Hoping someone can give me a hand because it's driving me slightly batty.
We have a gala coming up and we have been logging peoples payments for tickets and acceptances etc in the elevated event. Some people are paying for a whole table and inviting people as their guests. Some people are compiling tables but guests are paying individually. Some are doing a combination of the two. In any case, there is always a head of the table that is hosting the guests.
I started by adding people as "guests" under each of these table heads, but then if they buy tickets they are showing up again in the elevated event separately. I then tried to just enter them all in once, removing them as one of the table heads "guests" if they had bought their own tickets, and give them a common table number.
But then when I do the event listing report and try to order by table number, no matter what I do it still groups people primarily by table and their guests. It's making it really hard to get a final number of how many people are actually coming.
Any tips would be greatly appreciated. Happy to even start from square zero if it makes this situation manageable!
Hi Josh,
I have used a designated status to manage this - something like Paid Hosted. It indicates that the donor made a reservation, but I wouldn't include that status in guest count reports. The # guests would be 0, and I wouldn't link anyone in the bottom section of the elevated event window.
However I would link the individual(s) as guests of the table host, which leaves record of exactly who is attending and who hosted them.
Clear as mud? Happy to discuss further if you have any questions.
MeganSeattle Symphony
Josh - thank you for posting on this issue.
Megan - could you explain the Paid Hosted idea a bit further? We are struggling with how to account for someone who is paid, attending but is also a guest of someone else at another table. How do you get it to not report on the same person twice in the Event Listing Report?
Thanks,EricaCelebrity Series of Boston
Unknown said: Hi Josh, I have used a designated status to manage this - something like Paid Hosted. It indicates that the donor made a reservation, but I wouldn't include that status in guest count reports. The # guests would be 0, and I wouldn't link anyone in the bottom section of the elevated event window. However I would link the individual(s) as guests of the table host, which leaves record of exactly who is attending and who hosted them. Clear as mud? Happy to discuss further if you have any questions. MeganSeattle Symphony
Hi Erica,
So I would enter the gift on the paying person's account and give them a Paid (Hosted) status. I would then link them via their host's reservation and have a status of Attending.
When I run attendance reports, I would include Attending and omit Paid (hosted). When I want to know how much $$ was received, well, I'd use an entirely different report!
I'm happy to share a couple screenshots with you via email... can't figure out how to include here.
Megan
Hi Megan,
Thank you for explaining and sharing the screenshots. Very helpful! So, in a sense, you're creating a ghost record (Paid hosted) to track attendance. Cool! Thank you so much for sharing!
Erica