Revised 01/13/2026
Events, Event Attendees, and Gifts
This Knowledge Article covers how to create an event, add attendees, and associate them with a gift.
- Create an Event
- Paid Events: Add a Fee Schedule
- Record Gifts Made for Paid Events
- Add Attendees Associated with this Gift
- Add Attendees Associated with Non-Paid Event
CREATE AN EVENT
The Events table can be accessed from the Donor Management area in the akoyaGO with accounting app:
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
- Marketing 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. *Please note this is a lookup field to MARKETING LISTS, not to a Mailing List.
- 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 force the calculation, click the refresh button to the left of the field.
- Description: enter a brief description of the event.
- Save the record.
Example:
PAID EVENTS: 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 creating the Gift Record.
Look up the Donor that is attending the event (or sponsoring those who are attending on their behalf). Use the Dataverse search or Donors & Prospects table to find the donor record.
From the gifts tab of the Donor record, enter a new gift record. Make sure to indicate an Event for this gift:
For more information on entering gifts, please see the Gift Quick Create KA.
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 sub grid will automatically calculate the fee amount per ticket, fee amount total, FMV per ticket, and FMV total.
ADD ATTENDEES ASSOCIATED WITH THIS GIFT
To add Event Attendees from the gift record, click the +New Event Attendee from the Attendees sub grid found on the Event Details tab.
Fill in the form.
- Attendee Contact: Choose a contact record to represent the individual attending the event. 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 or No depending on whether the attendee responded to the invitation. This field will update the Accepted and Declined fields found on the Event record.
- Attended: after the event, indicate whether the person on the name tag participated in 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
ADD ATTENDEES ASSOCIATED WITH NON-PAID EVENT
For non-paid events, no gifts will be entered. However, you can still track Event Attendees.
To add event attendees for non-paid events, navigate to the Attendees tab of the Event. Click +New Event Attendee:
Fill in the form as described above.