Hi all, My Special Events Coordinator and I are trying to figure something out. This would be the first time we used the Event module. Is there a way to get your profit/expenses, etc. to come out on reports without putting each participant in one by one? We have events where we had 900+ people attend and nowhere near enough staff to enter each one in. I know someone else has run into this but there isn't any reason for us to have the module if we can't figure this out. Any and all help is appreciated. Thanks !

i haven't used the event module much in the past few years but I do remember that there is a Global Add for event participants, sponsors, guests etc... Maybe that would make it easier? Maryanne Nigro
Database Manager/Membership Coordinator
Brooklyn Chilren's Museum

We just got the Events module so I haven't tried this yet but I am planning to use the same query I used to create the mailing list to globally add constituents as event participants. Also regarding adding events--our constituents have spouses who are attached to their record but do no have constituent records of their own. Does anyone know of a way we can add their spouses as their guests for an event without having to manually type the spouse's name in the guest section? By the way, I'm brand new to this forum and very glad that I found it. Kerri Opalka Data Coordinator Germantown Academy

Ray, you might want to consider a catchall constituent for revenue. For example, we hold an annual golf tournament. It includes a box raffle as well as 50-50. It would be a nightmare to track who gave how much to each. So we have an organization record for GOLF TOURNAMENT. We enter the raffle and 50-50 revenue on that record. Perhaps you could do something similar for your event revenue. Do keep in mind though, in the long run does your organization needs this information more specifically listed? If so, see if volunteers or such could start the process of entering participants with details. Kerri, I too would love to find that out. We have used the global add to enter a query as participants but the spouses are more time consuming, especially when you know the information is in the system. Does anyone know any tricks or is this case of adding as a suggestion? Joan Joan Perry Asst Dir, Advancement Bishop Eustace Prep [Email Removed]

Hi,
We have the event module and have used it for several years. You can use the global addition to add large numbers of participants to an event, as was mentioned by other users. For the financial reporting aspect, you can run a summary from within the event that breaks down the expenses, budget, revenue, etc. Also, you can use the Event expense report to view budgeted and cost of items. Or you can run the Gift Detail and Summary report and include a query that is pulling gifts linked to your event. If you run the Gift Detail and Summary report in Summary format, then you see the amount per fund that was generated not by donor. I hope that helps!

Elisabeth McMillon
Pepperdine University