About Agenda Items:

Common Questions:

• What are the differences between the various field types?
• How do I charge different registration fees to various Registrant Types?
• How do I charge fees for optional, scheduled activities?
• How do I create a discount code?
• What is conditional logic and how do I use it my event?
• How do I use the automated Waitlist functionality?
• How do I allow registrants to choose just one of a number of options that are not multiple choice items (Group Name)?
• How do I set the status of attendees based on Agenda Items that they select?
• How do I include agenda item information in the Confirmation or Reminder email?
• How do I send my attendees a copy of their complete agenda (PDF)?
• How do I delete an item from my registration form (Agenda Item / Fee or Custom Field)?
• Why is the Field Type grayed out in my agenda item?

Agenda Items are the various components, activities, scheduled items, sessions, etc. of your Event. For example, your Event may have optional fees such as a series of workshops or other sessions over the span of a few days or perhaps an awards dinner or golf outing. In this example, these would each be set up as separate Agenda Items. Your attendees can select (and be charged) for additional activities, pick the session(s) or classes they would like to attend, and check the appropriate boxes to indicate whether they (and perhaps a guest) will be attending the other activities.

Like Custom Fields, you can set up different Agenda Items or Fees to display to the different Registrant Types or categories of attendees created for your event. However, unlike Custom Fields, you also have the ability to charge a fee for a selected item, instantly create a printable schedule, and even setup automatic waitlisting when an individual item has reached it's limit.

Field Descriptions:

General section -

Name on Form (required) - Enter the text to display to your attendees on the registration form.

• Click on the paper/pencil icon to the right of this field to add/edit your content using the HTML content editor.
• For example: "President's Award Banquet" or "Please indicate your meal preference".

Name on Receipt (required) - Enter the text that you would like your attendees to see on their registration confirmation, record, & invoice.

• Typically the same information that you used in the Name on Form.
• Information entered here also displays on the Event Website, Agenda tab. More info...
• Click on the paper/pencil icon to the right of this field to add/edit your content using the HTML content editor.

Name on Reports (required) - Enter the text label that you would like to display on your reports. Keep this short and concise - registrants will not see this name.

Name on Badge - Enter the text that you would like to include on a label/badge when this item is displayed.

Field Type (required) - The entry here determines the type of field the attendee will see and be asked to respond to, such as a check box, text field, radio buttons, etc. Depending on how you wish to collect the information for this field, you may choose one of the following field types:

Check Box (default) - A field where the attendee indicates Yes or selects an item by checking a box.

• Typically used for fields such as, "Please check here if you plan to attend the Tuesday night dinner."

Radio Button - You create your own list of responses for this field that will appear in the form of radio buttons, only one of which can be selected.

• Typically used for fields where the choices are more involved and/or you want all choices to be visible to the registrant, such as, "Please select the Monday afternoon technical workshop you plan to attend:" (along with a list of available choices in radio button format).
• Radio buttons are not recommended if you have five or more items in the list of responses, as each selection takes up vertical space on the registration page, requiring the registrant to scroll down as the page grows.
• When this field type is selected, a new set of fields displays near the bottom of this section. See the field descriptions for the Multiple Choice Items section below for information on adding the multiple choice items to the field.

Drop Down - You create your own list of responses for this field that will appear in a dropdown list, only one of which can be selected.

• Typically used for fields with relatively simple choices such as, "Please select your lunch preference below:" (along with a dropdown list of available options).
• When this field type is selected, a new set of fields will display near the bottom of this section.
• See the field descriptions for the Multiple Choice Items section below for information on adding the multiple choice items to the field.

1-Line Text - A text field where the attendee can type in an alphanumeric (letters and numbers) response to the question.

• Typically used for fields such as, "Please describe any special dietary needs you would like us to know about."
• When this field type (or Numeric Field, below) is selected, a new field will display titled Maximum Number of Characters. This field must be filled in with the limit for this field (maximum 250 characters).
• Valid entries: letters and numbers.

Number - Inserts a field where the attendee can only enter a numeric response to the question.

• Typically used for fields such as, "Please enter the number of industry Events you attend per year."
• When this field type (or 1-Line Text, above) is selected, a new field will display titled Maximum Number of Characters. This field must be filled in with the limit for this field (maximum 250 characters).
• Valid entries: numbers only.

Contribution - Inserts a Numeric Field into which the registrant enters an amount.

• Typically used for Agenda Items such as, "Please enter the amount you would like to donate to the charity."
• When this field type is selected, two new fields display at the bottom of this section Variable Amount: Min. and Max. These fields must be filled in with the lowest and highest amounts for this field.
• Valid entries and formats: amounts greater than zero (0), using either whole numbers (such as 100), or if the amount includes cents, use format 123.45.

Paragraph- Inserts a large text box where attendees can type an unlimited number of characters. This field is useful for asking questions that require a narrative response that will not fit in a one-line text field (e.g., comments and questions).

• Typically used for fields such as, "Please copy your resume and paste it here."
• Valid entries: Any combinations of letters, numbers, punctuation, and spaces.

Date - Displays a set of three text fields -- one each for month, day, and year - and a calendar icon. The registrant can either type in the date entries or click the calendar and select their entry.

• Typically used for fields such as, "Please indicate the date that works best for you to attend the fall training session."

Time - Displays a set of three dropdown lists - one each for hour, minute, and AM/PM - from which the registrant selects their entry.

• Typically used for fields such as, "Please indicate the time that you plan to arrive."

File Upload - Allows registrants to upload a document, spreadsheet, Power Point, Adobe PDF, text, or image file to their registration record.

• Valid file types for upload: .doc, .xls, .ppt, .pdf, .txt, .csv, .jpg, and .gif files.
• Typically used for fields such as, "Please include a copy of your thesis by clicking the Upload button."
• Maxi um file size that can be uploaded is 10 MB

Section Header - Simply displays text to the registrant; that is, it does not collect data or require a response. The section heading can also be used to place text, images, and/or links anywhere on the page.

• Typically used for fields that you want to display only on the registration form, and not on reports, in attendee records, on the Event Website, and so on.
  • Example: "Thursday Itinerary".
• By default, Section Heading text appears in bold characters. To remove the bold from the text, insert an "end bold" HTML tag (</b>) before the text in the Question/Description field.
• Text or images entered as a Section Heading will not display on the Agenda tab of the Event Website page unless that text or image is selected as a field type of Always Selected.

Always Selected - This field displays the caption information on the registration form, but does not display a field for the attendee to enter a response. It is automatically selected for the attendee, meaning it is treated as if it were a checkbox field that was checked. Thus it will always appear on the Personal Information page in the Reports and Functions area and on the Registration Record page that the attendee can view.

• Typically used for fields that you want to display on the registration form, as well as on reports, in attendee records, on the Event Website, and so on.
  • Example: "Please contact the hotel directly to make your reservation, at 888/MARRIOTT or www.marriott.com."

Continue Button - Displays a Continue button that takes the registrant to the next page of the registration form. This is convenient if the fields on the lower part of your page only apply to certain registrants based on earlier responses.

• Typically used for fields such as, "If you selected Yes to attend the pre-conference golf tournament, please answer the remaining questions, otherwise please click on the Continue button to proceed to the next page."

Multiple choice items section (fields are only visible when Field Type is Multiple Choice Radio Buttons or Dropdown List) -

Add Multiple Choice Item - Click this link to add your own item to the multiple choice selections. There are four fields in the Multiple Choice Item window:

Name on Form (required) - Enter a name for this field in the RegOnline databases. Your registrants will not see this entry.

• Valid field entries: Letters, numbers, underscore (_), and hyphen (-) only.
• Maximum field size: 50 characters.

Name on Reports (required) - Enter the text you want your registrants to see on the registration form for this item.

Price - The fee you will charge your registrant for selecting this item.

Limit - If you have a maximum number of attendees who can select this item (for example, if you have a class with a limit of 10 participants), enter the limit here.

• Note: You can not enable waitlisting a multiple choice item.

Visible - Check this box to make this item visible on your form.

Add Commonly-Used Items - Select from our collection of commonly used lists, including 'Countries', 'States' and 'Days of the Week'.

Delete all items - Click this link to remove all multiple choice selections that have been created.

Maximum number of characters (field is visible and required only when Field Type is 1-Line Text or Numeric field) - Enter the maximum length of this field.

• Example: an entry of '5' here and a field type of 'Numeric Field' allows the registrant to enter any number from 1-99999.
• Maximum is 250 characters.

Start Date/Time - If appropriate, enter the start date and time for this Agenda Item.

• If your Event is set up to send a reminder email that will be appended with information about this specific Agenda Item (see the Append to Reminder Email button information below), any start date entered for this Agenda Item will override the Event start date; that is, the reminder email will be sent based on the start date for this Agenda Item. See the Related Link below for more information about reminder emails.
• Typically used for components of a larger Event, such as a Thursday afternoon breakout session or golf outing.

End Date/Time - If appropriate, enter the end date and time for this Agenda Item.

Location - If appropriate, enter the location for this Agenda Item.

Standard Price - The standard cost of this Agenda Item. If there is an entry in the Early-bird or Late Price field (Early or Late pricing options section of the Agenda Item), it will override this Regular Price based on the date(s) entered.

Field format: no dollar signs; cents if needed. Examples: 1000 or 875.25

The default currency for this Event is based on the entry selected on the Checkout page, Currency of this Event field.

Pricing Schedule - Click the Options link next to the Standard Price field to expand this section. The Pricing Options section is used to set up early and late prices for this item. Click Add Early Price to add any early bird pricing and click Add Late/Onsite Price to add a late price.

• For example: Your Event registration fee is $100, and you also have an early registration fee of $75 if you register on or before December 15, 2007, as well as a late registration fee of $150 for any registrations entered after April 30, 2008. In this example click Add Early Price, and make the applicable entries below, then click Add Late/Onsite Price and add the remaining entries.

  Standard Price: 100

  Early Price:	75	Ends:	12/16/2007	11:59 AM
  Late/Onsite Price:	150	Starts:	04/30/2008	12:00 AM

Early/Late Price - Enter the early and/or late cost of this Agenda Item, if any.

• An amount here overrides the entry in the Regular Price field above during the dates specified.
• Field format: no dollar signs; cents if needed.
• The default currency for this Event is based on the entry selected on the Checkout page in the "Currency of this Event" field.
• You can also charge your Early price to only the first X registrants by entering the number of registrants who will receive this price into the For the first ___ registrant(s) field.

Ends / Starts - Enter the date(s) and time(s) before and after which the price changes, if applicable.

Discount/Access Codes -

Label - Enter the description of the field where your registrants will enter a code. Example: Enter your discount code here.

Add Code - Select this to add one Code at a time.

Code (required field) - Enter the code word your registrants will use to receive the discount. Examples: VIP, studentdiscount, comp.

Code Type -Select how the code will be used.

• Select Discount if you would like the Code to change the cost of the Agenda Item
• Select Access if you will use this Code as a password for the Agenda Item.

Code Use Limit - Set a limit on the number of times the Code can be used by your registrants.

Bulk Load - Select this to add many Codes at a time.

Bulk Loaded Discount/Access Codes -

• An entry in this field will add a text box to the registration form where your registrants can enter the code, if known. The caption for this field reads "Code:" by default, but can be overridden with an entry in the Discount Code Caption field below.
• Discount is subtracted from the entry in the Price field above (or current price if using the Early-bird or Late pricing options).
• Field format: enter the code word first, then an equals (=) sign, followed by a minus sign (-) and the amount of the discount.
  • Example of a single discount code:
    • codeword=-100
  • If you have more than one discount code, separate them with a comma (,) and no spaces. You can enter as many discount codes as needed as long as they are separated by a comma and have no spaces between entries.
  • If you want to subtract a percentage (instead of a dollar amount), add a percent sign (%) at the end.
    • Example: VIP=-100%
  • If you want to include cents in the discount, enter a period and then the cents. Example: assoc=-122.75
  • If you have a limit on the number of times that the code can be used by registrants, then enter it in parentheses after the amount.
    • Example code with a limit of 10 uses: discount123=-100(10)
  • Example of multiple codes, both dollars and percentages, and limits:
    • code1=-50(5),code2=-75(25),code3=-45.75(1),code4=-22%,code5=-45
• Code format: the code itself (the left side of the equals sign) can be from one to 20 characters.
• Discount codes are not case-sensitive.

Require Attendee to enter a code - When an entry has been made in the Discount (Invitation) Code field above, check this box if you want to require your registrants to enter a discount code for this item.

 

Group Discount Options -

Available for Group Discount (only visible if a Group Discount Rule has been created) - Select this box to apply the Group Discount rule to this Agenda Item / Fee.

• The Group Discount Rule must be created in the Registration Rules section on the Start page.
• If the Group Discount Rule is set to apply to ALL items and fees, then this box can not be cleared (grayed out).
• More on setting up group discounts...

Tax rates - This section enables you to indicate that this Agenda Item is taxable and, if so, which tax or taxes to add to the price of this item.

• If no taxes have been set up for this Event (on the Checkout page), in place of the Apply the Following Tax Rate(s) field below, the text "No tax rates have been defined..." along with a link to create a new tax.
• Tax rates will be applied to a fee after all discount codes and group discounts have been applied.

Apply the following tax rate(s) - If this item is taxable, check the appropriate box(es) to indicate which tax(es) should be added to the price of this item. Tax is calculated on the net amount the registrant will be charged for this item (i.e. after early pricing, discount code, etc.).

Spaces Available - If there is a maximum number of registrants that can select this field, enter the limit here. By default, this item will disappear from the registration form when the limit is reached.

Capacity Options -

When limit is reached -

• Hide this Item - When this option is selected the item will disappear from the registration form once the limit has been reached.
• Edit message - Click on this link to edit the message that is displayed once the limit has been reached. (A green check mark will appear if there is content in this section.)

Activate Waitlist - Select this option to enable the waitlist functionality for this Agenda Item. More on the Agenda-Level Waitlist feature...

• Items using the Multiple Choice field types cannot be waitlisted.

Add Text to Waitlist Confirmation Email - Text entered here will be appended (added) to the Confirmation email to be sent to all attendees of this Event.

Add Text to Reminder Email - Text entered here will be appended (added) to the Reminder email to be sent to all attendees of this Event.

Visible/Required - Select the Registrant Types that will see this item. By default, the item will be visible to all Registrant Types.

• To make this field visible to all registrants, check the Visible box on the All line. If this field should be required for all registrants, check the Required box on this line as well.
• To make this field visible only to certain registrants, click Show All Registrant Types and select the Visible box(es) for the appropriate Registrant Type(s). If this field should be required for those registrants, check the Required box(es) as well.
• If your Event (or other form) does not use Registrant Types, you will see just two checkboxes in this section, Visible and Required. Check the appropriate box(es) to display this field on the registration form (Visible), and to require that your registrants respond to this field (Required).
• For more details on Registrant Types, see the Related Link below.

Admin Only - Select this option to only display the item during Admin Registration. When selected, this item will not be visible to the public. If the item contains a fee, note that the fee will display on the registrant's invoice.

Conditional Logic (Only visible on qualifying items) - Select the parent or controlling item to enable Conditional (if / then) Logic for this field. Additional help using Conditional Logic...

 

Advanced section -

Field position - Select where you wish the field (checkbox, drop down, etc.) to be positioned on your registration form relative to the Name on Form. You can choose to have it below, above, to the right, or to the left of the caption.

• Checkboxes generally display to the left of the caption.
• 1-Line Text, Numeric Field, Paragraph, Drop Down, Date, and Time fields generally display below or to the right of the caption.

Separator Line Below - When checked, this field displays a thin horizontal line below this field, providing a visual separation between fields.

• Generally used to create a visual break between sections of a page, such as between days' activities. For example, if your Event has activities over the span of two days, you might add a separator line after the last item for the first day.

Available From/Available To - If desired, enter the range of date(s) during which this field should display on the registration form.

• Example: An entry of 11/1/2007 in the Show This Field Starting fields will cause this field to display beginning at just after midnight on November 1, 2007.
• Fields display/disappear as of midnight Mountain Time on the selected date.

Date Format -Select how you would like the Date and Time of the item to display on the regsitration form.

Details Popup - If you would like to offer your registrants more information about this question/field in a details link, click this link to access the Content Editor window and type/format your information. (A green check mark will appear if there is content in this section.)

• When there is content entered in this section, then the attendee will see a Details link adjacent to the question. When the link is clicked, the content created here will display in a new browser window.
• Any information added to this section will also display on the printable schedule (PDF).

Group Name - Used to "group" one or more fields together, causing all fields with the same entry here to behave like radio buttons, in that the registrant can select one (and only one) of the choices. More info...

• For example: If your Event has three optional activities, all of which are separate checkboxes, and the registrant can select only one of the activities, enter the same Group Name (such as "Optional Activity") for each of the three checkbox fields here. The registrant will then be allowed to select just one of the three checkboxes to indicate their preference.

Initial Attendee Status - If desired, select a status from the dropdown list for those registrants who select this item. Default value is [None], meaning that this functionality is not being used for this item. More Info...

• Typically used for Agenda Items where you need to perform a check on registrants who have selected this item, such as an advanced training seminar.
• A status selection here will display this status on the Agenda Items Report, where you can monitor and update your attendee's status for this item or on a Custom Report.

Add Confirmation Email Addendum - Click this link to add information about this Agenda Item to the Event confirmation email. Any text entered here will be appended to (i.e., added at the bottom of) the confirmation email specified in the Details tab, Confirmation Email link.

• See Related Links below for more information about the confirmation email.

Add Reminder Email Addendum - Click this link to add information about this Agenda Item to the Event reminder email. Text entered here will be appended to (i.e., added at the bottom of) the reminder email specified in the Details tab, Confirmation Email link.

• See Related Links below for more information about the reminder email.

Educational credits - If this field is used for any credit-based item, such as a continuing education class, indicate the number of credits this class is worth.

Event Builder - Agenda Page Options

Field Descriptions:

Page Name - To change the name of this page, enter the desired page name. This is the name of the page that registrants will see when registering.

Edit header - Enter any information, images, links, etc. that you want to display at the top of your Agenda page. When you have content here, the small checkbox icon (to the right of the field name text) will display in green.

Edit footer - Enter any information, images, links, etc. that you want to display at the bottom of your Agenda page. When you have content here, the small checkbox icon (to the right of the field name text) will display in green.

 

Additional Information:

Click the image at the top of this page to watch a short training video on this topic.

Keywords: schedule, formatting, agenda, format, event building

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