events, event attendees, and Gifts
This guide is for akoyaGO with accounting. We will look at how to create an event, add attendees, and associate them with a gift.
CREATE AND EVENT
To create a new Event, open the Donor Management workspace and click on Events.
Click on the (+) to add a new event. The Event form will be displayed.
Complete the form as follows (see example below)
- Event Name: enter the name of the event
- Event Date: enter the date the event is taking place
- Event Type: select the event type from the dropdown.
- Event Location: search for and select the Constituent record for the event location. If the location does not exist, add a new record.
- Honoree: for events that directly benefit a constituent, select the constituent or add a new one if necessary.
- Attire: select the appropriate attire from the dropdown.
- Campaign: if applicable, select the campaign associated with this event
- Mailing List: select the marketing list associated with the mailings for this list. If you selected a Campaign, the options will be limited to those marketing lists associated with the selected campaign.
- Invitations Sent: the date the invitations were sent. For planning purposes, enter a future date.
- Accepted/Declined: these fields are automatically updated as the number of respondents accept or decline the invitation. The count happens automatically in the background. If you want to calculate immediately, click the refresh button to the left of the field.
- Description: enter a brief description of the event.
- Save the record.
Example:
IF PAID EVENT: ADD A FEE SCHEDULE
This is a paid event feature only. If there are fees or other non-deductible parts to the cost of the event, you may want to set a fee schedule for the event. For instance, you may have different Fee Levels/ticket price for $150, $250 or $500.
Once the Event record has been saved, you will have the opportunity to create the fee schedule. Click on the (+) New Record button in the Fee Schedule subgrid.
For each donation level, enter the following information.
- Event: the event you just created will auto populate.
- Fee Level: enter the name for this fee level, such as ‘Maintain’.
- Fee Amount: the expected donation for this fee level (example $150).
- Fair Market Value: the actual value of the goods/services received at this fee level (example $25 for the cost of the lunch).
RECORD GIFTS MADE FOR PAID EVENTS
For events that require a donation, you’ll record both the donation and the event attendees by first creating the Gift Record.
Look up the Donor that is attending the event (or sponsoring those who are attending on their behalf). Use the global search or Donors & Prospects entity to find the donor record.
Add a new gift record
On the Event Details tab of the gift record, you’ll add the event information related to this gift and the attendees.
a. Event: select the event associated with the gift (example Fundraising Luncheon – Fall 2022)
b. Fee Level: Select the fee level associated with the gift. This list is limited to the fee levels you assigned on the event record. (example Flourish)
c. No. of Tickets: enter the number of tickets being purchased
d. Save the record
The fee calculation subgrid will automatically calculate the fee amount per ticket, fee amount total, FMV per ticket and FMV total.
ADD ATTENDEES ASSOCIATED WITH THIS GIFT
In the gift record, there is an attendees subgrid, click the +New Event Attendee. Fill in the form.
- Attendee Contact: This is usually the gift donor but can be any contact in your system. Add a new Contact record if needed.
- Event: should fill in automatically, if not, look up the event name
- Nametag: enter the name that should print on the name tag for this attendee
- RSVP: Enter Yes of No depending on whether the attendee responded to the invitation
- Attended: after the event, indicate whether the person on the name tag attended the event
- Table Number: enter any kind of table/booth/starting position, assignment given to the attendee
- Gift #: should fill in automatically if you’ve entered the information from the gift form