Copy an Event

You can copy an event to create a new event. This is helpful when creating events that are similar or if the same event occurs each year.

To copy an event:

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event to copy.
  3. Right-click and select Tools -> Copy Event. The Copy Event window opens.
  4. Enter the necessary information:
    • Description - Name for the new event. Defaults to the description of the event you are copying.
    • Account - Account for the new event. Defaults to the account of the event you are copying.
    • Price List - Price list for the new event. Defaults to the price list of the event you are copying. You can choose if orders copy and/or if the orders reprice in the Orders Options section.
    • Copy To - Date and time for the new event.
    • This is an alternate date for the selected event - If checked, the Alternate Event field on the new event is set to the event you are copying.
  5. The Event Options, Function Options, Registration Options, Orders Options, Booth Options, and Exhibitors Options sections allow you to select the information to copy to the new event.
    • Event Options - The information for any of the checked options copies to the new event.
    • Functions Options
      • Include Functions - If checked, the functions copy to the new event and additional options become available for selection. The information for any of the checked options copies to the new event.
    • Registration Options - Select to copy Web Registration Setup (v20/v30), Housing or Room Blocks to the new event. These options are only available if Include Functions is checked.
    • Order Options - Note that items added manually to a booking order may not copy to the new event. This is because the items are non-booking items.
      • Include Orders - If checked, the orders copy to the new event and additional options are available for selection. The Include Orders option is only available if Include Functions is checked.
      • Reprice Orders - If checked, order items are repriced using the prices on the newly selected price list.
      • Payment Plans, Order Documents, User Defined Fields, Orders Notes, Order Products/Services - If checked, the information copies to the new event.
      • Customers - Select to copy all of the orders (All Customers) or to copy only those orders where the order bill-to account matches the event bill-to account (Event Customers Only).
      • Order Item Phase - Select the existing order item phase for the items you are copying and the order item phase to assign to the new order items. For example, to copy the actual items from the event you are copying to order items for the new event, select Actual in the first drop-down and Ordered in the second drop-down.
      • Existing Order Status - Orders matching the selected order status(es) copy to the new event.
      • New Order Status - Order status for the new orders.
    • Booth Options - The information for any of the checked options copies to the new event.
    • Exhibitor Options - Momentus recommends only copying exhibitors during the copy event process when you need to copy everything: orders, functions, floor plans, exhibitors, booth assignments, etc. Otherwise, use the Create Exhibitors From Other Events or Copy Exhibitors processes.
      • Include Exhibitors - If checked, exhibitors matching the selected exhibitor status are copied to the new event. To copy all exhibitors, select *ALL.
      • New Exhibitor Status - Status for the exhibitors on the new event.
      • Exhibitor Booth Preferences - If checked, the exhibitor's booth preferences for the event are copied to the new event.
      • Exhibitor Catalog Profile - If checked, the exhibitor catalog profile is copied to the new event.
      • Exhibitor Products/Services - If checked, the products and services for the each exhibitor are copied to the new event.
      • Exhibitor Categories - If checked, the exhibitor categories are copied to the new event.
      • User Defined Fields - If checked, the user defined fields for the exhibitor are copied to the new event.
      • Exhibitor Notes - If checked, notes for the exhibitor with note classes matching the selected note class are copied to the new event. To copy all notes, select *ALL.
      • Exhibitor Documents - If checked, documents for the exhibitor are copied to the new event.
      • Exhibitor Activities - If checked, activities for the exhibitor are copied to the new event.
      • Exhibitor Last Event Data - If checked, the exhibitor's booth information is copied into the Last Events field on the new event. Includes booth number, length, width, open sides and area.
      • Copy Pavilions - If checked, the pavilions copy to the new event.
      • Copy Floor Plan Sections - If checked, the floor plan sections copy to the new event.
  6. Click OK. The event is copies and the Edit Event window for the new event opens. The Previous Event field on the new event is set to the copied event.

Copy Cancelled Bookings

You can use organization parameter BK 215 to control if cancelled bookings are copied during the copy event process. If the organization parameter is set to Y, cancelled bookings are copied when the bookings for an event are copied during the copy event process. If the organization parameter is set to N, cancelled bookings are not copied when the bookings for an event are copied during the copy event process.

To update the organization parameter:

  1. Click the Organization Parameters link from the Main Menu. The Organization Parameters page opens.
  2. Select organization parameter BK (Application) 215 (Code).
  3. Right-click and select Edit. The Edit Organization Parameter window opens.
  4. Enter Y or N into the Value field.
  5. Click OK.

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Comments

64 comments

Date Votes
  • Sarah Gore-Clough

    Hello it is very frustrating that you cannot copy over activities when copying events - we have it raised it as a case Request #27796 - but we have been told this is an enhancement request. We have some test users as we are due to go live in the next few weeks and this is one of their biggest frustrations. Why was it not copied from V19 ??

    2 upvotes

  • Maggie U.

    Hi Sarah,

    Because Traces and Activities from v19 were combined into Activities in v20, there are technical limitations in the copy process in v20. I understand your frustration, and will reiterate to our Product Management Team that this is important to your organization.

    Thanks,
    Maggie

    1 upvotes

  • R.C. Chancy

    We are trying to copy some events that had items that are no longer in inventory. in V19 we can override, but V20 doesn't give us any options. Is there a way to get around this in V20? Is there a way to easily find and replace the offending items?

    0 upvotes

  • Maggie U.

    Hi R.C.,

    I have someone on our team looking into this and will provide the answer as soon as she has reviewed it.

    Thanks,
    Maggie

    0 upvotes

  • Maggie U.

    Hi R.C.,

    This may have been inadvertently left out of the move from v19 to v20. Could you submit a ticket to our Client Care Team with the specifics of the problem and the steps you are taking? You can submit a ticket by going to support.ungerboeck.com and clicking the Submit a Ticket button.

    Thanks,
    Maggie

    0 upvotes

  • Andie Hess

    In version 20 I am trying to copy an event. When I copy the event to a new date the service orders & items do not copy to the new event date.  Am I missing something to get it to carry all that information over? 

    Thanks

    Andie

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    You probably need to edit the layout of the copy even screen to show the check boxes that select bookings, service orders, etv

    0 upvotes

  • Maggie U.

    Hi Andie,

    Lee is correct - make sure that the Include Orders checkbox is displayed on the Copy Event screen and that the checkbox is checked.  To display this checkbox on the Copy Event screen, click the Edit Layout link in the lower right corner of the Copy Event screen (if you don't see this link, you may not have access and may need to contact your system administrator).

    There are also additional options for copying orders during the copy event process such as repricing them, copying order documents, selecting the new order status, etc. that can be added as well. 

    Thanks,

    Maggie

    0 upvotes

  • Lauren Delaney

    I have copied an event in order to book space for future years.  However, I didn't have all my functions and services when I copied it.  Is there a way to merge the two events so I don't have to enter the information again?

     

    Thanks,

    Lauren

    0 upvotes

  • Maggie U.

    Hi Lauren,

    There isn't a direct way to merge events.  I would recommend using the Script from Event feature (https://supportcenter.ungerboeck.com/hc/en-us/articles/204568028) to move over any of the missing functions.  For services, if you are referring to service orders, you can also copy those to the new event (https://supportcenter.ungerboeck.com/hc/en-us/articles/205091308). 

    Thanks,

    Maggie

    0 upvotes

  • Permanently deleted user

    When I am in v20 and I right click to Copy the Event, I always get an error about the Release Date. However, I can't see the release date. I always go back into v19 to copy the event becasue I can fix the release date. Where can I find the Release Field in v20?

    0 upvotes

  • Maggie U.

    Hi Katy,

    It sounds like the Release Date is not on your screen layout.  On the Edit Event screen, click on the Edit Layout link in the lower right corner (if you don't see it, you may not have access and may need to have your administrator do this).  On the Edit Layout screen, locate the Release Date from the list of columns on the left and drag it over to the screen layout on the right.  Click OK and the field will be on the screen so you can edit it.

    Thanks,

    Maggie

    0 upvotes

  • Gary Firlit

    I am trying to copy a recurring event to the next month.  I am able to copy the event and bring the service orders over, however I do not want the quantity that is listed in the previous event to come over to the new event, but I do want the actual resources chosen in the service order.  Any help would be greatly appreciated.

     

    Gary

    0 upvotes

  • Lea Tenore

    Hi Gary--

    Currently there is not a way to prohibit the quantities from being added to a new order.  When events are copied with service orders, the actual resources are copied and the original quantities are automatically included on the new event .   You will need to access the Service Orders tab within your new event and manually edit the units on the Edit Service Order screen. 

     

    Thank you,

    Lea

    0 upvotes

  • Sean Tame

    Hi Gary,

    Depending on your exact requirements, you might want to consider using Event Profiles (or Script from Event Profile).  The profile can contain the zero qty orders and you can use this as a copy source.

    0 upvotes

  • Alex Calderhead

    Are there permissions to prevent certain items from being copied by accident? We are trying to prevent our Event Managers from inadvertently copying service orders.

    0 upvotes

  • Maggie U.

    Hi Alex,

    I'd recommend removing the Order Options section from the layout of the Copy Event screen for the Event Manager role so none of the service order options display for them.

    Thanks,

    Maggie

    0 upvotes

  • Alex Calderhead

    Thanks Maggie but it appears copying other things, such as service order, is checked by default. If I hide the check boxes in the layout, won't the default stand?

    0 upvotes

  • Maggie U.

    Hi Alex,

    The Copy Event screen remembers the last checkbox setting that was used.  Once you uncheck that checkbox and copy an event, then that checkbox will be remembered as "unchecked."  Then you can remove that section from the screen and orders will never be copied when an event is copied.

    Thanks,
    Maggie

    0 upvotes

  • R.C. Chancy

    We also would like to be able to copy over the activities when we copy an event.  Has this request ever been addressed?

    2 upvotes

  • R.C. Chancy

    When we copy an event forward, the default status for the new event is "Tentative."  Is there a way for us to make the default status "Holding Space?"

    0 upvotes

  • Maggie U.

    Hi R.C.,

    Activities aren't copied when an event is copied.  Since activities are typically a history of what has been done for a specific event, it isn't something that usually makes sense to be copied. 

    Regarding the default status, the system will use the lowest event status when creating the new event - the same that is used when a new event is created.

    Thanks,
    Maggie

    0 upvotes

  • Pat Falkner

    When copying an event, we would like to have discretion whether "merchandise" is copied or not.  I can't find a way to pick/choose whether merchandise is copied.  If so, can you select just some?

    Use case would be:

    We hold an event and sell related books as merchandise on the merchandise function.

    The next month, we will hold the same topic/event but sell different merchandise.

    In this case, we wouldn't want to copy the Merchandise Function.

    The next time we hold the event, we may or may not want to keep the original merchandise or not.

     

    We can't use profiles in that they are not yet fully functional in v20.

     

    0 upvotes

  • Mark Fingerhut

    Pat - In the current version, the merchandise is wrapped up in the overall v20 registration configuration. There isn't a way to copy the v20 registration configuration but not the merchandise. I've passed along this feedback to our Product Manager. Thank you.

    Mark F

    0 upvotes

  • Permanently deleted user

    Hello - I'm trying to copy a Cancelled event, but get an error "Access Denied: You are not allowed to copy a cancelled event."  This makes it sound like an access privilege issue, but I don't see a privilege to specifically grant that access.  Is there one that I'm missing?

    If not, how does one copy from a cancelled event?  Or is that just not an available feature?

    Thank you,

    Zak.

    V20.80P

     

    1 upvotes

  • Maggie U.

    Hi Zak,

    Cancelled events cannot be copied.  You'd need to restore the event through the Restore Event process on the Cancelled & Archived Events screen to copy it.

    Thanks,

    Maggie

    1 upvotes

  • Permanently deleted user

    Bummer...!

    Before I put in an enhancement request: I'm assuming allowing copying of cancelled events has been vetted multiple times over the years and failed?  If so, can you clarify why this has been deemed an undesirable feature?

    Thanks, 

    Zak.

    1 upvotes

  • Maggie U.

    Hi Zak,

    I talked with a few teams and this isn't something that has come up that much so we haven't really explored it.  I'd recommend posting in our Feature Requests community to see if there are others who run across the same challenge and would benefit from having this enabled.

    Have a great day and look forward to seeing you at our conference in September!

    Thanks,
    Maggie

    1 upvotes

  • Jenny Harvey

    Hi

    if you are copying over an event with booth options /PLACED EXHBITORS but on the new floorplan that stand is no longer there or a different configuration, what gets copied into the service order

     

    Eg 2017 COMPANY ABC was on A01 as a 6 x 6, created the 2018 event COMPANY ABC want to come back in but A01 is now a 9 x 6.  Does the stand number come across and reconfigure the units automatically  or does it come across with ADD or SELECT BOOTH and you have to select the booth?

    Just trying to determine if this COPY EVENT will work for us

    thanks in advance

    Cheers

    Jenny

     

     

    0 upvotes

  • Mike Schepker

    Hi Jenny,

    When using Copy Event, in order to copy exhibitors with the booths already assigned to them you must also copy the floor plan. This means that booth A01 on the new event will be identical in size as on the previous event. You can manually resize the booth after the event is copied and that should update the order automatically if you are using booth validation. 

    If you choose not to copy the floor plan, then the exhibitors will come over with Add or Select Booth Order as the service order will no longer be tied to a booth. 

    Hope this helps!

    Mike

    0 upvotes

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