FAQs for events

Use events when you need to manage an event, such as a company roadshow, that occurs over multiple days and in multiple locations. Use event functionality to plan, book, execute, monitor, and report on your event. You can also use events to manage simple, single-day events.

For more information on managing events, see Managing events.

An event leg divides an event into geographic locations or another area of focus. For example, an event may contain event legs in London and New York.

For more information on event legs, see Managing event legs.

A business administrator assigns roles to users who manage events. The administrator typically assigns the event coordinator role to the user who manages events and the request approver role to users who manage event meetings.

The event coordinator adds contacts and users who attend or support events as participants. For example, participants might be institutional attendees or presenters.

Finally, a system administrator assigns privileges to other users to allow them to book and request meetings, depending on the booking option specified for an event or event leg.

For more information on event team members and other users, see Team members and participants.

Event coordinators specify the allocation or free booking option for events or event legs. When the allocation option is specified, users book meetings by submitting a meeting request for an existing meeting slot. When the free booking option is specified, users can create meetings and add contacts to meetings without approval.

In an allocation booking event, users submit meeting requests by right-clicking a meeting on the calendar in an event or leg and selecting Request/Book a Meeting to open the Meeting Request dialog. After selecting attendees in the dialog, users can view and manage meeting requests in the Requests tab on the calendar toolbar.

For more information on allocation and free booking options, see Booking options. For more information on submitting meeting requests, see Inviting contacts to event meetings.

You can create a target list to track contacts who are important to your event. You use the target list to ensure that you book those contacts into meetings. You can use the list to send meeting invitations and monitor the status of contacts on the list.

For more information on target lists, see Managing target lists.

You use itinerary items to track travel-related activities, such as flight or hotel reservations, for an event.

For more information on itinerary items, see Adding itinerary items.

You can add multiple meetings to an event in one of two ways. You can add multiple meetings using the Add Multiple Meetings or Apply Availability Template options from an event calendar.

Add Multiple MeetingsUse Add Multiple Meetings to add multiple meetings to each day of an event leg or to create multiple meetings in a single day.Apply Availability TemplateUse Apply Availability Template to add meetings from a template defined by your business administrator.

For more information on using the Add Multiple Meetings option, see Adding multiple event meetings. For more information on using the Apply Availability Template, see Applying availability templates to Applying availability templates to event legs.

You can use predefined reports to report on events. For example, you can generate predefined reports containing schedule and participant information from an event, feedback comments from an event, available meeting times in upcoming events, and more.

For more information on predefined event reports, see Event reports.