Price Types

Registration Prices are the type of registration that an attendee selects in order to sign up for the event. Each attendee must select a price type and can select only one price type. Like going to the movies, you purchase a single ticket for each person at the appropriate price level (Child, Adult, Senior) and time (Matinee, Weekday, Weekend). Add-ons such as popcorn, candy and soda can be set up as functions but purchasing an add-on first requires selection of a registration price.

You can add as many registration prices to an event as needed. You may establish different prices for members versus nonmembers, board members, speakers, guests, and early versus late registrations.

In order to manage your exhibitor and sponsor staff, you can create special price types for sponsors, exhibitors, and additional booth staff. The revenue can then be tied either to the price type or to the exhibits depending on how you choose to set up your price types and booths. For more information regarding exhibitors and floorplan set up, refer to the Exhibitor Management User Guide.

Note

Your price notebook may be configured differently based on your system requirements.

How to Edit/Add Price Types

• Open the Event Notebook.

• Click on the Prices tab to view any prices that already exist for the event.

• To add a new price, click on the Add New Price button. This will open a price notebook window.

  

• Fill in the price type information including:

  • Type: Indicates the type of price (Member, Nonmember, Sponsor, Exhibitor, etc.). The Type must be unique within the event and cannot have any spaces or special characters except for an underscore.

  • Amount: Indicates the price amount for the price type.

  • Description: Long description for the price type. By default, this is the listing of the price type that appears on the website for the event.

  • For Member?: Indicates whether the price type is for a member or nonmember. When a user registers a member for the event in ClearVantage, prices with this checkbox marked will display by default. When a user registers a nonmember for the event in ClearVantage, prices with this checkbox not marked will display by default.

  • Is Web?: Indicates whether the price type should be shown on the web in the default web configuration. When the Is Web? is checked, the price type will show on the website. When the Is Web? is not checked, the price type will not be available on the web.

  • Standard? Early? Late? checkboxes: Indicates whether the price is available as an early, standard, and/or late price. The date ranges that indicate early, standard, and late are determined by the early and last registration dates on the event notebook.

    • Price types that are marked as Early will be available on or before the Early Reg Date.

    • Price types that are marked as Standard will be available after the Early Reg Date but on or before the Reg By Date.

    • Price types that are marked as Late will be available after the Reg By Date.

    • Price types that have more than one timeframe indicated will appear in all of the marked timeframes.

    • Early prices do not appear on the web on the Early Reg Date and Standard prices do not appear on the web on the Reg By Date.

    • Late prices do not appear on the website after the Reg By Date. They are only available for staff to use.

  • Functions: Indicates the functions that are associated with the price type. When functions are specified in this field and a user registers an individual for the event with the price type, the system will automatically fill in the functions in the registration notebook.

  • Category: Choose whether to restrict access to the price type based on the member type or committee name or organization type associated with the registrant.

  • Category: Choose whether to restrict access to the price type based on the member type, committee membership, or organization type associated with the registrant.

    • Member Type: CUSTOMERTYPE on customer notebook.

    • Organization Type: ORGTYPE on Organization notebook, linked to the registrant.

    • Committee: The registrant must have a status of active AND termination date must not be in the future. The termination date can be blank.

      • One committee per price type.

    • Chapter Membership: The registrant must have a status of active AND termination date must not be in the future. The termination date can be blank.

      • One chapter per price type.

  • MemType/ComCD: Indicates which member type, committee affiliation or organization type can access the price type on the website.

  • For Package: Indicates if this price is to be used as part of an Event Package. Additional information is available in the section on Event Packages.

  • Accounting CD: Select the ledger code where revenue for the price type should be allocated. The availability of this field requires configuration by Euclid staff. Please contact your support analyst if you are interested in this functionality.

  • Allowed Functions List: Specify the functions that are included in this price type.

  • Excluded Functions List: Specify the functions that are not included in this price type.

• Press Save to save and close the Price Notebook.

• Enter as many price types as necessary so all of your registration needs are addressed.

Duplicate Price Type

ClearVantage allows you to duplicate any price in the event. This feature is used when you are creating a price type that is similar to an existing price in the event.

1. Select the row of the price you wish to copy and click the Duplicate Price at the top of the list.

1. This will open the Duplicate Price window. By default all the profile information will copy over to the new price, you can edit this information in the new price record.

1. Enter a New Price Type CD and a New Description (title).
2. Unselect the Copy Web Profile check box if you do not wish to copy the web profile.
3. Click the Duplicate button to copy the price type.

Price Type Examples

Example 1: Member vs. Nonmember Pricing at Different Time Periods

Most membership organizations charge different registration rates for members and nonmembers. For every price type, you will generally need both a member version and a non-member version.

To distinguish these price types, check the For Member? checkbox in the price notebook.

Individuals will be eligible for the member price type if the Member Flag is marked on the individual notebook, regardless of the person’s Member Status.

Additionally, many organizations charge different prices based on how far in advance of the event the registration is purchased. In addition to marking whether the price type is available for members or nonmembers, you must also mark which timeframe(s) the price type is available.

Price types for registrations before the Early Reg. date should have a check mark in the Early? checkbox in the price notebook. Price types for registrations between the Early Reg and Last Reg dates should have the check mark in the Standard? checkbox in the price notebook. Price types for registrations after the Last Reg Date should have the check mark in the Late? checkbox in the price notebook. Each price type can have any combination of timeframes but must have at least one timeframe checked in order for someone to register at that price type. If the same price applies regardless of the timeframe, the Standard, Early and Late checkboxes should all be checked.

Example 2: Pricing by Member Type, Organization Type, and Committee or Chapter Membership

In addition to offering price distinctions between members/non-members and by timeframe, you may create different prices based on the individual’s member type, their membership on a chapter or committee, or the type of organization that they work for. To indicate that a price type is to be used for a particular member type, committee, or organization type, you must first select the appropriate option from the “Category” drop-down menu. The “MemTyp/ComCd” column will provide a list of individual Member Types if “MemberType” is the selected category. A list of Committees will display if the “Committee” category is selected. A list of Chapters will display if the “Chapter” category is selected. Organization Types will appear if “OrgType” is selected in the category field. You can now select the appropriate member type, committee, chapter, or organization type in the MemType/ComCD field.

Note that these price types refer to the Member Type listed in the Individual Notebook and do not consider the Member? flag (aka ISMEMBERFLG in the Individual Notebook). It is important to indicate whether the price is for members or non-members as well as the timeframe when distinguishing by member type.

Example 3: Pricing with Default Functions

Some price types may automatically include registration for a particular function. To include functions automatically for a particular price type, select the appropriate functions in the Functions field.

When a registration is entered in ClearVantage for a price type with automatically added functions, the functions will automatically be checked in the registration form.