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What is CiviEvent?

CiviEvent provides tools for managing events efficiently, making the process easier for both organizers and participants. In this system, CiviEvent is primarily used to manage information sessions, which are events for suppliers interested in submitting bids for tenders.

Key features include:

  • Self-registration for participants
  • Tracking registrations, cancellations, and attendance
  • Promoting information sessions on your website
  • Streamlining session setup using templates and copy functionality
  • On-site check-in of participants using any internet-connected device

Scenario: Supplier Information Session

Imagine a supplier organization running information sessions for suppliers interested in bidding on tenders. These sessions provide crucial details about the tender process and allow suppliers to ask questions.

For such sessions:

  • An event page is created with an online registration form.
  • Using an event template, the setup process is streamlined, automatically filling much of the required information.
  • Registrants can complete their registration online, selecting available options, and pay fees if applicable.
  • The registration form can collect additional supplier information using a CiviCRM feature called profiles.

Workflow:

  1. A targeted list of suppliers is selected, and invitations are sent using CiviMail. The invitations include a direct link to the event registration page.
  2. The event is also announced on the organization’s website.
  3. A designated staff member monitors registrations, manages waitlists, and answers questions.
  4. During the session, participants check in on-site, and the system updates attendance records in real-time.
  5. After the session, reports are generated to review attendance and payment details.

Key Concepts

Understanding the following concepts will help you maximize the use of CiviEvent in this system:

Events, Participants, and Contacts

CiviCRM allows you to create events (information sessions) that contacts (suppliers) can attend. When a contact attends an event, they become a participant.

Event Types

CiviCRM supports different event types. In this system, events are categorized as Information Sessions. Event Types allow:

  • Segmentation and categorization of events
  • Custom fields specific to the type of event
  • Easy tracking of participation in specific types of events

Participant Default Roles

Participants in an event are assigned a default role, such as Attendee. Roles help organize and segment participants based on their involvement, which can be useful for:

  • Sending targeted communications
  • Generating role-specific reports

Roles are customizable to fit your system’s needs.

Participant Statuses

Statuses track participants’ progress through the event process, such as Registered, Attended, or Cancelled. These statuses:

  • Are customizable
  • Help monitor attendance and no-shows
  • Facilitate tailored communications