Event Bookings

An event booking can be made for an Open Event using either of the following:

Event Module

Self Service events

Event Module

• Click the Events tab here you are presented with a list of all open events
• Click on the Event from within the Event List
• Click on the Bookings tab.
• Click on the Create Booking button at the top of the screen.
• If the booking is for a Person with an existing member record (members and non-members) click the Search for Existing Person button else click the Create a New Event Contact Person button.
• Booking for someone with an existing Person record:
• Search for the Person record using a combination of part of the membership name or code, first name, last name.
• The Person details that qualify for the search and are also eligible to attend this Event will appear on screen.
• Click on the Book hyperlink next to the Person in the list.
• Booking for someone without an existing Person record:
  • You will first be prompted to enter enough details to create a non-member database record (that can be re-used if they make further bookings at a later date)
  • Once created you can continue.
• You will then be taken to the Create Booking screen and will see the available registrations.
• For a Membership that has more than one person on it you can confirm/select the Booking Contact (and if appropriate you can select the Person for the invoice to be addressed to).
• At this point you also have the option, to utilise the Online Booking Form (refer to Member Self –Service). The main advantage with the Online Booking Form is that it completes the whole transaction (Booking, Invoicing and Payment in one form), whereas the back office system allows you to batch and separate the administration of each part.
• Each Registration will inform you how many ‘attendees’ are included in each Ticket. Click the Select button depending on the Registration you wish to book.
• The quantity defaults to 1. You are able to now update the quantity if a greater number is required.
• The total number of attendees will be the attendees for each registration x the quantity selected. If that exceeds the number still available (that number is shown in brackets if an attendee limit has been set) you will be given a warning.
• You now are asked to complete the details of the Booking
  • Attendee details
  • Option details (if applicable)
• Throughout this process the total cost for the booking is maintained in the top right hand corner of the screen.
• If a mistake has been made simply click on the Cancel button in the top right hand corner of the screen.
• Alternatively if all is correct then click on the Create button in the top right corner of the screen
• If you have set up a Confirmation Email on the Event you will now get the option of sending the email to the main person on the Member record responsible for the payment of the Booking.

• Having created the booking in the back office system you have:

  • Recorded the booking against the Event and the Member/Person
  • Generated an Event type Pending Transaction. Once all Bookings have been completed you are able to Process Pending Transactions to generate and send out the invoices.