Event management process flow chart template
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This document provides an overview of the key functions for managing events in an event management system, including searching for existing events, setting up new events, adding tasks, coordinators, registrations, speakers, expenses, registration options, invitations, documentation, lodging options, and attributes. It outlines how to add, edit, copy, and configure information for single or multi-level events. It also describes setting up lodging locations and attributes in the system or requesting new attributes be created.
Event management process flow chart template
- 1. Event Search- Search for the event name that you Event Setup are interested in. Manage event information- adding new, editing, and Yes copying information from Add as many coordinators as Has the event been existing events. needed. Only one can be the primary. set-up in the system? Add Tasks- jobs required Add Coordinators- staff members Tasks/Coordinators in preparation for or committees that oversee No an event. an event. Add registration information about Edit and make changes Event Configuration Registrations constituents registered for the event. AND/OR to the existing registration In the Events functional area information. click "add new" and choose event or multi-level event and Add speakers associated with the event and add the necessary information. Speakers information about their presentations such See Exhibits A and B below. as topic and scheduled date/time. Multi-Level Events- Single Events- Enter Screen Add Expenses- debts your organization Copy Expenses from an Enter Screen Exhibit B Expenses incurs or plans to incur when you host OR existing event. Exhibit A an event such as catering costs. Add Registration Options- specific options Add Registration Packages- for larger multi- Add Preferences- capture event Options that you define for each registration level events. Packages combine registration preference information such as type included in the event. options from each of the supporting events. T-shirt size or meal preferences. Invitations Create the Invitation Add Invitees to the Invitation Run the Invitation Process Record Invitee Responses Documentation Add Notes- any information Add Media Links such Add Attachments- any type you want to include about as a URL link. of attachment that pertains the event. to the event. Lodging Options Lodging location search. Add lodging options to the Yes event. These are the facilities where your registrants stay Is the lodging location when they travel to the event. Attributes set-up in the system? No Add the location, information, and room types to the system. Add attribute- supplemental, trackable information important to your organization. Copy Attributes from an existing OR No Attributes match event. my needs. Contact the IT dept @ askit@uga.edu to request that a new attribute be created. Events Management Flow Chart