After you add an event, you can add attendee groups for the event. Use the following procedure to add an attendee group:
1. Select Events from the Conferences menu. The Events page is displayed. Click Select next to the event for which you want to add an attendee group. The View Event page is displayed.
2. Click Add in the Attendee Groups grid. The Add Attendee Group page is displayed.
3. Enter information in the fields provided.
•*Name: Enter a name for the attendee group.
•*Type: Select a type from the drop-down list (for example, Participants or Management). Attendee group types are defined through the Attendee Group Type option in the Setup module.
•Notes: Enter notes about the attendee group.
•Attendee: Enter the number of expected attendees and select a Meal Plan option (None, Required, or Optional).
•Bill attendees individually: Select this option if attendees should be billed individually. If selected, a Print Bill option is available for each attendee on the Attendees Grid. Additionally, conference managers can Print Attendee Bills for all attendees via the Attendee Group Contract Grid.
•Number of rooms needed: Enter the number of rooms needed.
•*Assignment date start: Enter the start date and time for the room assignment.
•*Assignment date end: Enter the end date and time for the room assignment.
Note: The assignment date range defaults to the event dates. The date range is used for the default occupancy dates for the attendees added to this attendee group. The assignment start and end times default to the Odyssey settings for assignment start and end times.
•Require attendee room assignment: Select this check box if attendee room assignment is required for this group. If you plan to track attendees who do not require housing (for example, commuters), do not select the check box. If all attendees require a housing assignment, select the check box.
•Use overflow spaces: Select this checkbox to allow overflow spaces to be available. Overflow spaces allow placing rollaways or cots into rooms if needed. If the Use overflow spaces checkbox is selected, the Available Rooms list on the Assign Rooms and Reserve Rooms pages indicate if there is overflow space available for each room. The room spaces will be displayed in (# / #+#) format, indicating “(available spaces / regular+overflow)”. If the checkbox is not selected, only available spaces will be displayed (#).
4. Click Save. The Attendee group successfully added message is displayed.
You can now add attendees, assign rooms, and reserve rooms.