Meeting Setup Prerequisites

Meeting Setup Prerequisites

The following topics provide all the needed instructions to follow prior to creating a meeting product.

Note:  Most of these steps have already been configured within Personify.

Meeting Application Parameters

From the System Parameter Maintenance screen, the AOA has defined the following application parameters for the Meeting Subsystem.

-       Drop Credentials Badges:  Parameter controls whether the credentials must be included in the full name for Badges.

If this parameter value is Y then credentials will be dropped from the full name in badges.  If this parameter value is, N then full name will include the credentials.

Note:  The AOA has N selected for this parameter allowing credentials to appear on badges.  The AOA filters out some credentials manually from the badge.  However standard O.D. and some paraoptometric certification credentials do print.

-       Drop Suffixes Badges:  Parameter controls whether the name suffix must be included in the full name for Badges.

If this parameter value is Y then suffixes will be dropped from the full name in badges.  If this parameter value is, N then full name will include the suffix in the full name.

Note:  The AOA has N selected for this parameter allowing suffixes to appear on badges.

Defining Organization Unit Meeting Parameters

To define organization unit meeting parameters:

1. Select System Admin > Organization Structure > Organization Unit Definition from the toolbar.
2. Search for an organization and double-click it or highlight it and click Select Org Unit.

3. From the Subsystem Parameters Task Category, click Meeting Parameters.  The Meeting Parameters screen displays.
4. If needed, select the Commit Meeting Inventory for Proforma Orders check box.  When this is checked, this indicates that Proforma meeting registrations will be included when calculating available inventory.

Note:  Currently the AOA does not use Proforma Orders for Meetings.  Therefore, if a registrant is to receive an inventory product with the registration, that product will be depleted from inventory at the time of registration.

5. If needed, enter a Default Limited Seats Threshold.  When a number is entered in this field, the system will display a product alert for a meeting once the limited seats threshold has been reached.

Note:  The AOA is not currently displaying a limited seats threshold on breakout sessions or event registrations.

6. Select the Organization and Organization Unit to import the badge configuration from if needed.
1. Click Import.  The default badge configuration will be applied to all meeting products.

Note:  To import badge configuration to another organization, please contact the AOA Applications Support team for assistance.

7. Click Save  to save any changes made.
8. From the Subsystem Parameters task category, click Line Status Defaults.  The line status defaults for New Order screen will display.
9. From the Default Meeting Status drop down, select Active or Proforma.  Personify recommends that users select “Proforma” so that meeting capacity will not be captured until the meeting registration order is Active.

Note:  The AOA does not use Proforma line statuses for Meeting Registrations.