Defining event pricing and registration options

You must define at least one registration option or program item for users to be able to register for your event. For example, you might choose to create several registrations to include different options for your members, students, vendors, staff members, guests, and presenters. Each registration option allows you to set a price and registration cut-off date.

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Note

If an event only has one registration option defined, then all registrants will be automatically registered for that option.

Open the event for edit:

1. (Pricing tab) Define the specified pricing options:
   • (read only) This is the Financial entity that is defined in Settings > Finance > Financial entity. See Financial entity for more information.
   • Enter the Early Cutoff date and Regular Cutoff date for the registration prices, if applicable. The dates entered are inclusive. For example, Early Cutoff date is the last day for the early discount price.
     • If you have entered a cutoff date, save the event before adding registration options.
2. In the Registration options section, select Add:

   1. (Info tab) Enter the general information for the registration option:

      • Enter a Registration option name.

      • Enter a Description, Start date and time, and End date and time, for the registration option.

      • Enter the Capacity and enable Print tickets to allow tickets to be printed for registrants of this registration option. When enabled, a Print tickets button appears on the Dashboard for the event. You can print tickets With badges or Without badges. If Registration not required is enabled, Print tickets will not display.

      • Enter a Category, Track, and Sort sequence for the registration option.

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        Note

        If this option is enabled and you mark all attendees as absent, you will receive the following message when trying to close an event: All attendees were marked absent for the following functions. Do you wish to close the event anyway?

      • Select an Image to display for the registration option.

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        Note

        The maximum supported characters for an event Image file path is 255 characters. Event registration option images support 255 characters.

      • Enter HTML text in the Additional information editing panel. There is no limit on size. See Understanding the toolbar icons for more information about how to use the Additional information HTML editor.

   2. (Pricing tab) Set the prices for the registration option.

      Click for details

      • You can set both Default and Members price fields so that your members can enjoy the benefit of a reduced fee. Note that the Default price you enter auto-fills the Members price. You can leave it to prevent any discounting, or override the price. When your members view an event, they will see only the appropriate fee.
      • You can also set additional Pricing Groups for both registration options and program items. These pricing groups allow you to define a regular price, along with early and late pricing for specific groups.
      • If you entered an Early Cutoff date for your event, the Early Price fields will be available. If you entered a Regular Cutoff date, Late Price fields will be available.
      • Select an Income Account for each of the pricing groups, so that transactions related to the respective pricing group will be recorded to the specified GL account. Please note the following:
        • If a pricing group's Income Account is set to Default, the income account for the registration option (defined on the Accounting tab) will be used.
        • If the registration option's Income is defined as Default, the pricing group (if also Default) will use the system settings for Income. This is defined in Financial Entities on the Default Accounts tab.

   3. (Accounting tab) Review the settings and make any required changes for the item.

      Click for details

      • (read only) This is the Financial entity that is defined in Settings > Finance > Financial entity.
      • Accounting method - To override the default accounting method, select the desired method (Accrual or Cash) for this item.
      • Tax category - The tax category specifies taxation rules for a general set of items. To override the default tax category setting, select a tax category for this item. See To set up tax categories for more information.
      • Tax schedule - The tax schedule consists of all tax authorities that apply to particular situation and the order in which taxes are calculated when more than one tax applies. The Tax Schedule should be set to None unless the schedule for this item will always be the same, regardless of the situation.
      • Charitable item - Enable this option if you would like this registration option to be considered a gift. The fees for the registration option will appear in the registrant’s Giving History.

      📘 Note

      Be sure to use a charitable financial entity for registration options that are considered gifts.

      • Fair market value - Only registration options marked as charitable items can have a Fair market value. This value defines the value of the benefit (if any) that a donor is receiving in exchange for purchasing the Charitable item with which the Fair market value is associated. Provide a Fair market value to include in a disclosure statement with receipts to help your registrants track their donations for tax purposes. For event registrations, the tax-deductible amount is often calculated as the amount of the registration fee minus the Fair market value of any benefits that the registrant receives for their registration.
      • Accounts receivable - From the drop-down, select an account.
      • Income - Choose the GL account to assign to the registration option. The Default option will use the system default account for events.

   4. (Questions tab) Click Add new to include Registration Option-specific questions:

      1. Type in your question.

      2. Select the checkbox if you would like to indicate that an answer to the question is Required.

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         Note

         The Required checkbox is not available for questions that are part of events or functions for which the registration type is not Fee required.
         📘 Note

         Event questions responses can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects.

      3. Select the answer type from the drop-down.

         • Numeric integer – The registrant can enter only whole numbers (positive or negative).
         • Numeric decimal – Registrant can enter any number with up to 4 decimal places. If more are entered, they will be truncated to the fourth place (not rounded).
         • Multi-line text – The registrant can enter lengthy answers in a multiple-line text box.
         • Single-line Text – The registrant can enter an answer of only one line in a text box.
         • Yes/No – The registrant can only choose "Yes" or "No".
         • Dropdown list – The registrant can select one of several listed options.

         Event organizers configure drop-down lists either explicitly, defining each option manually, or by query, defining a static group of list options for an individual question through a pre-arranged query.

         The Display Value field determines the text seen by registrants. The Data Value field is only used in the database. For example, if you chose to display long sentence answers to registrants, the Data Value field would enable you to record abbreviated versions of those options in the database.

      4. Click Save.

      5. Modify the question as needed.

         • To adjust an existing question, select a row and click Edit selected.
         • To hide a question from registrants, select the Hidden checkbox in the Questions configuration area.
         • To change the presentation order of your questions, click the up and down arrows on the questions tab.
         • The modifications made to questions determine the content viewed by registrants after they have selected a Registration option.
         • If a system administrator makes changes to questions while a registrant is completing a question, it is possible that either the question or the registrant response will be lost. Ensure that your changes and updates are conducted at a time that few people will be registering.

   5. (Program options tab) From this tab, you can configure how each program item will display for this particular registration option: Display and allow user to add/remove, Display and do not allow user to add/remove, or Do not display. You can also enable Register by default? so that the program item is automatically selected when the registrant chooses this particular registration option. To define program items, see Adding program items to an event.

3. Click Save & Close, then click Save & Exit.

If needed, you can define additional registration options so that registrants can choose between different options. In order for responses to each group of questions to be saved, registrants must select Save Response before checking out.