Do you know who’s attending an event and which functions they’re attending? Is it easy to find out whether they’re bringing a guest? Did you send them an invitation and have they responded?
It can be difficult to keep track of all the details involved in attendee management, but EventPro Planner’s Attendee Module simplifies this task by maintaining all attendee information in one easy-to-manage location. The Attendee Module is specially designed to record and organise the following critical elements of attendee management:
Seating and Table Assignment
Special Attendee Requirements
The versatile and comprehensive Attendee Module does everything you would expect for fundamental attendee management. You can also purchase optional modules that further enhance the functionality of the Attendee Module in the areas of attendee Finance, Travel and Accommodation and Online Registration.
The Attendee Module is the feature you need to efficiently manage your attendees. To preview the Attendee Module, contact our Sales Department for a Free Demonstration. Call 0871 218 0912 or email Sales.uk@EventPro.net today.
Read More About the Fantastic Features in the Attendee Module.
With EventPro Planner’s Attendee Module, you can group event functions into customised registration packages. The many options in the module let you set up registration groups to accommodate many different scenarios. For example, you can set minimum and maximum registrants for a package, determine the number of functions the attendees can select and make certain functions mandatory for a registration package. Flexible registration charge options allow you to set prices at package level, function level or a combination of both. You can also set up different charges for the registration packages based on the time of registration, which allows you to create special early-bird or late-arriver prices.
Save Your Attendees from a Free-for-All Seating Frenzy
Seating arrangements are a great way to keep an event running smoothly. They save time, avoid confusion and make the most of available space. After you create functions and register attendees in an event, the Attendance & Seating area in EventPro Planner automatically lists all functions that require seating arrangements and all attendees registered to each function. All you need to do is specify how many tables are required for each function, which is even quicker when you use the multi-add table feature. Now, you simply drag and drop attendee names into place settings at tables in the automatically created Event Function Seating chart. It’s that easy!
You may be required to store special information about an attendee. For example, some attendees may request that specific items be provided, and other attendees may be performing a duty at a function, such as presenting at a seminar or speaking at an awards dinner. The Attendee Module keeps these details organised by providing Requirements and Function Assignment folders for each attendee.
When you add a guest for an attendee, you can duplicate details from the main attendee, such as registration packages and travel arrangements. It’s just one more EventPro Planner shortcut that saves you time. Also, if several attendees are part of the same party or group, you can assign the attendees as guests of one main attendee so that EventPro Planner automatically creates a financial group in the main attendee’s name. Later, when you charge the attendees for various items, you can use the financial group to assign charges to the main attendee instead of the individual guests.
During the planning and preparation stage of the event, you will likely maintain a steady flow of communication between you and the attendees – i.e. invitations, registrations, event information, attendance confirmations, invoices, etc. The Actions area allows you to schedule reminders for tasks relating to specific attendees. In the Communications area, the communication logging feature is a great referencing tool that tracks any interaction you have with attendees. You will stay informed and never feel lost when you get an unexpected call.
If you need to send a communication to multiple attendees, such as a batch of invitations or registration confirmations, the Mail Merge feature makes this task quick and effortless, while still keeping messages personalised for each attendee. In EventPro Planner’s Word Processor, you can create your own customised letter templates for any kind of communication you need. When you use the template in a mail merge, the merge fields in the document will be automatically replaced with attendee data. This transforms the letter template into a personalised letter that refers specifically to the receiver.
Another beneficial, time-saving feature that will help you avoid manual data entry is the Import capability of the Attendee Module. If you already have attendee information within files or databases, use the import feature to quickly add attendees to the event. Not only does this save time, but it virtually eliminates errors that can occur by re-keying data.
EventPro Planner also offers optional modules to enhance the Attendee Module.
Do you need to manage income and expense items, create invoices and record payments? You need the flexible and comprehensive Finance Module.
Do you arrange travel and accommodations for attendees? The Travel and Accommodation Module is specifically designed for storing and scheduling travel and accommodation arrangements. Create reservations and assign them to attendees with ease.
Update to the latest version of EventPro Planner to continue receiving the maximum benefits from the software. Remember, to receive updates a current Upgrade Protection Plan is required. If your Upgrade Protection Plan has lapsed, contact our Sales Department at Sales.uk@EventPro.net or 0871 218 0912.
Learn more about the latest release of EventPro Planner by reading the article "Software Update" in the latest issue of the EventPro Planner Connection.
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A well-organised budget is a crucial part of organising a successful event, but creating an event budget can be an overwhelming ordeal. You can streamline the budgeting process with EventPro Planner's Budget Module.