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Other Info

Events World

Site Specific Notes

Lodging for Event Guests

The following information is included in this topic:

Concepts

Use Lodging to track the accommodation arrangements for Event Guests. You can track the Hotel name (location), the room type, the room number, the confirmation number, the number of persons, the arrival date, departure date,and enter a comment about this information. Lodging records can be linked to Event Guest records only.

Both hotel name (location) and room type are lookup table driven fields, so you will need to create entries for each Hotel name (location) and each room type that you want to use in the Other Lookup lookup table. For more information about this unique lookup table, see the Other Lookup topic.

The system stores Lodging data in the Other Info table. For additional information on the use of this unique Events World data table, see the Other Info topic.

Viewing Lodging information

Each Guest record will have his or her own section on the Registration details page. Existing Lodging data displays within that section, in the Guests Lodging section. The Guests Lodging section is shown only if a Lodging record as been created for the Guest. In addition, the Guest display mode must be set to Long or Detail, or set to Short and the user option to Display Linked Data in Short Display is activated.

View an existing Lodging record

    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  2. After you locate the Event:

    1. In Millennium Explorer, click Registrations to display the Search/Create Registration form.
    2. If you know the name or id number of the constituent who registered the Guest, type it into the Name/ID box (format for the name is Last/First Middle)
    3. If you do not know who registered the Guest, click Search for a Guest to display the Guest ID Search page, and then type in the name or id number of the Guest into the Name/ID box (format for the name is Last/First Middle).

    4. Click Search. The Registration page displays. If a search results page is displayed instead, you will need to click on the name you want in order to display the Registration page.

      Information about Guests who are registered by this constituent is shown after the details about the Registration.

  3. Locate the Guest and then locate the Guests Lodging section. All Lodging records that are linked to the Guest record will be displayed in the section.

    • Display the Guest record in Long display or Detail display.
    • If you still do not see the Guests Lodging section, then the Guest has no linked Lodging records.

Create a Lodging record during Registration

The Express Registration process is used to add a Registration to an event and also to add Guests to Event Registrations that already exist. Express Registration uses a one-screen data entry form that includes the Registration Detail section and the Guest Detail section (note that the Registration Detail section will not display if you are using Express Registration to add a Guest to an existing Event Registration).

If applicable to the Event, the page will also include sections for Event Items, Activities, Guest Lodging, Guest Special Needs, Guest Tourney Needs, and Guest Transportation Needs.

  1. On the Express Registration form, locate the Guest Lodging section.

  2. Enter data for the following fields as desired:

    Location - Choose an entry from the lookup table pull-down list. This is designed to be the name of the hotel.

    # of Guests - Type the number of parties that will share the room.

    Room # - Type the room number assignment.

    Room Type - Choose an entry from the lookup table pull-down list. This is designed to be the nature of the room requested.

    Arriving - Type the arrival date.

    Departing - Type the departure date.

    Confirmation # - Type the confirmation number (if any).

    Comment - Type any free text comment concerning the lodging information.

Create a new Lodging record after a Guest is registered

  1. Verify that the Other Lookup table (other_lookup) includes entries for all of the Hotel names that you plan to use, and for all of the Room Types that you plan to use in the Lodging record. If not, use Events Lookup Table Maintenance to create these entries.
    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  3. After you locate the Event:

    1. In Millennium Explorer, click Registrations to display the Search/Create Registration form.
    2. If you know the name or id number of the constituent who registered the Guest, type it into the Name/ID box (format for the name is Last/First Middle)
    3. If you do not know who registered the Guest, click Search for a Guest to display the Guest ID Search page, and then type in the name or id number of the Guest into the Name/ID box (format for the name is Last/First Middle).

    4. Click Search. The Registration page displays. If a search results page is displayed instead, you will need to click on the name you want in order to display the Registration page.

      Information about Guests who are registered by this constituent is shown after the details about the Registration.

  4. Locate the Guest and point to the Edit button edit button located to the left of the Guest ID number of name. Click Link > Lodging. The Lodging insert form is shown.

    Note: Link > Lodging is not available from the edit button that is located in the Guest section header.

  5. Enter data for the following fields as desired:

    Location - Choose an entry from the lookup table pull-down list. This is designed to be the name of the hotel.

    # of Guests - Type the number of parties that will share the room.

    Room # - Type the room number assignment.

    Room Type - Choose an entry from the lookup table pull-down list. This is designed to be the nature of the room requested.

    Arriving - Type the arrival date.

    Departing - Type the departure date.

    Confirmation # - Type the confirmation number (if any).

    Comment - Type any free text comment concerning the lodging information.

  6. Click Insert to create the record,

    OR

    Click Cancel to close the insert form without creating a new record.

Edit an existing Lodging record

  1. Follow the steps described in the View an existing Lodging record section of this topic to locate the record that you want to edit.
  2. Point to the Edit button edit button located to the left of the Lodging record and click Update/Delete. The Lodging update/delete form is shown.
  3. Tab or mouse click in the text boxes you want to change and edit the data accordingly.

  4. Click Update to make the changes to the data,

    OR

    Click Delete to remove the data record from the system,

    OR

    Click Cancel to close the form. There will be no changes to existing data.

Customize the Lodging data display and maintenance forms

  1. Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
  2. Access the Events version of the Custom Display Designer by using Millennium Explorer, Tools>Display Design>Events.
  3. Click the Events item on the Navigation Tool Bar to access the Display Designer's context menu, and then click on the Lodging item.
  4. Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
  5. Utilize the Custom Display Designer's editing tools to make your customizations.
  6. Click Save to save and apply your changes.

(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)

Other Info Field Descriptions for Lodging

Lodging data is stored in the other_info data table. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you wish to override these default settings, you must customize your display definition.

Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.

Field Name

Field Label

 Lookup Table

Type SQL/Oracle

Length

[Default]

{Check}

 Description

oinfokey

non-displaying

 none

numeric/number

13, 0

 

 

 The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field)

oinfodoc

non-displaying

 none

char

1

['N']

 

This field holds a Y/N flag to indicate the existence of a linked document for this row.

(This feature is not in use at the present time.) (system field)

oinfodate

no label

 none

datetime/date

 

[getdate()]

 

 The date that this row was last updated. This field is automatically entered by the system. (system field)

oinfouid

no label

 none

varchar/varchar2

30

 

{suser_sname()}

 The User ID of the operator who last edited this row . It is automatically entered by the system. (system field)

oinfougrp

non-displaying

 none

char

1

[' ']

 

 This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (system field)

oinfonum1

Number of Guests

 none

numeric/number

19,4

 

 

 This field may be used to record the number of people who will share the hotel room.

oinfonum2

non-displaying

 none

numeric/number

19,4

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfodate1

Arriving

 none

datetime/date

 

 

 

 This field may be used to record the arrival date of the hotel guest.

oinfodate2

Departing

 none

datetime/date

 

 

 

 This field may be used to record the departure date of the hotel guest.

oinfotype1

Location

 Other Lookup

char

6

[' ']

This field may be used to record the name of the hotel or other accommodations for the guest.

All lookup table entries must have a Group code (table_type) of 'lodg' in order to display in this field

oinfotype2

Room Type

 Other Lookup

char

6

[' ']

 

This field may be used to record the type the room that the guest requires.

All lookup table entries must have a Group code (table_type) of 'lodg2' in order to display in this field

oinfocol1

Room #

 none

varchar/varchar2

255

 

 

 This field may be used to record the room number assigned to the guest.

oinfocol2

Confirmation Number

 none

varchar/varchar2

255

 

 

 This field may be used to record the hotel's confirmation number assigned to the guest.

oinfolnkfl

non-displaying

 none

char

2

 

 

 This system-generated field is used to hold a copy of the table number for the primary row within the Events World to which this Other Info row is linked. (system field)

oinfolnkky

non-displaying

 none

numeric/number

13, 0

[0]

 

 This system-generated field is used to hold a copy of the key field from the primary row within the Events World to which this Other Info row is linked. (system field)

oinfofnum

non-displaying

 none

char

2

['62']

{'62'}

 This field holds the table number for the Other Info table (62). (system field)

oinfocrdat

non-displaying

 none

datetime/date

 

[getdate()]

 

 This system-generated field holds the date on which this Other Info row was created. (system field)

oinfocomm

Comment

 none

varchar/varchar2

255

 

 

 This field may be used to hold a free text Comment associated with this row.

oinfostim1

non-displaying

 none

char

8

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoetim1

non-displaying

 none

char

8

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfostim2

non-displaying

 none

char

8

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoetim2

non-displaying

 none

char

8

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoevncd

non-displaying

 none

char

10

[' ']

 

 This system-generated field holds a copy of the code for the Event with which this row is associated. (system field)

oinfoevent

Event

 none

varchar/varchar2

110

 

 

 This system-generated field holds a copy of the name of the Event with which this row is associated. (system field)

oinfoactvt

Activity

 none

varchar/varchar2

110

 

 

 This system-generated field holds a copy of the Activity name with which this row is associated. (system field)

oinfotemp1

non-displaying

 none

char

6

 

 

 This system-generated field holds the code that signals the system as to the nature of this Other Info data row. In this case, this field will contain the code, lodg signifying Lodging. (system field)

oinfocol3

non-displaying

 none

varchar/varchar2

255

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoyn1

non-displaying

 none

char

1

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoyn2

non-displaying

 none

char

1

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoyn3

non-displaying

 none

char

1

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfotype3

non-displaying

 Other Lookup

char

6

[' ']

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'lodg3' in order to display in this field

oinfotype4

Other Lookup

char

6

[' ']

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'lodg4' in order to display in this field

oinfomny1

none

money/number

(19,4)/(16,2)

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfocol4

non-displaying

 none

varchar/varchar2

255

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.
oinfocol5 none

varchar/varchar2

255

 

 

 The system does not use this field for Lodging. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoid

none

char

10

 

{null}

 If this Lodging row is linked to a Guest row that belongs to a constituent, this field contains a copy of the constituent id. If the Guest is a non-constituent, this field is unused. (system field)

Other Info table indices

Index Primary Foreign Unique Fields Sort
pk_other_info Y     oinfokey  
other_info02       oinfolnkky, oinfolnkfl  
other_info03       oinfoevncd  
other_info04       oinfouid  

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