Attendees

ATTENDEES are the people who will be attending an event that is purchased in DonorPoint. For example, you can include the name of a spouse or a +1 who will be attending a concert or lecture with the purchaser. Or if the event is a children’s art class you can identify the name of the child who will be attending separate from the adult who is paying for the class.

By default, it is assumed that the buyer and the attendee are one and the same. If you want to support a scenario where the buyer may not be the attendee, or where a registration includes more than one individual, you will define that on the ATTENDEES tab.

Attendee definitions are reusable in DonorPoint. In this way you can set up standard definitions for event types such as children’s classes or sit-down dinners. When creating an event package, you can select an existing definition from the dropdown menu or create a new definition specifically for that event package.

The fields defining attendees for an event are:

  • Name: Internal name for the definition. Choose a name that will make the use clear so you can easily find it in the dropdown menu for future use.
  • Prompt on Pages: This is the prompt that appears on the item when a buyer is purchasing it.
  • Rule type: This defines the number of possible attendees included in this registration.
    • None
    • One: One attendee per registration
    • Fixed: There are a fixed number of attendees possible (i.e., 2 for a couples ticket or 8 for a table of eight).
    • Open Number: There are an unlimited number of possible attendees
  • Include Buyer?: Should it be assumed that the buyer is one of the attendees?
    • Buyer – assume that the buyer is an attendee
    • Not Buyer – assume that the buyer is not an attendee (i.e., parent buying registration for a children’s art class)
    • Either / Prompt – The buyer may or may not be an attendee and will be asked if he/she will be attending or if the registration is for someone else.
  • Prompt For Contacts: If there are a fixed number of attendees, you may expose all the fields for the full number of possible attendees, or you may prompt the buyer to click “ADD” to add attendees as needed - for larger numbers of attendees, such as tables, this is preferred.
  • Number: Number of total possible attendees on this registration. Enter 999 if RULE TYPE is OPEN NUMBER.
  • Checkboxes: Select the information you want to collect for each attendee. You must indicate the name to show the fields on the form.
  • Custom Fields: Add custom fields to collect additional information for each attendee (i.e., t-shirt size, meal choice, etc.). You can SELECT an existing custom field or create a new one. Add as many custom fields as you need. The custom fields on the Attendees tab are distinct from the regular custom fields on the item which collect information about the item itself.
  • Minimum Required: the minimum number of attendees that must be specified (includes the buyer if appropriate)

Attendees and Registration

When an event registration is purchased, a registration record is created for every attendee defined in the event package. For example, if the buyer has indicated a +1 for a lecture and entered the guest’s name, registration records for the buyer and the guest will be created.

Registration records will be created whether the contact information for the attendee is filled out by the purchaser or not. For example, if someone purchases an art class and specified one attendee that is not the purchaser but has not entered a name for the attendee, a blank registration record will be created for that attendee. Likewise, if someone purchases a table of 8 and you have set it up so that the purchaser is not required to enter all the attendees, blank registration records will be created for each of the 8. This enables DonorPoint to maintain correct count of registrations to be reported and restrictions to be observed.

On any event you will find a REGISTRATIONS tab. This tab will list the purchased registrations for that event, including those where there is no name. Later when the names of the attendees are known, you can edit the corresponding blank registration records, adding contacts if necessary, by clicking on the popup link.

Also, on the REPORTS tab you will find different registration reports including details and check-in reports that will make it possible for you to confirm registrants as they arrive for the event. If you have questions about using these reports contact help@donorpoint.com.