| WHAT DOES THIS
WORKBOOK OFFER? |
| WORKBOOK TAB |
WHAT THE TAB CONTAINS or DOES,
& How to Use it |
DATA
ENTRY TAB
(1) Enter All Data Here |
This tab is where the Host enters the
description of the event & all the information from the guest
reservations. Just about everything the Host does in this
spreadsheet is on this tab. Do not try to print this Tab.
Instead go to Tab2 where you can sort the information to suit
your needs and print the reports.
*Do NOT ever use CUT & PASTE here.
(seeTab 1Y below for an interactive demo that will make a
believe out of you in 15 minutes!!)
*Do NOT Drag & Drop.
(it's another form of Cut & Paste)
*Never sort this tab. |
| (1As) Who's Coming? |
This a is
hidden tab.
This automatically generated list of
attendees is typically posted on the website coming events
page. This tab is not visible to the Host. The only customer for
this is the Webmaster, and he doesn't appreciate folks screwing
around with it, so it's hidden, protected and cloaked. The Host
can update the list on the website as often as needed by
attaching the entire Workbook to an email and sending it to
the webmaster. The Host retains the original. The email client
only sends a copy. Your original is not affected.
Click Here for an example of a 'Who's Coming' list.
The default List for the website is just the event details and
names of the attendees. The Host can chose to include the
Table/Group number and/or the Meal Selections. He can ask the
webmaster to do that at any time. The sample above shows the
full List with all options. |
| (1B) Check-in
Sheet |
This tab was created specifically for
Dave Walsh and the 6+ Marco Sportfishing Club picnics that he
hosted each year during season. It provides a means to capture
payment and attendance details on the day of the event as people
arrive. After the event, this information is added to Tab1 so
the the accounting records for the event will be accurate. It
is formatted and set up to print and can be used to turn in to
the Treasurer with the checks and cash. Everyone is invited to
use it. |
(1C) Event
Pricing
This is an interactive tool to use for events with
fixed expenses.
Never Unprotect this
tab or you will damage formulas beyond repair. |
This is an interactive tool that lets
you enter all the costs and parameters for a given event, tweak
all the variables and better understand the financials of the
event. Does the Club lose money...break even...make money?
You can figure it all out. Ultimately, the tool will
generate the event flyer price required to break even with any
projected number of attendees under any conditions.
The process:
1) Before the flyer is issued open
a new blank spreadsheet from this webpage for the event.
2) On Tab1 fill in the 7 pink cells
at the top to define the event. If you don't know the max
# just guess. You can change it later.
3) Go to this tab, tab(1C), in the
new spreadsheet. Do NOT unprotect this tab!
4) The cells that say "<=from
tab1" are already filled in.
5) Fill in the data for all the
applicable cells in Part 1 that say "<=enter
amount".
There are only 12 "pink" cells that need your attention.
Not all of them apply to every event.
6) Now you are ready to play with
the Simulator. In part 2 enter any guess on how many
attendees you expect and instantly see what the flyer price has
to in order for the club "break even". Play with the Club
subsidy and all the fixed & variable expenses while keeping an eye on the
flyer price. Then
create the flyer.
The primary target for this tool is
social events with fixed costs, like entertainment, door prizes,
etc. It'll work for a basic lunch or dinner event, but you can do that
simple math in your head. |
| (1X) Fun with
Formats |
This a is
hidden tab. To see it, right click any tab, select
unhide, and select "Fun with formats". This tab
demonstrates the "date formats" and the "phone number formats.
Using formats facilitates data entry, especially on Tab1.
CLICK HERE
to download a separate copy of the tutorial.
See
how to unhide a
tab. |
(1Y)
Cut-Paste Demo &
Interactive Tutorial
Never
use cut-paste on any spreadsheet. |
This a is
hidden tab. To see it, right click any tab, select
unhide, and select "Cut-Paste Demo"
All worksheets (spreadsheets)
are seriously damaged by using the Excel CUT/PASTE commands.
This tab is an interactive tutorial that leads you through a
demonstration of the damage that can occur. It is very
educational! It is optional and does not have any effect
on the rest the workbook.
CLICK HERE
to download a separate copy of the tutorial spreadsheet. Save it
to your computer, open it and and follow the instructions. It demonstrates why
to NEVER use "cut and paste" on any spreadsheet.
See
how to unhide a
tab. |
(2A+B+C+D) Print the Data
from
TAB 1 |
These are automatic copies of the
information from the data entry tab(1A) above. The first 3
tabs (A,B,C) are automatically sorted by Last Name, Table Number
& Check Number respectively. Auto-sorting is accomplished
by using the "=Sort( )" function only available in Excel 365
since 2019.
Tab(D) is the source for the first three tabs.
Tab(D) is
the raw, unsorted data from TAB(1A). If you are using an
older version of Excel you can sort Tab(D) manually. Tab D is
also useful for repairing a spreadsheet that has been damaged by
the "Cut & Paste" commands. See the
Quick Start Guide for more info on this.
The data on tab(A)
(auto-sorted by Last Name) drives many of the other functions
such as nametags and envelope labels below. |
| (3A+B) Name Tags |
These fully automatic name tags just
need to be printed to 'Avery 5365 Name Badges'. The two
tabs are provided with slightly different formatting to
accommodate a wider range of printers. The webmaster
maintains a stock of these 'Avery Badges' and will be happy to
provide some, or to print your Name Tags for you. |
| (4) Host expenses |
This a printable form for the Host to
list any expenses that they have while running the event.
Submit this to the treasurer, along with your receipts, and the Club will reimburse the
Host. |
| (5A) Meal Coupons |
These fully automatic meal tickets are
primarily for the serving staff at the event. Staff can easily
deliver the meals to the right people. These tickets only need
to be printed, cut up and distributed to the attendees. |
| (5B) Drink Coupons |
These coupons for complementary drinks
can be configured for any event and distributed to the attendees
who hand them to the server in exchange for a drink. It's also
a good way for the venue to keep track of how many drinks they
have served.
In 2021 the MMC board decided to stop providing
adult beverages, so this tab is currently 'hidden'.
See how to unhide
a tab. |
| (6A+B) Envelope Labels with or
without Table Numbers |
These automatically generated labels
are handy if you have envelopes to stuff with things like Name
Tags, Meal, Drink and Drawing tickets, etc. They labels are
numbered and in alphabetical order, making it easy to quickly
lay out at on the event table. Unclaimed envelopes are a clear
record of no shows & eliminates the need to 'Check-in' guests at
the event. |
| (7A) Event Expense Report |
This is a financial report that the
Host can submit to the Treasurer after the event. Some fields
are automatically populated. Other fields may need manual
intervention. The Host can make any changes needed. The result is formatted to print to paper or PDF. |
| (7B) Event Review Report |
This is a report that the Host can
fill out to rate the Event. I can be printed and submitted
with the other information and checks after the Event. |
| (8A+B) Door prize tickets |
These fully automated tickets are
useful if there is to be a raffle or door prize. There's two
lists. One for each individual at the event and the other for
couples. All the Host has to do is to print them, cut them up
and put them in the 'Fish Bowl" for the drawing. Using these
instead of numbered tickets will make the drawings move more
quickly and accurately. No more fumbling around for your
reading glasses so you can read those tiny numbers on a ticket.
Most people will recognize their own name when it's called, even
after a few adult beverages!
Click to see an example
of the
Individual Door Prize Tickets. |
| (9) Cover Sheet |
The host will receive a copy of this
cover sheet with the print job if he asks the webmaster to print
the job. |
| WHAT DOES THIS
WORKBOOK OFFER? |
| WORKBOOK TAB |
WHAT THE TAB CONTAINS or DOES |
DATA
ENTRY TAB
(1A) Enter All
Data Here |
This tab is where the Host enters the
description of the event & all the information from the guest
reservations. Just about everything the Host does in this
spreadsheet is on this tab. Do not try to print this
Tab. Instead go to Tab2 where you can sort the information
to suit your needs and print the reports.
Do NOT use CUT & PASTE here.
Do NOT Drag & Drop.
(it's another form of Cut & Paste)
Never sort this tab. |
DATA
ENTRY TAB
(1B) Meals Data |
Some Theater events are preceded, of
followed, by a meal at a local restaurant. About two weeks
before the event the Host will contact the dinner attendees,
offer them a selection of meals and explain the payment process.
This tab automatically lists only
people who are attending the dinner, and provides a place to
record the check number, date & amount. It also provides a
place to enter the Starter and Meal descriptions & the choices
for each person. |
| (1X) Fun with
Formats |
This a is
hidden tab. To see it, right click any tab, select
unhide, and select "Fun with formats". This tab
demonstrates the "date formats" and the "phone number formats.
Using formats facilitates data entry, especially on Tab1.
CLICK HERE
to download a separate copy of the tutorial.
See
how to unhide a
tab. |
(1Y) Cut-Paste Demo &
Interactive Tutorial
Never
use cut-paste on any spreadsheet. |
This a is
hidden tab. To see it, right click any tab, select
unhide, and select "Cut-Paste Demo"
All worksheets (spreadsheets)
are seriously damaged by using the Excel CUT/PASTE commands.
This tab is an interactive tutorial that leads you through a
demonstration of the damage that can occur. It is very
educational! It is optional and does not have any effect
on the rest the workbook.
CLICK HERE
to download a separate copy of the tutorial. It demonstrates why
to NEVER use "cut and paste" on any spreadsheet.
See
how to unhide a
tab. |
| (2) Sort & Print
the Data |
This is an automatic copy of the
information from the data entry tab(1A) above. It can be sorted and
configured into various reports that are formatted to print.. It's also critical for file
restoration should the spreadsheet be damaged or corrupted. The
data on this tab is most useful when sorted in alphabetical
order by Last Names. It drives many of the other functions
below. |
| (3) Who's Coming? |
This a is
hidden tab.
This automatically generated list of
attendees is typically posted on the website coming events
page by the webmaster. This tab is not visible to the Host. The only customer for
this is the Webmaster, and he doesn't appreciate folks screwing
around with it, so it's hidden, protected and cloaked. The Host
can update the list on the website as often as needed by
attaching the entire Workbook to an email and sending it to
the webmaster. The Host retains the original and continues
to update it. Note that the email client
only sends a copy to the webmaster. Your original is not
affected.
Click Here for an example of a 'Who's Coming' list. |
| (4) Turn in
Checks |
This a printable form for the Host to
use when he deposits some checks to the Treasurer. The
form just needs to be printed. No editing is required.
It provides the Host with a permanent record of all checks
deposited |
| (5A) Mailing list |
This is for the host to use when it
becomes necessary to mail tickets to attendees. |
| (5B) Print
Mailing labels |
These address labels can be printed on
the same Avery 5395 labels used for Name Tags. The
webmaster has a supply of these. |
| (5C) Meal Coupons |
These fully automatic meal coupons are
primarily for the serving staff at the event. Staff can easily
deliver the meals to the right people. These also help to
keep guests from changing their mind and screwing up the
kitchen. These tickets only need
to be printed, cut up and distributed to the attendees. |
| (5D)
Starter Coupons |
These fully automatic starter coupons are
primarily for the serving staff at the event. Staff can easily
deliver the starters to the right people. These tickets only need
to be printed, cut up and distributed to the attendees. |
| (6) Host expenses |
This a printable form for the Host to
list any expenses that they have while running the event.
Submit this to the treasurer and the Club will reimburse the
Host. |
| (7A) Event Expense Report |
The is a financial report that the
Host can turn into the Treasurer after the event. Some fields
are automatically populated. Other fields may need manual
intervention. The result is formatted to print to paper or PDF. |
| (7B) Event Review
Report |
This is a report that the Host can
fill out to rate the Event. I can be printed and submitted
with the other information and checks after the Event. |
| (8) Cover Sheet |
The host will receive a copy of this
cover sheet with the print job if he asks the webmaster to print
the job. |