If a group of events are sold together for one price, they can be setup as a bundle event. A bundle is not a way to set a discount for the purchase of multiple events, but a way to sell multiple specific events as a bundle for one stated price, usually a lower price than if all the individual events were purchased. The events in a bundle can also be sold individually for those that don’t want to purchase the bundle.
Once a bundle event has been created, registration into the bundle event and payment are handled using the same processes as any other event.
When someone registers into a bundle event, the system automatically registers that person into all the future events in the bundle and transfers money from the bundle event to each of the events in the bundle.
Setup Bundle Event
To setup a bundle event, first set Status, on the Name tab, to Bundle. This will activate the Bundle tab after the initial save on the event.
Remember that the main bundle event itself is not an actual event, but setup to facilitate the sale of bundled events. Because of this, certain data like credit hours should not be populated.
The main bundle event is not worth any credit hours. All credit hours for the registrant should come from the events in the bundle. The begin and end dates on the main bundle event can be set to span the date range of the events in the bundle, or the dates in which the bundle can be purchased.
Once the initial save has been done on the new event, go to the Bundle tab and add a link for all of the events that are included in the bundle. Since this tab shows links to the events in the bundle, each event in the bundle needs to already have an event file maintenance record setup before it can be linked on the Bundle tab.
Note: Events with sessions can’t be included in a bundle.
Note: Registration into the events in the bundle ONLY applies a “bundle fee” which the system calculates from the net fees on the main bundle event and the number of credits on the events in the bundle being registered into. NO OTHER FEES are applied. So, events with special fees such as an AICPA discount or print/e-materials fee should not be included on an event in a bundle since these fees will not be applied.
The Fees tab, on the main bundle event, should have fees reflecting the price for the purchase of the bundle itself.
The Credits tab should be left blank since the main bundle event is not worth any credit hours.
Register in Bundle Event
When a registration is entered, using Event Registration or Group Registration (With Fees), into the main bundle event, the system will automatically register the person(s) in all future events in the bundle (shown on the Events File Maintenance Bundle tab).
For bundle events, part of posting the registration(s) for the events in the bundle, the system enters transfers from the bundle event to the events in the bundle. The amount transferred is determined by looking at the credit hours in the events in the bundle and the total fees for the bundle event. Example: If the fee for the bundle event is $600 and there are two events in the bundle. The first is worth 8 hours and the second is worth 4 hours. The first event would have $400 transferred to it and the second $200. The end result is net fees and net paid of zero in the main bundle event.
For bundle events no matter what or how many fees were selected for the registrant in the bundle event, the registrations into the events in the bundle ONLY have one “bundle fee” entered with an amount matching the transfer amount described above.
Payment is made for the main bundle event just like any other event registration.
Confirmations for Bundle Events
There are two possible confirmation reports that can be sent to registrants in a bundle event.
A bundle confirmation can be sent showing the registration into the main bundle event and list the events in the bundle the person was registered into. Contact CDS support to have a bundle confirmation layout setup for your association.
An event confirmation can be sent for the new registrants, for the events in the bundle, depending on the parameter setting noted below.
For bundle registrations there is a parameter that controls if the confirmation date, on the registrations, entered for the events in the bundle, is populated at the time of the registration. The default setting is to not populate the confirmation date which is what happens for non-bundle registrations. Contact CDS support if you want the parameter set to populate the confirmation date so the registrations for the events in the bundle will not be recognized as new registrants. This parameter does not affect the bundle confirmation.
Fee Adjustment and Cancel Registration
Fee adjustments on a registration in a bundle event or an event that was entered as part of a registration in a bundle event are not allowed. After the registration into a main bundle event has been entered, fee adjustments and cancellation of registrations in the events in the bundle are not allowed.
Cancellation of a registration in an event that was entered as part of a registration in a bundle event are not allowed. Only the registration in the main bundle can be cancelled, which will result in ALL registrations for events in the bundle to also be cancelled.
Reconcile Attendance
Events in a bundle are reconciled just like any other event. The main bundle event does not need to be reconciled. The main bundle event is there to facilitate the sale of the bundle and is not worth any credits.