Meeting Information Detail Tab

Field Descriptions

Meeting Name

Enter the name for your meeting.

Meeting Code

Enter a six digit code for your meeting. This code will be used to pull information on reports; therefore, create a code that’s logical. For example, Semarca’s Annual Convention might have a code of CONV05.

Meeting No.

SAMS assigns a number for each new meeting. This number is 4 digits long.  You cannot change this number manually.

Address 1, 2, 3

Enter the address for the meeting including city, state, and zip code.

Telephone No.

Enter a telephone number associated with this meeting - for example, the prime contact at the meeting location.

Tel Charge Code

Should your association have charge codes for accounting tracking purposes, please enter the code here.

Meeting Date

Enter the Meeting Date.  If your meeting spans several days, enter the first day of the meeting.  SAMS will use this date to calculate registration fee types.  Any attendees registering after the date entered here will be charged the on-site rate.  This can also be used to enter the date which late registration fees will apply.

Early Reg Cut-Off Date

Enter the last date of the early registration.  SAMS will use this to calculate which rate the attendee will be charged at the time of registration.  Any time up to this date, the early registration rates will apply.

Default Fee Type

Enter the letters for default fee type.  Fee types are:  EM (early member), ENM (early non-member), M (regular member), NM (regular non-member), OSM (on-site member), OSNM (on-site non-member).  These fees are set up in each event under the details tab.  Enter the type that is most commonly used.  This will only apply when the last question on this screen is set to "N" for None.

Default Record Type

If you choose "add to individual"  (in the right-hand box), enter the record type that you would like SAMS to assign to the individuals.

Badge Name

Enter the name of badge report created in Crystal Report Writer.   This is used to print badges from the Attendee screen.  The report MUST reside in Q:\dapps\memb\custreps.

This report will also be used when you go to reports (on top tool bar) > meetings > print badges (the print date will be automatically entered).

Confirmation Letter

Enter the name of confirmation report created in Crystal Report Writer.  This is used to print confirmation letters from the Attendee screen.  The report MUST reside in Q:\dapps\memb\custreps.

This report will also be used when you go to reports (on top tool bar) > meetings > print conf letters by PO # (the confirmation date will automatically be entered) or when you go to reports > meeting > print conf letters w/o conf date (the confirmation date will automatically be entered).

Use (T)rade, (P)rofessional or (N)one for member status:

Enter the appropriate letter to indicate your type of association Membership.  SAMS uses this to determine membership based on the Status = A.

Add to Indv ?

With SAMS, you have the option of adding an attendee without first having to add them to the Individual module. By selecting this option these attendees will automatically be added to the Individual table. To select this box enter a check by pressing the space bar on your keyboard or clicking in the box.

Auto Update CEU?

If you use the CEU Information table to keep up with continuing education credits that your members earn from attending your programs, you have the option of automatically updating the CEU Information table when an event is added to an attendee record and saved (normally manually entered via Utilities/Meetings/CEU Information).  It will only automatically update when there are numbers entered in any of the CEU hour fields of an event.  To select this box enter a check by pressing the space bar on your keyboard or clicking in the box.  After the meeting you can still go in and perform CEU maintenance on the individual's record by deleting or changing the number of hours.  This method might be faster than manually entering the data after the meeting.

Email Conf HTML?

You have the option of deciding whether you would like the confirmation email to be sent as an HTML email.  HTML email holds the formatting of the events selection.

Indv Look up?

This option lets you pull attendees from the Individual table. To select this box enter a check by pressing the space bar on your keyboard or clicking in the box.

Open to public?

If your association chooses to open up this particular meeting to the public for On-line Meetings Registration Web Application, please check here.

Publish on Web?

If you would like this meeting to be included with the On-line Meetings Registration Web Application on your web page, you must check this box.

Update Indv Rec?

Used to determine whether or not an individual's demographic information should also be updated when the attendee's record is saved with changes.

Use USA Only?

To bypass the fields Providence and Country in the Attendee screen select this option. To select this box enter a check by pressing the space bar on your keyboard or clicking in the box.

Use Country?

To use the Country field in the Attendee screen select this option. To bypass tabbing into this field to save data entry time and effort, do not select.

Use Event Memo?

This option will enable you to easily add all events including due, paid balance amounts to a report.  If this is not a feature you will utilize, turn it off – that will speed up the system.

Use Expire Date?

If this option is checked, SAMS will look at the Professional member’s expiration date to determine what fee type the attendee should be assessed.  Does not apply to Trade Associations.

Use Group 1, 2, 3?

A group can be established if attendees will be registering for multiple events at one time.  For example, member registration might include registration, welcome reception, Monday education activities, business luncheon, Tuesday activities and Chairman's evening.  Selecting these groups will enable to set these up and use them.

Use Guest?

This is used if you automatically want SAMS to pull in the spouse name from the Individual screen. To select this box enter a check by pressing the space bar on your keyboard or clicking in the box.

Use PO's?

If this meeting is to be included on the web page and your association will accept purchase orders for the meeting, you must check this box.

Use Position?

To use the Position field select this option. To select this box enter a check by pressing the space bar on your keyboard or clicking in the box. 

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