Event Details Tab

Field Descriptions

Meeting No

The meeting number is assigned when you create a meeting and cannot be changed from this screen.

Event No

Enter a number that will be used to identify this function throughout the system. It’s a good idea to start your numbers with 100. It makes it easier when pulling reports. SAMS lets you number your own events because some associations like to have all Monday morning events start at 100, Monday afternoon start at 150, Tuesday morning start at 200, etc.

Description

Enter a short description for this function. The description you enter will appear on a pop-up when registering attendees for the event, as well as on registration confirmation, receipts and tickets. This field can hold up to 30 characters.

Location

Enter the location of the event. For example, if your meeting is being held in several buildings, enter the name of the building here. Or indicate the floor/level.

Room No

Enter the name or number of the room where the event will be held.

Length

Enter how long the event will last in minutes or hours.

Date

Enter the date of the event in the format MM/DD/YYYY or use the pull down calendar to select a date.

Time

Enter the time of the event. We recommend that you use the standard military time when assigning event times. This will make pulling reports a little easier. For example, a session that starts at 3:00 or 15:00 will be after a session that starts at 8:00.

Session

If you have broken your conference schedule into sessions, such as morning, afternoon and evening, enter the event's session number or code here. This could also be used to define a session that has been divided up into simultaneous workshops that all take place during the same time period.

Grade

Enter the grade level of the students that will be attending the event, or use this field to record other information applicable to your meeting.

Subject

Enter the subject of this event.

Area of Interest

If you need to track an area of interest, use this field to do so.

Audience

Enter a code denoting the type of audience that the function is directed toward. For example, if a function is designed for teachers and administrators, you could enter ‘TA”.

Limit

Enter the maximum number of people that can attend the event. When registering attendees, SAMS will give you a message when you’ve reached this amount.  Also, if you're using SAMS Online Registration, attendees will not be able to register once this limit is reached.  If no number is entered, SAMS treats the event as unlimited.

Total Count

SAMS keeps track of the total number of attendees registered for this event. At any time you may look at this event and see the total registered.

Total Received

SAMS tracks the total dollar amount received for attendees registered for this event. At any time you may look at this event and see the total money received.

Early Reg Member (EM) Fee

Enter the fee for the event that will be charged to members who register for early registration. SAMS will compare the Received Date entered on the attendee's Detail screen to the Early Date entered on the Meeting screen. Member status must equal A for Active.

Early Non-Member (ENM) Fee

Enter the fee for the event that will be charged to non-members who register during early registration. SAMS will compare the Received Date entered on the attendee's Detail screen to the Early Date entered on the Meeting screen.

Reg Members (M) Fee

Enter the fee for the event that will be charged to members who register during regular registration. SAMS will compare the Received Date entered on the attendee's Detail screen to the Early Date entered on the Meeting screen. Member status must equal A for Active.

Reg Non-Members (NM) Fee

Enter the fee for the event that will be charged to non-members who register during regular registration. SAMS will compare the Received Date entered on the attendee's Detail screen to the Early Date entered on the Meeting screen.

On-site Members (OSM) Fee

Enter the fee for the event that will be charged to members on-site the day of the event. This field can also be used to charge late registration rates.  SAMS will compare the Received Date entered on the attendee's Detail screen to the Meeting Date entered on the Meeting screen. Member status must equal A for Active.

On-site Non-Members (OSNM) Fee

Enter the fee for the event charged to non-members the day of the event. SAMS will compare the Received Date entered on the attendee's Detail screen to the Meeting Date entered on the Meeting screen.

Course No

Enter the Course number for this event (up to nine digits). This is usually an identification or approval number specified by an authorized organization when granting Continuing Education Unit credits.

Group

Use this 10-character field to identify the type of attendees this event is for (such as a specialty group).

No Per Table

If you would like to assign seating for a function (such as a meal function), enter the number of people to be seated per table.

CEU Hours 1, 2 and 3

Enter in the Continuing Education Units the attendee will receive for this event. For example, if you track state and national CEU hours, use CEU Hours 1 to track the State, use CEU Hours 2 for National, and CEU Hours 3 for Specialization hours. CEU hours will be displayed in a ##.## format. If you need to enter .75 hours, you will need to enter 0.75 for it to be displayed.

Repeat?

Enter a check in the box if this is a repeat of another session. Otherwise leave blank.

Prt on Em Conf?

By default, this option is turned on. Remove the check in the box if this event should NOT be listed on the emailed confirmation notice.

Tape?

Enter a check in the box if this event will be recorded and available to the attendees. Otherwise leave blank.

Print Ticket?

Enter a check in the box if a ticket may be printed for this event. Otherwise leave blank.

Group 1

Enter a check in the box if this event is part of a group. For example, most attendees may register for general registration and awards luncheon. By making both of these events a part of Group 1, when you register an attendee all you have to do is select Group 1 and they will be registered for both of these events. Otherwise leave blank.

Group 2

Enter a check in the box if this event is part of Group 2. Otherwise leave blank.

Group 3

Enter a check in the box if this event is part of Group 3. Otherwise leave blank.

Closed?

Enter a check in the box if this event is closed and not available for additional registrations.

Pub on Web?

Enter a check in the box if this is to be listed on the SAMS On-line Meetings Registration Web Application.

Required Reg?

This field is used in the On-line Meetings Registration Web Application to indicated events where at least one of the marked events must be chosen when registering.

Sponsor Event?

Indicates if the event is a sponsorship event in the On-line Meetings Registration Web Application.  Some users like to set up one event for all of their sponsorships and be able to change the fee accordingly while adding the event in the Attendee's Event table.

Change Quantity?

This field is used in the On-line Meetings Registration Web Application to turn on or off the quantity field.  If this field is checked, the user is able to change the quantity amounts when adding events.

Spouse Event?

This field is used in the On-line Meetings Registration Web Application to turn on or off to determine whether or not an attendee has registered for a required event.  This will keep people from registering just for a spouse event.  Please turn this field on for all spouse events.

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