Events

Seminars / Events can be used to manage events, conferences or training courses from start to finish, including the booking process. Click here for real life scenarios.

! Note: Depending on your personal screen design, the Events icon may be labeled 'Seminars'.

 

What is a Session ?

Sessions can represent courses / seminars / workshops etc. You can add as many Sessions to your Event as required.

For example: a one day training Event with 4 individual workshops running during the day, would be created as 1 Event with 4 Sessions.

Add a Session:

Note: Campaigns and Campaign Sources can be created from Sessions.

Tip: User defined fields can be added to the Session to help manage the organisation of your Event.

A Product is an item or service that implies a cost or value which is associated at either Session or Booking level.

Product at Session level
You may be charging for attendance at an Event. The Product i.e. the cost of the Event would be associated with the Session and will create a product that will be applied to all Bookings.

Most likely one Product would be associated with each Session, i.e. the cost of attendance.
An exception to this could be where additional related costs may be included such as special materials / interpreter / signer etc.

Adding a Product at Session level is an optional step. You may:
- not want to charge for your events and therefore not need to add Products
- add a Product to a Booking to relate specifically to that Booking & Account
- create Account Price Lists to reflect different charge rates (via the Administration Console)
- follow a combination of the above steps

 

Product at Booking level
You may have a cost associated with a specific Booking (for example hotel accommodation). This product would be added to the Booking and would only be applied to that specific Booking.

 

How to add the Product:

You can also check the EBD (Early Bird Discount) if this applies.

Adding Products to an Event Session will have the following effects:
- as Attendees are added to a Session, the Event value will be updated accordingly
- when a Booking is Confirmed and Closed- Won, the Product price will register as a Product Sale
- you can include product price information in your Event template documents
- you can generate Reports analysing Event sales

A Booking represents one of your Gold-Vision Accounts booking one or more delegates on an Event

How to add a Booking:

 

Adding Attendees

When you know the Attendee name

if you are making a Booking for a Contact who belongs to a different Account, click More… and search the Contact you wish to add.

If an Attendee is not a Gold-Vision contact, save the Booking then add them using New Account Contact.

When you don't know the Attendee name

If you do not know the Attendee name (i.e. if one of your known Contacts will bring a colleague, but hasn't provided you with their name) leave as 'Anonymous'. The name can be added at a later stage by opening the Booking, selecting the anonymous Attendee and clicking the Change icon

Deleting Attendees

To delete an Attendee from a Booking:
Open the Booking and select Attendee from the Navigation menu, this will show a list of all the Attendees for the Booking. Click the red X to delete. NB If there is only one attendee you will need to delete the Booking.

To delete an Attendee from a Session:
Open the Session and select Attendees from the Navigation menu. Click the red X to delete the Attendee from the Session

 

Viewing Events, Bookings and Sessions

From the main Gold-Vision screen -click on View - Events then select Events/Sessions/Bookings or Attendees.

Clicking the Events icon will take you to the full Events list, which has the following navigation menu:

Scenarios

Training Course Free of Charge	Training Course With booking fee
Managing Workshops	Manage your Conference

 

 

Free Training Course

Many people run regular free training or webinars. Creating and managing an Event like this in Gold-Vision is really easy, simply follow the steps below. Don’t forget – You could use the Campaign functionality in Gold-Vision to invite people to your Event.

Step 1 Create your Event – specify start and end dates using the date picker, enter a type and stage.
You can also add your Internal Account so you can create Gold-Vision activities to manage the organisation of the Event.

Step 2 Add a Session: sessions are used to manage the number of places available but you could also add more information such as who the trainer will be.

Step 3 Add Bookings – these could be single or multiple bookings.

From the details menu you can review the Bookings, Sessions and Attendees

Step 4 Use the Campaign functionality– for example to send joining details to all attendees or to the Un-confirmed booking contacts to ask confirmation for bookings.

Click here to see our web clip

Training Course with a charge

Many people run regular training courses where these is a charge. Creating and managing an Event like this in Gold-Vision is really easy, simply follow the steps in this web clip. Don’t forget – You could use the Campaign functionality in Gold-Vision to invite people to your Event.

Step 1 Create your Event – specify start and end dates using the date picker, enter a type and stage.
You can also add your Internal Account so you can create Gold-Vision activities to manage the organisation of the Event. And you can link a Campaign which you have sent telling people about out training course.

Step 2 Add sessions: sessions are used to manage the number of places available and can also be used to manage trainers, facilities etc.

Step 3 Add Products: you will be prompted to add Products, select the relevant product from the Gold-Vision product list.

Step 4 Add activities to arrange the Event – for example: book trainers, book the venue, catering etc

Step 5 Add bookings – these could be single or multiple bookings. Search for the Booking Contact, click add to select the Attendee, remember the person making the booking may not be the person attending.

Step 6 Once the booking is confirmed set the stage to ‘Close/Win’ to add to your Sales/Product Sales List

Use the Campaign functionality to send joining details

You can also use the Export to Excel option for example to send a list of attendees to the trainers

Post course info can also be added to the attendee record

Click here to see our web clip

Conference

Conferences often have different delegate types - attendees, speakers, exhibitors. Creating and managing an Event like this in Gold-Vision is really easy, simply follow the steps below.

Step 1 Create your Event – specify start and end dates using the date picker, enter a type and stage
You can also add an Internal Account to create Gold-Vision activities to manage the organisation of the Event. You can also link to a Campaign which you have send sent telling people about the Event.

Step 2 Add sessions: sessions are used to manage the number of places available and for example different ticket types such as Delegates, Speakers, Exhibitors

You will be prompted to add Products, in this example the product is Half Day training and is selected from the Gold-Vision product list. This means that when a session is booked, in this example a fee paying delegate, £200 value will be added.

You can also add more information such as who the trainer will be, which room to be used, what facilities are required. Additional Sessions can be added from the Event menu. Add any relevant attendee info for example – dietary requirements/delegate type
Step 3 Add Bookings – these could be single or multiple bookings. Search for the Booking Contact, click add to select the Attendee and tick the session

Add Attendee information as required eg dietary requirements

Use the Campaign option to send joining details to Attendees or Export Delegate lists using Export to Excel. Add activities to arrange the Event – for example: book trainers, book the venue, catering etc

Step 4 Create Activities from the Event menu to help organise the Event, for example book venue, speakers etc

Once the booking is confirmed set the stage to ‘Close/Win’ to add to your Sales/Product Sales List

Step 5 Create Dashboards to monitor you Event. This Dashboard shows the number of places booked for each type, delegates, speakers etc. Drill down to see more information. In this example to the session called Delegates

You can also create a Favorite list of Attendees and pin it to the Homepage Dashboard. This then allows quick and easy access to the Attendees so you can update their details after the Event, with for example Event Feedback

Click here to see our web clip

Workshop

Many people run regular workshops, open days or product demo sessions. Creating and managing an Event like this in Gold-Vision is really easy, simply follow the steps below. Don’t forget – You could use the Campaign functionality in Gold-Vision to invite people to your Event.

Step 1 Create your Event – specify start and end dates using the date picker, enter a type and stage.
You can also add your Internal Account so you can create Gold-Vision activities to manage the organisation of the Event. You can also link it to a Campaign which you have sent telling people about your Event.

Step 2 Add a session – to track the number of people attending. No need to add Products as there is no charge for this Event.

Additional sessions can be added from the Event menu.
Session Info and add information about the individual sessions – such as the trainer, the room, equipment required and so on.

Step 3 Add Activities to manage the Event, for example booking the venue, arranging catering.

Step 4 Add Bookings -from the Event menu. Search for the booking contact, select the Attendee and tick the session they wish to attend.

Step 5 Create a favorite list from the Attendees list to show the Attendees for the Workshop, the dietary requirements and the delegate type. This list can be printed from the Print tab or used to create reports and charts from the Report tab.

Click here to see our web clip

 

The Eventbrite Integration is available as an optional module and includes the following services:

Importing Eventbrite Events in Gold-Vision
Automatic and continuous updating of Events
Automatically linking Event Attendees to Gold-Vision Contact and Account records

Once integrated, you will be able to benefit from all main Gold-Vision functionality such as:

Managing your Events in one place – fully integrated within the core CRM
Streamlining Event logistics and simplify scheduling
Exporting your Attendee lists to create badges etc.
Contacting your Attendees via Campaigns
Reporting via Dashboards

Find out more information about the Eventbrite Integration

 

Custom Integrations

We can also integrate with your booking portal or the booking area of your website. Please contact us for more details.