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Event Configuration

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John Mackenzie
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This article outlines all Event Configuration options available at user level.  For a complete list of fields available at Admin level please see Event Configuration - Admin Level article.

 

 

  • Event Manager Email  (Access Level 9)
    1. Use – Templates for exhibit and finance related emails [unless otherwise defined below] utilize this email address in the ‘From’ field. This is also where the replies will be sent, and any bounce-backs.
      1. Value - A single email address
      2. Default Value – projectmanagers@a2zinc.net
      3. Description - Serves as the From address for most exhibit and finance related template emails, unless otherwise defined below.
    2. Consequences of change:
      1. The From address on most exhibit and finance related template emails [unless otherwise defined below] will change to the new email address entered, when emails are sent. This will also change who receives replies and bounce-backs.
  • Event Exhibitor Marketing Contact (9)
    1. Use – This sets the Contact type that will be used when Marketing Contact is selected in Templates To and CC hierarchies.
      1. Value – Drop down list of contact types whose Number of Contacts is 1
      2. Default Value – [select]
      3. Description - This field can be used to indicate the Contact Type that would receive the communications for this event that are directed to the Marketing contact
    2. Consequences of change:
      1. The Contact type that is chosen when an email is sent to the Marketing Contact will change to the new Contact type.
  • Event Exhibitor Primary Contact (9)
    1. Use – This sets the Contact type that will be used when Primary Contact is selected in Templates To and CC hierarchy.
      1. Value – Drop down list of contact types whose Number of Contacts is 1
      2. Default Value – [select]
      3. Description - This field can be used to indicate the Contact Type that would receive the majority of communications for this event.
    2. Consequences of change:
      1. The Contact type that is chosen when an email is sent to the Primary Contact will change to the new Contact type.
  • Sponsorship Manager Contact (9)
    1. Use – This sets the Contact type that will be used when sponsorship email are sent out via a2z.
      1. Value –
      2. Default Value – [blank]
      3. Description - What email address should be used as the 'From' address for the Sponsorship Confirmation?
    2. Consequences of change:
      1. The From address for Sponsorship email template will change to the address entered, when emails are sent. This will also change who receives replies and bounce-backs.
  • Masthead URL (9)
    1. Use – The masthead on the Event Website will be hyperlinked to this website.
      1. Value – Text Box
      2. Default Value – http://www.a2zinc.net
      3. Description - What URL would you like users to access when clicking on your public site masthead?
    2. Consequences of change:
      1. The masthead on the Event Website will be hyperlinked to the new URL.
  • Minimum Access Level for Booth Type (9)
    1. Use – Set the minimum access level that a Global Admin user can have to update booth types.
      1. Value – Text Field
      2. Default Value – 8
      3. Description -To set Minimum Access Level for Booth Type
    2. Consequences of change:
      1. Increasing the Access Level will remove the ability to update booth type for lower access levels.
      2. Decreasing the Access Level will add the ability to update booth type for lower access levels.
  • Minimum access level for layout changes (Merge, Split, Delete, Revive) (9)
    1. Use – Set the minimum access level that a Global Admin user can have to change the layout of the floor plan using the Merge, Split, Delete, and Revive functions
      1. Value – Text Field
      2. Default Value – 6
      3. Description - To set the Minimum Access Level for Layout Changes (Merge, Split, Delete, Revive)
    2. Consequences of change:
      1. Increasing the Level will remove the ability to make these changes from lower access levels
      2. Decreasing the Access Level will add the ability to make these changes for lower access levels.
  • Minimum access level for layout changes (Resize, Move, Adv Merge, Create Poly) (9)
    1. Use – Set the minimum access level that a Global Admin user can have to change the layout of the floor plan using the Resize, Move, Advanced Merge, and Create Poly functions.
      1. Value – Text Field
      2. Default Value – 8
      3. Description - To set the Minimum Access Level for Layout Changes (Resize, Move, Adv Merge, Create Poly)
    2. Consequences of change:
      1. Increasing the Level will remove the ability to make these changes from lower access levels
      2. Decreasing the Access Level will add the ability to make these changes for lower access levels.
  • Minimum access level for editing Booth Config (9)
    1. Use – Set the minimum access level that a Global Admin user can have to access and edit the Booth Configuration screen [this gives access to custom booth fields, booth coordinates, booth upgrades, booth number, salesperson, and parent/child booth relationship]
      1. Value – Text Field
      2. Default Value – 8
      3. Description - To set Minimum Access Level for Editing Booth Configuration
    2. Consequences of change:
      1. Increasing the Level will remove the ability to make these changes from lower access levels
      2. Decreasing the Access Level will add the ability to make these changes for lower access levels.
  • Minimum Access For Financial Transactions In FloorPlan Management (9)
    1. Use – Set the minimum access level that a Global Admin user can have to access the Order and Payment Screens in a Company Record, as well as add new orders from the floor plan when assigning, reserving, or moving an exhibitor.
      1. Value – Text Field
      2. Default Value – 6
      3. Description - Minimum Access For Financial Transactions In FloorPlan Management
    2. Consequences of change:
      1. Increasing the Level will remove the ability to make these changes from lower access levels
      2. Decreasing the Access Level will add the ability to make these changes for lower access levels.
  • Financial Contact (9)
    1. Use – This allows you to set up the default financial contact type to send Statement and Invoice to.
      1. Value – Drop Down list [List of Contact Types whose Number of Contacts is 1]
      2. Default Value – Invoice Contact
      3. Description - Serves as the default recipient of Statement and Invoice template emails.
    2. Consequences of change:
      1. If the contact type is changed, then templates that send to Financial Contact
  • Payment Gateway User Name (9)
    1. Use – When processing credit cards, this is the username that Global Admin and the Event Website use to log in to the payment processor. 
      1. Value – text field
      2. Default Value – blank
      3. Description - Please specify Paypal or other Payment Gateway User Name
    2. Consequences of change:
      1. If the User name field is changed, AND the password field in NOT updated to the corresponding password then credit card processing will not be able to happen. If this is the case then the payment type Online Credit Card, and all Event Website credit card payments (available on pages like e_myaccount.aspx, e_boothsales.aspx, e_addonsales.aspx, and e_sponsorshipsales.aspx) would not work – an error would be returned. The payment in the credit card log would show an error like “Invalid Merchant Account” in the Status column.
      2. If the User name field is changed, AND the password field is update to the corresponding password then payments will be processed as expected in the account associated with this User Name.
  • Payment Gateway Password (9)
    1. Use – When processing credit cards, this is the password that Global Admin uses to log in to the payment processor.  When the password is saved, an encrypted value is displayed.
      1. Value – Text field [encrypted on save]
      2. Default Value – KR2l9DpYyvVV22H/4rLqMns5zjNipi74Bub5gsXmi1U=
      3. Description - Please specify payment gateway Password
    2. Consequences of change:
      1. If the Password field is updated in the processing system (ex. Paypal) but not in Event Configuration, then credit card processing will not be able to happen. If this is the case then the payment type Online Credit Card, and all Event Website credit card payments (available on pages like e_myaccount.aspx, e_boothsales.aspx, e_addonsales.aspx, and e_sponsorshipsales.aspx) would not work – an error would be returned. The payment in the credit card log would show an error like “Invalid Merchant Account” in the Status column. Update Event Configuration Password field to resume credit card processing
      2. If the Password field in Event Configuration is updated BEFORE the Password field in the processing system, then credit card processing will not happen. (see 35.b.i above for more details) Update processing system password field to resume credit card processing.
      3. if the Password field in Event Configuration is updated AND matches the Password field in the processing system, credit card processing will happed as expected.
  • Payment Gateway Merchant (9)
    1. Use – This is merchant name or id from the processor. For Paypal this can be the same as the User Name.
      1. Value – Text Field
      2. Default Value – blank
      3. Description - Please specify Payment Gateway Merchant
    2. Consequences of change:
      1. If a merchant name or id is required, then removing or changing will cause credit card processing to fail. If this is the case then the payment type Online Credit Card, and all Event Website credit card payments (available on pages like e_myaccount.aspx, e_boothsales.aspx, e_addonsales.aspx, and e_sponsorshipsales.aspx) would not work – an error would be returned. The payment in the credit card log would show an error like “Invalid Merchant Account” in the Status column. Update Event Configuration Paypal Merchant field to resume credit card processing
  • Payment Gateway Partner (9)
    1. Use – For most processors this is left blank, for PayPal the value is frequently PayPal, but may be different if specified as different by PayPal.
      1. Value – Text field
      2. Default Value – blank
      3. Description - Please specify Payment Gateway Partner
    2. Consequences of change:
      1. If the processor is PayPal, and the value listed is not correct, then credit card processing will not be able to happen. If this is the case then the payment type Online Credit Card, and all Event Website credit card payments (available on pages like e_myaccount.aspx, e_boothsales.aspx, e_addonsales.aspx, and e_sponsorshipsales.aspx) would not work – an error would be returned. The payment in the credit card log would show an error like “Invalid Merchant Account” in the Status column. Update Event Configuration Paypal Partner field to resume credit card processing
  • Payment Gateway HostAddress (9)
    1. Use – This is the URL for the processor, used by Global Admin and the Event Website to log in to process payments.
      1. Value – Text field
      2. Default Value – pilot-payflowpro.paypal.com
      3. Description - Please specify Payment Gateway HostAddress
    2. Consequences of change:
      1. If the host address is incorrect, then credit card processing will not be able to happen. If this is the case then the payment type Online Credit Card, and all Event Website credit card payments (available on pages like e_myaccount.aspx, e_boothsales.aspx, e_addonsales.aspx, and e_sponsorshipsales.aspx) would not work – an error would be returned. The payment in the credit card log would show an error like “Invalid Merchant Account” in the Status column. Update Event Configuration Paypal HostAddress field to resume credit card processing
      2. If the processor has a unique HostAddress for testing, this field must be update with the test address (ex. Pilot-payflowpro.paypal.com) when testing. Failure to do so will create live payments on any credit cards processed.
      3. If the processor has a unique HostAddress for testing, AND the test HostAddress is not removed after testing is complete, all credit card transactions will run as test transactions – no live credit card charges will be created.
  • Payment Gateway Comment (9)
    1. Use – This will be the first value in the transaction information that will appear on the credit card statement, as well as in the processors transaction records. [example – If Paypal Comment1 is ‘a2z’ and the payment is made for ‘ABC, Co.’ with Company ID ‘206’, the charge will have the information ‘a2z(206)-ABC, Co.’]
      1. Value – Text Field
      2. Default Value – a2z
      3. Description - This data is logged in the Verisign Log as VerisignComment1(CompanyID)-Company Name
    2. Consequences of change:
      1. Adding text here will cause that text to show up in the processors record for this payment, and will result in the text also showing on the credit card statement for the card owner.
      2. Removing the text that is in this field will cause subsequent credit card payments to not include the information that was once here.
  • Payment Gateway Comment2 (9)
    1. Use – This field is not currently used
      1. Value – Text field
      2. Default Value – blank
      3. Description - Paypal Comment2
    2. Consequences of change:
      1. This field is not currently used
  • Booth Personnel Registration Start Date (9)
    1. Use – This is the date that the page where Exhibitors can enter their booth personnel becomes active.
      1. Value – Calendar Tool
      2. Default Value – 1/1/2010
      3. Description - Booth Personnel Registration Start Date (mm/dd/yyyy)
    2. Consequences of change:
      1. If this date is changed to be in the future, exhibitors will not be able to access the page where booth personnel are entered until that date.
      2. If this date is blank, no exhibitors will be able to access the Booth Personnel registration page.
  • Booth Personnel Registration End Date (9)
    1. Use – This is the date that the page where Exhibitors can enter their booth personnel is automatically deactivated.
      1. Value – Calendar Tool
      2. Default Value – 1/1/2010
      3. Description - Booth Personnel Registration End Date (mm/dd/yyyy)
    2. Consequences of change:
      1. If this date is changed to be in the past, exhibitors will not be able to access the page where booth personnel are entered.
  • Conference Manager Email (8)
    1. Use –This email is used as the sender address for all conference related email communications. This email address will also receive the ‘bounce backs’ for these emails. Additionally IF Conference Manager Email is selected in Send Mail on Proposal Submission (#54 below) then when a submitter completes and submits a proposal from callforpapers.aspx on the Event Website, an email will be sent to this email address.
      1. Value – Text field
      2. Default Value – projectmanager@a2zInc.net
      3. Description - This email address is used for all of the communications associated with Conference Module
    2. Consequences of change:
      1. If the Conference Manager email address is changed, any conference related emails sent after the change has been saved, will reflect the new email address at the sender. This new email address will now receive any ‘bounce back’ notifications for the conference communications.
      2. If Conference Manager Email is selected in Send Mail on Proposal Submission (#54 below), AND this email address is changed then subsequent proposal submission emails will go to this email address.
  • Proposal Submission Start Date (8)
    1. Use – This is the date that the proposal submission page on the Event Website (callforpapers.aspx) will be accessible to logged in submitters.
      1. Value – Calendar Tool
      2. Default Value – 1/1/2010
      3. Description - This sets Proposal Submission Start Date
    2. Consequences of change:
      1. If the date is changed to a date in the future, submitters will not be able to access the proposal submission page until this future date, and will receive an error like “Proposal Submissions are not open at this time”
      2. If the date is changed to a date that has passed, AND the Proposal Submission End Date is in the future, then submitters will be able to log in, create, edit, and submit proposals.
  • Proposal Submission End Date (8)
    1. Use – This is the last date that the proposal submission page on the Event Website (callforpapers.aspx) will be available to receive submissions. After this date, submitters will receive an error like “Proposal Submissions has ended”
      1. Value – Calendar Tool
      2. Default Value – 1/1/2010
      3. Description - This sets Proposal Submission End Date
    2. Consequences of change:
      1. If the date is changed to a date the future, AND the Proposal Submission Start Date is in the past, then submitters would have access to log in, create, edit, and submit proposals.
      2. If the date is changed to a date that has passed, then submitters will receive an error like “Proposal Submission has ended"
  • Proposal Grading Start Date (8)
    1. Use – If Proposal Grading is being utilized on the Event Website (gradeproposallist.aspx) then this date will be when the grading portal will be available to logged in graders.
      1. Value – Calendar Tool
      2. Default Value – 1/1/2010
      3. Description - This sets Proposal Grading Start Date
    2. Consequences of change:
      1. If the date is changed to a date in the future, then logged in graders will not be able to access the grading portal (gradeproposallist.aspx) and will receive an error like “Proposal Grading is not open at this time”
      2. If this date is changed to a date that has passed, AND the Proposal Grading End Date is set to a date in the future, then logged in graders will be able to access the grading portal (gradeproposallist.aspx) to view and grade proposals.
  • Proposal Grading End Date (8)
    1. Use – If Proposal Grading is being utilized on the Event Website, then this date is the last date that the grading portal will be open to logged in graders to view and grade proposals. After this date, logged in graders will receive an error like “Proposal Grading is not open at this time”
      1. Value – Calendar Tool
      2. Default Value – 1/1/2010
      3. Description - This sets Proposal Grading End Date
    2. Consequences of change:
      1. If the date is changed to a date in the future, then logged in graders will be able to access the grading portal (gradeproposallist.aspx) to view and grade proposals.
      2. If the date is changed to a date that has passed, then logged in graders will receive an error like “Proposal Grading is not open at this time”
  • Reference required for CFP (8)
    1. Use – If this is set to ‘Yes’, then at least one reference person would need to be associated with each presenter on every proposal. If this is set to ‘No’ then the option to add references on the Event Website submission form (callforpapers.aspx) will not appear.
      1. Value – Drop Down List [Yes, No]
      2. Default Value – No
      3. Description - Reference Required for CFP
    2. Consequences of change:
      1. If the value is changed from ‘No’ to ‘Yes’, then all proposals submitted after the change would require at least one reference person for each presenter listed in that proposal
      2. If the value is changed from ‘Yes’ to ‘No’, then all proposals submitted after the change would NOT display the option to add a reference for presenters.
  • Allow Edit After Proposal Submit (8)
    1. Use – If this is set to ‘Yes’, then submitters will be able to update proposal information after they have completed and submitted the proposal. If this is set to ‘No’, then submitters will not be able to update proposal information after they have completed and submitted the proposal.
      1. Value – Drop Down List [Yes, No]
      2. Default Value – No
      3. Description - Allow Edit After Proposal is Submitted
    2. Consequences of change:
      1. If the value is changed from ‘Yes’ to ‘No’, a submitter who logs in and attempts to edit a completed and submitted proposal will not be able to make any edits.
      2. If the value is changed from ‘No’ to ‘Yes’, a submitter who logs in and attempts to edit a completed and submitted proposal will be able to edit the proposal.
  • Send mail on Proposal Submission (8)
    1. Use – This determines who will receive the email acknowledgement that a proposal has been submitted. Any contact types that are checked will receive the email [template #57]
      1. Value – CheckBox List [Submitter, Conference Manager, Alternate Conference Manager, Alternate Event Manager]
      2. Default Value – Submitter, Alternate Conference Manager, Alternate Event Manager
      3. Description - Send mail on Proposal Submission
    2. Consequences of change:
      1. If a contact type is unchecked, for any subsequent proposals completed and submitted, that contact type will not be sent the email.
      2. If a contact type is checked, for any subsequent proposals complete and submitted, that contact type will be sent the email.
  • Send mail on Speaker Details modification (8)
    1. Use – This determines if template #84 will be sent to the speaker when their contact details are updated on the Event Website – this would be done by a speaker or a submitter.
      1. Value – Drop Down Box [Yes, No]
      2. Default Value – Yes
      3. Description - Send mail to Speaker on Speaker Details modification
    2. Consequences of change:
      1. If this value is changed from ‘Yes’ to ‘No’, then the Speaker will not get a notification that their details have been updated via the Event Website.
      2. If this value is changed from ‘No’ to ‘Yes’, then any Speakers whose details are updated after the change, on the Event Website, will not receive an email notification.
  • Allow Edit After Proposal Grade (8)
    1. Use – If the value is set to ‘Yes’, then submitters will be able to update a proposals information after a Grader has submitted a grade for it. If the value is ‘No’ then a submitter will not be able to update a proposals information after a Grader has submitted a grade for it.
      1. Value – Drop Down Box [yes, No]
      2. Default Value – No
      3. Description - Allow Edit After Proposal is Graded
    2. Consequences of change:
      1. If the value is change from ‘No’ to ‘Yes’ AND the proposal submission end date is in the future, then the submitter will be able to edit the proposal.
      2. If the value is changed from ‘No’ to ‘Yes’ AND the proposal submission end date has passed, then the submitter will get an error like ‘Proposal Submission has ended.”
      3. If the value is changed from ‘Yes’ to ‘No’ and the proposal submission end date is in the future, then the submitter will not be able to edit the proposal.
      4. If the value is changed from ‘Yes’ to ‘No’ and the proposal submission end date has passed, then the submitter will get an error like ‘Proposal Submission has ended’
  • To Set Custom Analytics ID 1 (9)
    1. Use – To specify an additional Google Analytics account, such as one belonging to a client. Either Custom Analytics 1 or Custom Analytics 2 can be used, or both if there are two separate Google accounts.
      1. Value – UA-107275078-2
      2. Default Value – [blank]
      3. Description - To Set Custom AnalyticsID1
    2. Consequences of change: Adding a Google Analytics UID will cause the public site to be tracked by Google.  Removing the UID will make the tracking stop.
  • To Set Custom Analytics ID 2 (9)
    1. Use –To specify an additional Google Analytics account, such as one belonging to a client.  Either Custom Analytics 1 or Custom Analytics 2 can be used, or both if there are two separate Google accounts.
      1. Value –
      2. Default Value – [blank]
      3. Description - To Set Custom AnalyticsID2
    2. Consequences of change: Adding a Google Analytics UID will cause the public site to be tracked by Google.  Removing the UID will make the tracking stop.
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