Defining General Meeting Product Setup

Defining General Meeting/Session Product Information

For a master meeting product, the Product Code and Parent Product values are the same.  To relate a session to the master meeting product, select the Parent Product of the master meeting.  The related sessions are then defined by the Product Code.

When creating a SESSION product, for meeting sessions that occur before the actual meeting begins and need to be purchased separately (for example, a pre-conference session), you must create them as a meeting parent product.

Note:  Personify does have the capability to upload multiple sessions for a master meeting product via an excel spreadsheet containing the sessions’ details.

To define the general meeting product.

1.  From the Meeting Definition option on the ribbon, please select Meeting and Session Setup.

2. From the options below, select the Create New Product button.

3. Select the Meetings category from the Product Maintenance.

4. From the Product General Setup we’ll want to enter the following:
1. Product Code – This would include an abbreviation for the meeting along with the year.  We enter the year so we can run reports based upon all meetings within that year. (Parent Product will default to the same)
2. Product Name – The product name will want to be based upon the main product.  The name will want to include the name, dates, and location of the conference. 

Note:  Invoice Description will default to the same; however, there is a character limit of 50.  Should the description shorten, abbreviate any necessary components.)

3. Product Sub-Title – Copy the product name into the product sub-title.  This field is only used for the Web.

5. From the Options sections, verify the following toggles:
1. Master Product – This will be checked by default for the meeting being created.  It indicates that the product can be sold on its own.  For an example, constituents would not buy just a session without buying registration to the meeting.  The box will default to be checked if the Product Code and Parent Product Code are identical.
2. Available to Order – This will be checked by default meaning that members/constituents can purchase the meeting product.
3. Zero Price – This should not be checked.  When this box is checked, it indicates that the product is available for $0.  The only time this should be checked is if you  need to validate a product without GL Account information.  A default rate code however is required.
4. Default Attendance to ‘Y’ – This box will be checked by default.  The box indicates the attendance status for those who order the meeting product.  When the parent product code has the default attendance to ‘Y’ checked, the sub-product code would as well.
5. Returnable – This should not be checked.  This checkbox only indicates if a product can or cannot be returned.  Since there is no physical merchandise, it does not apply to a meetings product.
6. Members Only – This should not be checked.  This checkbox only indicates if a product can be purchased by a member.  Since the AOA’s unique setup with Personify, this will never be checked for any product.
7. One Price Only – This will not be checked by default.  This checkbox indicates pricing cannot be targeted by rate code.  Only one rate code can be used.
8. Allow Price Update – This will not be checked by default.  This checkbox indicates that the Unit Price is on the Order Entry and Line Item Details screens.  If the price is $0, all line statuses will default to Proforma meaning the system indicates that the price will be manually changed.
9. Include in Program – This should be checked by default.  This indicates when a product should be included in the program.
10. Has Assigned Sales Rep – This should not be checked.  This indicates that the product has a specific sales representative assigned.  Currently the AOA is not using this module to track sales based upon representative.
6. Select a Product Type of Meeting.
7. Select a Product Class.  This is used to distinguish between breakout sessions/social events from general sessions.  This also allows us to give a discount based upon the type of class.
8. Select a Product Status from Active, Cancelled, and Discontinued.
9. Select the Currency Code of United States Dollar
10. Update the Available From and Available Thru dates.  These are the dates that the meeting product will be available for order/registration.

11. From the meetings product section, we’ll want to define the following.
1. Facility – If you are ready to choose the facility
2. Location – City, State, and Zip Code for the location of the meeting (Washington, D.C.  20004)
3. Room & Configuration:  will not be selected for the Parent Product at this time.  They will be used more for the break-out sessions and social events.
4. Event Format:  Once defining the event format for a meeting, you can filter the results in the event calendar by format.

12. Select the following checkmark boxes as needed
1. Predefine Conference Room Inventory – When this is checked, you can then enter through the product what rooms are already have booked at the facility
2. Predefine Requirements Inventory – When this is checked, you can enter inventory of what is needed in each room
3. Allow Registration Time Conflicts – When this is checked, attendees can register for meetings/break-out sessions/social events that are occurring at the same time.
4. Allow Capacity Override – This should not be checked.  When checked, the capacity can be overridden when ordering a meeting product. 
5. Is a Donation – When checked, the meeting product will count as a donation.  This should never be checked since this module has not been implemented into Personify for the AOA at this time.

13. Enter a Begin Date & Time.
14. Check the Multi-Day box should the event span more than one day.
15. Enter an End Date & Time.
16. Determine the date of Last Registration and Last Refund.