Adding Event Meetings

Events are the parent record and hold basic information about the event that includes:

  • Event Name
  • Contact
  • Event Type
  • Customer
  • Description
  • Estimated Attendance 
  • Event Status
  • Event Owner
  • Private
  • Featured

Event Meeting(s) are the child records of an event and identify the individual instances of the event. The event meetings can be changed independently of the Event and each one includes:

  • Start Date,/End Date
  • Start Time/End Time
  • Assigned Room(s)
  • Associated Resource(s)
  • Room Configuration

If you have permission to view the Event List, there is an option to either View Events (the parent record details) or View Event Meetings (the child record or each instance of an event). Learn more in the Events Management section. 

mceclip0.png

 

Add Event Meetings to Existing Events 

You can add event meetings to an event when the event is created using the Event Form or to an existing event. This article will go over how to add event meetings to an existing event. To learn how to add multiple meetings when the event is created, read the Add Events article

  1. Click the Events tab.
  2. Select Events.

    mceclip0.png

  3. Open the event that needs additional meetings.
  4. On the Meetings tab, click Add Meeting.

    mceclip1.png

  5. Select the occurrence of the additional meetings you will be adding to the existing meetings. (Single, Multiple, Recurring).

    mceclip2.png

 

Single Meeting Occurrence

Select the Single occurrence when you are only adding one event meeting with a single date.

  1. Select Start Time and End Time.

    mceclip0.png

  2. Select Start Date and End Date.
  3. Enter Meeting Name.
  4. Enter a Description or Copy the Description from the Event (parent record).
  5. Select Meeting Type (optional).
  6. Enter Max Attendance. Used to filter room searches to appropriately sized rooms and limit attendee sign-up if applicable.
  7. Select Private or Featured (optional).
  8. Requires Room: if unselected, meetings can be created without selecting a room.
    Removing the room requirement removes the system requirement for a room assignment and allows the event meeting to be scheduled without a room assignment. Otherwise, event meetings without room assignments are considered incomplete. This option allows event meetings to be officially recorded for an event for billing, resource scheduling, or other record-keeping purposes without scheduling an additional room.
  9. Click Add Meeting.

 

Multiple Meeting Occurrence

Select Multiple occurrence when you want to add multiple meetings with multiple dates with no reoccurring pattern. The process is virtually the same as the Single, however, you can select multiple dates from a calendar and optionally edit times for each meeting. 

  1. Enter Start Time and End Time.

    mceclip1.png

  2. Click the calendar to select meeting date(s).
  3. Clicking the arrow button will add your meeting(s) to the meeting list on the right. They will be added with the same times as entered above, however, by changing the start/end times you can create different meeting time and date combinations (meeting groups).

    mceclip3.png

  4. After the date/times are selected, enter a Meeting Name.
  5. Enter a Description or Copy the Description from the Event (parent) record.
  6. Select Meeting Type (optional).
  7. Enter Max Attendance. Used to filter room searches to appropriately sized rooms and limit attendee sign-up if applicable.
  8. Select Private or Featured (optional).
  9. Requires Room: if unselected, meetings can be created without selecting a room.
    Removing the room requirement removes the system requirement for a room assignment and allows the event meeting to be scheduled without a room assignment. Otherwise, event meetings without room assignments are considered incomplete. This option allows event meetings to be officially recorded for an event for billing, resource scheduling, or other record-keeping purposes without scheduling an additional room.
  10. Click Add Meeting

 

Recurring Meeting Occurrence

Select Recurring when you are adding a series of event meetings that repeat in a pattern. To create this type of event, you must simply define your desired recurring pattern using the options provided.

  1. Select Start Time and End Time.

    mceclip2.png

  2. Select a recurrence pattern and configure the applicable recurrence options.
  3. Select a Start Date for the recurrence pattern to start on..
  4. Specify either a number of occurrences or the date (end-by date) the recurrence will end on.
  5. Enter Meeting Name.
  6. Enter a Description or Copy the Description from the Event (parent) record.
  7. Select Meeting Type (optional).
  8. Enter Max Attendance. Used to filter room searches to appropriately sized rooms and limit attendee sign-up if applicable.
  9. Select Private or Featured (optional).
  10. Requires Room: if unselected, meetings can be created without selecting a room.
    Removing the room requirement removes the system requirement for a room assignment and allows the event meeting to be scheduled without a room assignment. Otherwise, event meetings without room assignments are considered incomplete. This option allows event meetings to be officially recorded for an event for billing, resource scheduling, or other record-keeping purposes without scheduling an additional room.
  11. Click Add Meeting

Was this article helpful?
1 out of 1 found this helpful

Comments

0 comments

Please sign in to leave a comment.