There are a couple of different ways to manage stalling requests in FairEntry. The one that works best for you will depend on your fair's rules and processes, and how you manage the information about those.
Option 1:
Use a custom field at the Fair level of the hierarchy (setup shown below). See Setting up Custom Entry Fields for more information.
- Can be set up with or without fees.
- Every exhibitor will be asked the question one time--when they begin their first invoice.
Considerations:
- You can limit both the number that can be requested/purchased per exhibitor, and the total number available, so that you don't have more purchased than exist.
- If the question is required (to make sure the horse exhibitors don't overlook it), you will have to have a "zero option" for the exhibitors who are NOT horse exhibitors.
- Although custom reports showing answers to the custom questions can be created, they will list all exhibitors, not just the ones requesting stalls. Those reports will not be as useful as you might like them to be. See Tips for Using Custom Fields in Custom Reports
- If an exhibitor neglects to request stalls in their first invoice/entries, they will not be able to request them on a later invoice. This is especially important if you have an earlier registration period for something like communication events. Once the first invoice for communication entries has been submitted, a later invoice for livestock entries will not include the custom question for stalling.
Option 2:
Add your stalling options to your hierarchy. The example shown below has a separate Stalling department, but you could also add a Beef Stalling division to the Beef department, for example.
Considerations:
- You can limit the number of "class entries" per exhibitor and you can charge for those class entries.
- You cannot limit the total number of stalls requested/sold. If you have a limit, you will have to keep track of the number requested during the entry approval process.
- If an exhibitor neglects to request stalling on their first invoice, they can create a new invoice and request those stalls.
- You can easily print standard reports of "class entries" showing how many stalls have been requested by which exhibitors.