wish the CEU to be assigned to only one person, be sure to set the Maximum per Order for the program item to one.

• Max/Order – Sets a limit on the number of reservations one registration can make for the agenda item. Use this to enable people to buy multiple physical items, seats

Activity/Session Management

Activity/session management enables you to organize agenda items by location, track and session/group. If you wish to choose an existing location, track, or group, select it from the drop-down list. If you instead wish to create a new location, group, or track, type its name into the field provided.

Setting up locations, tracks, or groups for your event lets you fine-tune the organization of the agenda sections of registration forms to a finer degree.

Online Label and Description

The label is the text shown online when this agenda item is listed on a Web page or registration form. The description is text or database-driven fields that will be shown above or below the label on the registration form, or alternately shown inside a pop-up window linked from the agenda item title on the registration form. The label has a limit of 1000 characters, and the description has a limit of 2000 characters. 

Note that you may insert images into the agenda item description, by uploading the images via the interface in Settings > Display > Advanced and then adding an HTML image tag in the description body.

Registration and Cancellation Fees

Up to 3 registration fees and 3 cancellation fees may be created for each agenda item.

• Expiration Date and Time – Select a date (make an entry or use the calendar) and time. The associated fee no longer applies after this time.

• Fee Code – Should be an abbreviation of the name; it is used on summary reports. 

• Label for Reg form – Will be displayed on the registration form.

• Amount – The fee that is charged to the registrant.

Percentage Fee and Discount calculations need to be in separate logic rules than Tax calculations. Charges may not be calculated correctly if both percentage calculations and tax are combined in the same logic rule.

Assign any Percentage Fee or Discount in a form via logic earlier in the form sequence than the Tax using separate form sections (although using the sort order will also work within a section). The general rule is to add tax to a registration via form logic at the end of the last page before Verify.

Planner Notes

The notes are for users only, and can contain any miscellaneous information regarding the agenda item. Notes have a limit of 2000 characters.

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