After you have added tables to functions following the instructions in Tables above, you can reserve tables and seats. If you already registered attendees for functions in Register Attendees, you can assign attendees to seats and tables in the Attendance & Seating tab.
When you reserve a table or seat, you are putting it on hold without assigning it to an actual person. This allows you to put aside or reserve certain tables/seats before attendees are registered or if you do not yet know the specific attendee who will take them. Note that when you want to reserve a table or seat in the Event Function Seating window, you must hold down the Alt key on the keyboard while clicking on the relevant checkboxes.
Once attendees are registered for the function and you know who will be sitting at what table and/or seat, you can assign attendees to tables and seats. This will associate a specific attendee name with each seat and/or table number. When you want to assign an attendee to a table or seat in the Event Function Seating window, drag and drop the attendee to the relevant table or seat with your mouse.
In the Event Maintenance screen, find the event for which you want to organize tables and seating.
2.
Select the Attendees tab and click on the Attendance & Seating tab. The event functions will appear in the Function selection grid below.
3.
In the Function selection grid, click to highlight the function for which you want to organize seating.
4.
Click the Seating button to the right of the function selection grid.
5.
The Event Function Seating window will open.
6.
The Tables selection grid is located in the upper left pane of the window. This displays the tables available for this function.
a.
The numbers under Availability display how many Seats are at each table, how many are Assigned and how many are still Available. Scroll to the right to see the Attendee Name and Company Name to which the tables are assigned (which will initially be blank).
b.
Note that the Avail. column in the Tables grid will initially be green, indicating that there are still available seats at the table. Once all of the seats at a table are assigned, the Avail. number will change to 0 (zero) and will be highlighted in red.
c.
If no tables appear in the selection grid, ensure that you have added tables to the function and that you have selected the correct function. To add or edit the tables themselves, you must click the Attendance & Seating tab and click the Tables button.
7.
The Seats selection grid is located in the upper right pane of the window. If you click a table in the Tables grid, the seats for that table are displayed in the Seats grid to the right.
8.
The attendees registered for this function will appear in the bottom Registered Attendees selection grid.
a.
Under the Table column, you will see the number of Tables purchased (Qty), Assigned and Remaining for the attendee.
b.
Under the Reg/Seat column, you will see the Quantity, Assigned and Remaining seats for the attendee. The Quantity indicates the number of registrations purchased by this attendee, which will typically correspond to how many seats the attendees will take. Note that the number of seats assigned to an attendee here does not determine how many seats the attendee actually purchased. The number of seats purchased was determined by the attendee’s registration. If an attendee registered for two seats, but is only assigned one, the attendee will still be charged for the two seats, unless you change the attendee’s registration details.
c.
The Assigned Seats area in the bottom right corner of the window displays the Table and Seat number assigned to the selected attendee.
d.
To edit or view details about an individual attendee, select the attendee and click the Edit or View buttons to the right.
To assign a table to an attendee, drag and drop the attendee from the bottom selection grid onto a table in the upper left Tables grid. The attendee’s name will appear under Assigned To: Attendee Name. All of the seats at the table will be marked as reserved and the availability will automatically adjust to 0 (zero).
2.
If the table is marked as Reserved, you will not be able to assign it to an attendee. The Warning dialog will tell you that assigning an attendee to a table is not allowed when seats are assigned/reserved. Click OK. If you want to assign the reserved table to the attendee, you must first unselect the Rsv checkbox (hold down the Alt key and click on the checkbox).
3.
If you attempt to assign a second table to the attendee, the Confirm dialog will notify you that the attendee is already assigned to a table. Click Yes if you still want to assign the attendee to another table.
To assign a seat to an attendee, click to highlight the relevant table in the Tables grid so that the appropriate seats appear in the Seats grid to the right. Drag and drop the attendee from the bottom selection grid onto the seat. The Attendee’s name will appear under Assigned To: Attendee Name in the Seats selection grid.
2.
If the seat is marked as Reserved, the Confirm dialog will warn you that the seat is reserved. To assign the seat to the attendee anyway, click Yes.
3.
If you attempt to assign more than one seat to the attendee, the Confirm dialog will warn you that the attendee is already assigned to another seat. If you want to assign the seat to the attendee anyway, click Yes. Remember that when you assign seats to attendees, EventPro Planner will not prevent you from assigning too many or too few seats to the attendees, regardless of what they purchased.
4.
Once you have assigned seats to an attendee, you can view which seats at which tables have been assigned to him or her by viewing Assigned Seats in the bottom right pane of the window.
You can add a new attendee to the event directly from the Event Function Seating window.
1.
To the right of the Registered Attendees grid, click the New button.
2.
The Event Attendee [New] window appears. To review how to fill out the fields in this window, see Enter a Single Attendee.
3.
When you are done click Save or Save & Update Contact. You will receive a Confirm prompt stating that you need to register the attendee for the function before you can assign a seat. To register the attendee, click Yes.
4.
The Registration Item Selection window appears. Select the appropriate registration items, reviewing the instructions under Register Attendees: Add Registration to Single Attendee above, if required. Click Save. The attendee will be added to the Registered Attendees grid in the Event Function Seating window.
5.
NOTE: If no registration groups appear in the Registration Item Selection window, it means that the attendee has been assigned an Attendee Type that cannot be registered for the function you selected. Check the Attendee Type of the attendee, and the Applicable To Attendee Type of the Registration Group.
When you are done click Save or Save & Update Contact.
6.
In the Copy Options dialog, select the options, if any, you want to copy from the main attendee: Registrations, Travel, Accommodations or Share Accommodations.
a.
If you choose to copy registration items, the Registration Item Quantity dialog appears. Choose the number of registration items to assign to this guest and click OK.
7.
If you did not copy the registration of the attendee, you will receive aConfirm prompt asking if you want to add any auto-add registration items defined to this attendee type. Click Yes if you want to add the auto-add registration items. Whether there are any auto-add registration items to be added depends on how you set up your registration packages for the event. See Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations, Create Attendee Registration Group: Item.
8.
If the new guest is not registered for the function (i.e. you did not copy the registration from the main attendee, you did not auto-add registration items, or the auto-add registration did not cover the selected function), you will receive a Confirm prompt stating that you need to register the guest for the function before you can assign a seat. To register the guest, click Yes.
9.
The Registration Item Selection window appears. Select the appropriate registration items, reviewing the instructions under Register Attendees: Add Registration to Single Attendee above, if required. Click Save. The guest will be added to the Registered Attendees grid in the Event Function Seating window.
10.
NOTE: If no registration groups appear in the Registration Item Selection window, it means that the guest has been assigned an Attendee Type that cannot be registered for the function you selected. Check the Attendee Type of the guest, and the Applicable To Attendee Type of the Registration Group.
When you are finished assigning the seats for now, click the Close button in the bottom right corner. You can return later to make adjustments or assign newly registered attendees.
You can print several different reports about your table and seating arrangements.
For more information about these reports, see Chapter 18: Reports, Report Descriptions: Reports from EventPro Planner Screens, Event Maintenance Screen Tabs: Attendees.
