Planning Events

Hotels and Venues

Add hotels, venues and other partners (e.g. catering, entertainment) as companies in Aurea CRM and assign a company type (e.g. "Hotel").

Enter the corresponding company in the Event Location field in the marketing activity.

Adding Equipment

If your event requires special equipment not available at the venue, you can enter information on the equipment.

1. Select New > New Equipment from the marketing activity or campaign’s context menu.

   

2. Enter the equipment’s details, such as the type of Equipment, the associated Costs, the required Quantity etc.
3. Save the record.

Adding Lecture Subjects

Add topics available for all events in the Lecture Subject info area.

To add a new lecture subject:

1. Select (Marketing) > Topic.
2. Click on Start Search and then on (New).
3. Enter details on the topic, such as the field, duration and whether the topic represents a lecture or training subject.
4. Save the record.

Adding Speakers

Add speakers to Aurea CRM as persons and enter a Person Type (e.g. "Speaker") on the Speaker tab.

If you know this information, you can also enter the speaker’s Fee and Travel flat rate.

Assigning Speakers to Lecture Subjects

To assign a subject to a speaker:

1. Switch to the desired person.
2. Select New > New Lecture / Speaker from the context menu.
3. Select the Topic.
4. Save the record.

Creating an Agenda

You can add an agenda for each marketing activity representing an event or track. Add agenda items to the agenda, such as lectures, coffee and lunch breaks, entertainment etc.

To add an agenda item:

1. Select New > New Agenda Item from the marketing activity’s context menu.
   Note: You can add agenda items to campaigns for events consisting of only a single track.
2. Select the speaker:
   1. Click on (Select) to the next to the Person field.

      All persons entered as speakers in the database are listed.

   2. Select the desired person.
3. Select the Lecture Subject.

   If you have already selected a person, only those lecture subjects assigned to the selected person are listed. If you have not selected a person, all lecture subjects are listed.

4. Enter further information, such as the time and location.
5. Switch to the Speaker tab to enter further information such as the date of the invitation, the date of confirmation and fee.
6. Save the record.

Approving Events

Depending on your internal organization, events may require approval or verification that they comply with legal provisions.

Approval consists of two steps:

1. The rep submits the event for approval.
2. The event needs to be approved or verified by the responsible rep.
   • Budget approval: An employee, e.g. head of marketing, must approve whether the planned event is within budget.
   • Verification: An employee, e.g. from the legal department, verifies that the event complies with the legal requirements. This can be of particular relevance in the pharmaceutical industry.

Requesting Approval/Verification

The rep that scheduled the event must submit the campaign for approval.

To submit an event for approval:

1. Switch to the desired campaign.
2. Switch to the Approval & Control tab.
3. Enable the Budget approval required check box and enter the person responsible for approving the event in the Budget Approved by ID field.
4. Enable the Verification Required check box and enter the person responsible for verifying the event complies with legal provisions in the Verified by field.
   Note: The campaign’s start date must be in the future, otherwise the Budget approval required and Verification Required check boxes cannot be enabled. If the start date is not in the future at the time of submission, these check boxes are disabled automatically by the system (without notification).
5. Save the record.

   The campaign is forwarded to the employee responsible for approving/verifying the event. Your administrator can determine that campaigns requiring approval or verification are displayed on the responsible rep’s start page, for example.

   You receive a massage when the campaign has been approved or verified.

Approving/Verifying Events

If you are responsible for approving or verifying events, you are informed using a To-Do record whenever a campaign has been submitted.

By default, Aurea CRM web lists campaigns requiring your approval on the start page (You have x To-Do(s)).

To approve or verify a campaign:

1. Select Expand Linked from the To-Do record’s context menu. The campaign is opened. Check the data (e.g. whether the campaign is within budget or that legal provisions are met).
2. Select Approval > Positive or Verification > Positive from the menu. The campaign is approved or verified, and the event can be executed.
3. Save the record.

   A message is sent to the campaign’s rep, informing them that the event has been approved/verified.

Retracting Approval and Rejecting Events

If you have approved an event, you can retract your approval or verification at a later date.

To do so:

1. Switch to the desired campaign.
2. Select Approval > Negative or Verification > Negative from the menu.
3. Save the record. The rep responsible for the campaign is sent a corresponding message.

Executing Events

To execute an event:

1. Switch to the marketing activity you wish to execute.
2. Add the event’s participants.
3. You can determine which lectures participants attend.
4. Upon receiving responses, e.g. to invitations, enter the responses.
5. Once the event has been held, you need to enter whether participants actually attended the event.

Adding Participants

Event participants are added to marketing activities. Participants can be added automatically based on a selection or query, or can be added manually. For example, the participants of a follow-up marketing activity defined for a response can be generated based on their participation status (e.g. "Registered" or "Participated").

To add participants manually:

1. Switch to the desired marketing activity or campaign.
2. Select New > New Participant from the context menu.
3. Enter details on the participant, e.g.:
   • The type of participant (e.g. participant or speaker), participation status (e.g. registered or confirmed)
   • Enter information concerning the participant’s registration date, any cancellations etc. on the Registration tab
   • Enter information on the participant’s accommodation on the Hotel tab, e.g. name of the hotel, type of room, costs etc.
   • Enter information on the Travel Information tab such as the date of arrival and departure, mode of transportation, whether a transfer is required etc.
4. Save the record.

Creating a Participant Program

To create a program for individual participants, add a participant program:

1. Switch to the desired marketing activity or campaign.
2. Switch to the desired participant (select Go to All Related > All Participants from the context menu).
3. Select New Participant Program from the context menu in the participant record.
4. Select an Agenda Item.
5. Save the record.

Managing Participants

You can manage participants for each marketing activity in two ways:

• By changing the Participation Status in the participant record (Registered, Confirmed, Canceled, Participated, Missed).
• By entering responses in the generated activities, mailings or work orders. Depending on the Registration, Participation Status and Follow-up Marketing Activity defined for the responses in the planning phase (>> on page 283), participants are added or edited automatically:
  • Registration field:
    • Register: A target group and participant record are automatically added (Participation Status = "Registered" and Registered on = current date) for the follow-up marketing activity entered (e.g. the event).
    • Unregister: A target group record (but no participant record) is automatically added for the follow-up marketing activity entered (e.g. the mailing).
  • Participation Status field:
    • Participated: The participations status in the participant record is set to "Participated" and a target group record is added for the follow-up marketing activity (e.g. survey).
    • Missed: The participations status in the participant record is set to "Missed" and a target group record is added for the follow-up marketing activity (e.g. brochure).
• If you change the response at a later date, the target group and participant records are updated:

  "Yes, I’m coming" -> "I can’t make it": The participant record for the follow-up activity (event) is set to "Canceled"’, the registration date is deleted and the cancellation date entered. The target group record added for the original follow-up activity is deleted, and a new target group record is added for the new follow-up activity.

  Note: Attention: When entering responses, ensure that you only select a single answer. Multiple responses can lead to undesired results.

Monitoring Event Costs

When holding an event, various costs are accrued, e.g. for renting rooms, transportation costs etc. You can enter the costs for accommodation (hotel) and transport in the corresponding participant records. The costs entered for all participants are totaled and displayed in the campaign record.

To displayed the costs of a campaign:

1. Switch to the desired campaign.
2. Switch to the Costs tab. The following costs are totaled for all participants:
   • Accommodation costs in the Costs: Hotel field.
   • Transportation costs in the Costs: Transport field.
3. You can enter any further costs (e.g. rent for the venue and equipment, fees and travel expenses for speakers) in the Costs: Entire event field.