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

1. Open the Event Notebook.

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

3. To add a price, click the "Add Price" button. This will open a new price notebook window. Fill in the appropriate price type information:

   

   • 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 will be dropped from the web on the date entered in the "Early Reg" date field.

     • Standard prices will be dropped from the web on the date entered in the "Last Reg. Date" field.

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

   • 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.

   • Included Functions: Identifies the functions automatically associated with this price type. When a user registers for an event using this price type, the system automatically adds these functions to the registration form with a $0 price.

   • Allowed Functions: Functions selected here will be the only functions shown during registration for this price type. If functions have been selected in the "Functions" field, also select those functions here.

   • Excluded Functions: By default, all functions marked "On Web?" are available for all price types during registration. Functions selected here will not be listed during registration for this price type.

4. Press Save to save and close the Price Notebook.

5. 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.

Linking Functions to Price Types

Within the price notebook, you can use several fields to control which functions are attached, included, or excluded when a particular price is chosen on a registration form. By default, all functions marked "On Web?" are available for all price types during registration. For more information on how to create functions, see the Functions guide.

Included Functions

Included functions are automatically selected at registration and displayed with a $0 price.

1. Open or add the price type you wish to associate automatic functions to.

2. Make sure to set up all functions for the event in the "Included Functions" tab of the event notebook.

3. In the "Included Functions" field of the price notebook, select the functions you want to be automatically included when this price is selected on the registration form. These functions will appear on the registration form with a $0 price.

   

4. Click "Save" to save and close the price notebook.

Allowed Functions

Use the "Allowed Functions" field to control which functions are available during registration for a specific price type.

Note

If you are using the Allowed Functions feature, any functions selected in the "Included Functions" field must also be selected here.

1. Open or add the price type you wish to include certain functions to.

2. Make sure to set up all functions for the event in the "Functions" tab of the event notebook.

3. In the "Allowed Functions" field of the price notebook, select all functions that should be available when this price is used on the registration form. Any functions not selected will not be displayed on the registration form when selecting this price.

   

4. Click "Save" to save and close the price notebook.

Excluded Functions

Use the "Exclude Functions" field to specify which functions should not be displayed during registration for a particular price.

1. Open or add the price type you wish to exclude functions from.

2. Make sure to set up all functions for the event in the "Functions" tab of the event notebook.

3. In the "Exclude Functions" field of the price notebook, select all functions that should not be available to select when this price is used on the registration form. Any functions not selected will be displayed on the registration form when selecting this price.

   

4. Click "Save" to save and close the price notebook.

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 Included Functions

Some price types automatically apply specific functions with a $0 price when selected at checkout. To enable this, select the appropriate functions in the "Included Functions" field for that price type.

Functions selected will be automatically included in the member's registration, with a price of $0, when this price type is selected.