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.