How Did These Locations Get Here?

You may have set up locations for a venue when entering the company in your Companies/Contacts database; see Chapter 3: Companies/Contacts, Company Venues and Hotels: Venue Locations.

You may also have set up the locations for each venue under the Event Setup window within this event; see Chapter 5: Set Up an Event, Organization Setup: Venues/Hotels/Suppliers: Add Location, Setup Types, Features and Room Types.

Then, when you assigned certain venues to this event under Event Setup, their locations would become available for the event.

How to Change the Locations View

Click on the Locations button to view the venues for this event.  Click on the + sign to open up the menu tree and view the locations for each venue.

Select the checkboxes next to the venues and locations you want to view in the calendar grid to the right.  If there is no checkbox next to the venue or location, it mean that the venue or location has not been used in the event yet. See Add Venue Locations to an Event.

To change the order of the venues as they appear in the list, or the order of locations within venues, drag and drop the venue or location name into a new position.

If you plan to often use a particular selection and order of venues and locations for the event, you can save it as a Template.  Choose the venues and locations you want to view and arrange them in the order you want. Click Save. You can set a different venue/location view template for each event.  Your template will be saved for all users, so that other users can use your template.

If you want to set a default template to use, select the template from the drop-down list and click Set as Default.  This default will be set for you only, not other users.

If you want to delete a template, select it from the drop-down and click the Delete button.

Note that regardless of the template you are using, if you double click on a function or resource to view it on the calendar, the related location will be selected and displayed, even if it is not selected in the current template.

How to Add More Venue Locations

See Add Venue Locations to an Event.

How Did These Functions Get Here?

You would have created the functions for this event earlier in Chapter 5: Set Up an Event, Organization Setup: Functions.

They will now appear when you click the Functions button.

Viewing Functions on the Calendar

When a function has been added to a location, a plus sign (+) will appear next to it.  Click the + to expand the text.  It will display when and where the function occurs.

Double-click on a function time/date/location listing.  The calendar will display that function, moving to the appropriate day and location if necessary for viewing. If the location was not already selected under Locations above, it will now be selected for viewing.

How to Add More Functions

See Add Functions to Venue Locations.

How Did These Resources Get Here?

You would have set up resources for this event earlier in Chapter 5: Set Up an Event, Organization Setup: Resources.

The various categories you chose for this event will now appear when you click the Resources button.

Viewing Resources on the Calendar

Click the + next to a category to see the available resources within.

If a resource has been used on the calendar, a plus sign (+) will appear next to it.  Click the + to expand the text.  The dates, times and locations will be listed below the item.

Double-click on a resource time/date/location listing.  The calendar will display the related function, moving to the appropriate day and location if necessary for viewing. If the location was not already selected under Locations above, it will now be selected for viewing.

How to Add More Resources

See Add Resources to Functions.

To learn how to set up Attendees for an event, refer to Chapter 8: Manage Attendees, Enter a Single Attendee. You will need to create attendees before you can add them to your Event Organization.

In some cases, an attendee will not only attend a function, but will also perform a duty or task at the function.  For example, a guest speaker will give a speech or an instructor will present a workshop.  These special attendees can be assigned to the functions in which they will perform their duties or tasks.

To be able to assign these attendees to a function, you must check the Can Be Assigned to Functions checkbox in the attendee’s information.  See Chapter 8: Manage Attendees, Enter a Single Attendee.  Only attendees with this checkbox selected will be available for selection under the Attendee Assignments heading in Calendar Items.

To assign attendees to functions, see Assign Attendees to Functions.

Click on the Calendar Tasks button to perform any of these tasks: Refresh, New Location, New Function, Detail Items, Itinerary Items, Attendee Assignments, Edit, View, Delete, Copy Details, Move Details, Copy Day and Print.

To refresh the calendar in order to see any new additions made by other EventPro Planner users, click the Refresh button to the right on the calendar.

The various other tasks will be explained in the instructions below: New Location, New Function, Detail Items, Itinerary Items, Attendee Assignments, Edit, View, Delete, Copy Details, Move Details, Copy Day and Print.