Party Information

When a participant registers for an event and includes guests or other participants, each individual or organization in the group appears under Party information. For each member of the group, you can view details about their registration, contact information, and involvement in the event. This view helps you understand who registered together and how each individual or organization is involved.

Name

Under Name, you can view the participant's full name as it displays in web view. Depending on how your organization displays names in web view, this can include first name, middle initial, last name, and any titles or suffixes such as Dr. or Jr.

To open the record for a participant or guest, select their name.

Note: Admins!Constituent Record Settings sets how names display in web view.

Registrant type

Under Registrant type, you can view whether someone is the host, a guest, or a participant who's neither a host or guest.

Note: If the person is associated with a sponsor, their registration type appears as Sponsored. In the database view, you can associate a participant with a sponsor from the Participants tab on the event record.

Contact summary

Under Contact summary, you can view the participant's primary email address and phone number.

Note: If a participant doesn't have an email address or phone number marked Primary because their information was added in database view, Raiser's Edge NXT displays the oldest email address or phone number on their record.

Registration status

Under Registration status, you can view whether the individual or organization registered for the event and the date of the registration when applicable.

Manage Party Members

Under Party information, you can add guests and update registration information for members of the group.

Manage participant options for a party member

Participant options are fields you set up for an event to track custom information such as participants' t‑shirt sizes, meal preferences, or seating requests.

If you set participant options for the event, you can update them from a participant’s record or from the record of any member of their party.

Under Party information, select Manage participant options from the menu for the participant you want to update. Next, select the options and values to include on the participant’s record and select Save.

Tip: Don’t see Manage participant options? Verify participant options are set for the event and that you have rights to edit participants.

Edit information for a party member

  1. Under Party information, select Edit from the menu for the individual or organization's record.

  2. In the Participation level, select how the individual or organization's relationship to the event, such as Child Participant or Local Business Supporter.

    Note: To add a participation level, select Events settings from Events, then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  3. In Invitation status and Invitation date, indicate whether the individual or organization is invited and the date of an invitation when applicable.

  4. In RSVP status and RSVP date, indicate the individual or organization's response and the date of the response.

  5. Select Save.

Change a guest to host of their own party

If a guest decides to register their own group, you can change their status so they become the host of their own party.

Note: If the guest uses a registration form to sign up with their own guests, their existing participant record is automatically changed to a named guest and a new host record is created. For more information, see Guest Matching.

  1. Under Party information, select Change to host from the menu for the guest you want to update.

    Note: You can only change a guest to a host if the guest already has a constituent record. If they are a named guest without a constituent record, first select Change to constituent from the participant’s menu , then select Change to host.

  2. Select the new host's name to open their record.

  3. For each person in the new host's group, select Add guest under Party information, and enter their registration details.

  4. Select Save.

Tip: For information about guests and how to add them, see Hosts and Guests.