Event registration| Option 2 - Price set in financial parameters of event/Payment with Finance module

Option 2 | Prices defined in the event finances / Payment with Finance Module

This option is the setting, already existing previously, which corresponds to a simple event such as a weekly meeting + prices defined in the event's financial parameters, with automatic debit of the total price (main participants + companions) from the club member's financial account (categories: Active members, Prospects and Other contacts); for other participants, their payment is managed by the club (on-site collection or other means).

In this option, the club can either specify participation unit prices in the financial parameters of each event, or save default financial parameters in the club's Finance module (Club parameters => Other parameters => Finance).

The tab Finance of the event has two functions:

1. Enter the various financial parameters applicable to the event (price per participant, per-unit cost, other expenses)
   
2. Display the complete event statement, making it easy to check everything before closing the event.

Registration

The creation of such an event is identical to that of the previous basic event in Polaris, including the “Registration/Questions” section. The event includes financial parameters and makes it possible to manage payments.

During registration, a box displays the following details: name of main participant, names of any companions and payment method.

If the authorization to register companion(s) is activated, the main participant must nominally register any person accompanying him/her, including answering any questions.

This enhancement makes it possible to fully manage the choices made by event participants.

Questions

The Questions section offers, as previously, several types of question, linked or not to the basic "Do you participate?". Each of these questions can now be viewed either by the main participant or by any companion, making it possible to provide differentiated answers.

Registration handling

• As previously, the main participant can modify his/her registration data up to the deadline set by the event organizer.
• For this type of event, as previously and in Admin mode, the organizer can register a participant, including any companion, modify the registration data of any participant or delete it. A new action is possible: annotate the registration and its follow-up.

Capture of attendance

• Polaris makes it quick and easy to capture attendance at your event, using a simple smartphone (use the landscape display to see all the headings required for attendance entry).
• Attendance capture is useful for the organizer to control the number of meals invoiced; it also makes it possible for the club to automatically monitor attendance at meetings.

Event closure

• When the attendance capture has been completed, the event must be closed in the "Participants" section to:
  1. finalize the allocation of attendance to both club members and Rotarians visitors from other clubs.
  2. finalize the event's financial statement.
     

Financially speaking, if the club does not close the event, neither a final accounting of the expenses and income, nor a debit of the individual member's account for their contribution to the event will take place. Please note: reopening a closed event will create reverse entries in members' individual accounts, not erase them.