Events
The Events section creates a primary record for each event. The various page tabs you see on the top of the screen shot are all related to the currently selected event. Four main event types control the look and feel of the user interface. The four types are Charity Golf Event, Charity Event, Golf Outing and Event.
From here the event's primary information is generated for all the related sections and is used in various financial and logistic calculations. The lower 3rd of the Events screen provides a snap shot of your invitation status, pre-event budget, and event financial summary based on accrued totals.
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Online Registrations
TournaKit Pro's Online Registration provides you with a complete system to independently collect data via the internet with online registration forms. TournaKit Pro is the only desktop software designed to plan charity golf tournaments and special events that will process online registration forms directly into your event, contact, and company databases.
- No Service Fees
- No Transaction Fees
- Unlimited Transactions
- Unlimited Events
- Process Over 60 Fields per Contact from Online Registration Forms
- Process 20 Guests from One Online Registration Form
- Process New or Update Existing Contacts and Company Listings
- Process New or Update Existing Guests
A private directory is created for you on www.tournakit.com where your forms and script files are located to support data collection and data processing. Advanced users can choose to migrate all the files needed for online registration and data processing to their own domain.
TournaKit Pro's support staff can provide turn-key design solutions for your online registration forms.
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Invited
The Invited section controls who is invited to your event and how many invitations have been extended to a particular individual. Additional lunches and dinners are also allocated from the Invited section along with start times, payment, and method of payment.
The Invited section can be automatically populated by importing an Event Invitation List.
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Groups
The Groups section is used to enter and organize an individual's multiple invitations.
Lunch, dinner, and payment information is entered here.
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Invitation Status
Detailed count and financial summary for invitations, lunches, and dinners.
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Pairings
The Pairings section makes easy work of golf cart pairings, seating arrangements etc. by dynamically sorting the list as you go.
In the example below we have two foursomes '1A' and '1B' on the first tee.
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Pairing Counter
The Pairing Counter tool provides a quick graphical representation of the number of players assigned to each tee box. The Pairing Counter tool is capable of tracking three foursomes per tee box and two start times, or a total of 432 players.
In the example below we can easily determine which tee boxes are filled or have room for additional players. In the 1st start time we have an opening for a single player on hole 12 in group 'A'. In the 2nd start time there are two openings for single player, one on hole 5 in group 'A' and one on hole 18 in group 'B'.
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Financial
The Financial section features a Budget calculator and Financial summary. The Financial summary can be toggled between Accrued totals and Income Statement.
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Cash Flow
The Cash Flow section is available with a click from all Event sections. Quickly view your event's disbursements and cash received.
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Expense
The Expense section provides line item detail on event expenses. All entries made in Expenses are dynamically updated through out the event.
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Revenue
The Revenue section provides line item detail on event revenues. All entries made in Revenue are dynamically updated through out the event.
The 'Donations and Other Revenues - Type' pick list include among others six types of donations. The 'Donation Plus Matching Contribution' revenue type provides special fields for tracking the matching contribution.
Revenue entries are posted in the Event's Financial section and also, in the Contact Directory's Profile and Event History sections.
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Contests
The Contests section makes available a system to track profit and loss elements along with donor, vendor, and winner information. Entries are automatically updated in the Financial section.
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Committees
Each Committee has their own set of volunteers. Create your committee pre-event, event, and post event responsibilities. Easily record meeting minutes.
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Volunteers
Volunteers are committee specific. Create and communicate with your volunteers. Assign responsibilities and track efforts.
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E-mail
Group e-mail is easily sent. In the example below we are sending an e-mail to the people who have not responded to our invitation. We are asking then to reply to this message and type "Attending" or "Declined" in the subject line. TournaKit Pro will process the e-mail reply and update your event.
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Process E-mail Replies
The message received contains new information as indicated by bold type. The new information can be easily reviewed by comparing it against the 'Current Data' on the lower half of the screen. The user can then click 'Process Received Message' and TournaKit will update the appropriate records.
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Sponsors
If you are planning a small event or a large scale charity golf tournament with various sponsor packages; the Sponsors section will easily manage the invitations, lunches, dinners, benefits, values, payments, and tax deductions. Pre-defined Sponsor Packages are easily dropped into your sponsor records via pick list.
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Auctions
Create unlimited Live and Silent Auctions per event. The Auction Item Financial Summary provides your item totals. Each auction maintains a complete system for auction items. A database of registered bidders combined with ready to use forms, documents, and receipts will help you produce an enjoyable experience for your auction goers.
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Auction Items
Auction Item details are used in printing "Silent Auction Bid Sheets" and "Live Auction - Auctioneer's Master Bid Sheet". The Auction Item section records buyer, donor and procurer information and produces all the necessary documents associated with the item.
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Raffles
Create unlimited External or Internal Raffles per event. Set up your raffle here, in the example below, we are running an external raffle for a new Honda Accord. The ticket price is $100 and the raffle date is 08/23/2004. The Financial Summary shows 600 tickets sold, grossing $60,000.00 with a net after taxes of $57,000.00. The Raffles section will track and calculate state tax on ticket sales.
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Raffle Items
The Raffle Items section records winner, donor and procurer information and produces all the necessary documents associated with the item. State and federal income tax information is automatically calculated when applicable. Disclosures and Objections are easily recorded to comply with state regulations.
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Raffle Sellers
External raffles in particular require good record keeping for ticket sellers. TournaKit Pro provides a Raffle Ticket Sellers database for each raffle. Record the number of tickets issued, sold, and amount received for each ticket seller.
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Features - Events
