Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Speakers/FutureSpeakerCaps.htm

## Enforcing Speaker Caps for Future Events

To prevent speakers from exceeding annual caps, users can generate expense estimates for future scheduled events based on defined rate assignments. This ensures compliance by factoring in upcoming estimated spending alongside actual expenses, reducing the risk of late-stage event cancellations due to cap violations.

**Who can use this feature?**

* Business Admins – Browser
* [Creating Rate Assignments for Speaker Estimates](#Creating_Rate_Assignments_for_Speaker_Estimates_as)
* [Creating Event Rules for Speaker Rate Estimates](#Creating_Event_Rules_for_Speaker_Rate_Estimates_as)
* End Users – Browser, iPad
* [Generating Expense Estimates for Speaker Rates](#Generating_Expense_Estimates_for_Speaker_Rates_as)
* [Automatically Matching Expense Estimates](#Automatically_Matching_Expense_Estimates_as)
* [Reviewing Upcoming Estimated Costs for Speakers](#Reviewing_Upcoming_Estimated_Costs_for_Speakers_as)
* Users require an Events Management License

### Configuring Enforcing Speaker Caps for Future Events for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To configure this feature:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Creating Event Speaker Rules](../EventBusinessRules/SpeakerRules.htm)
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | em\_business\_rule\_\_v | CRED | expense\_estimate\_speaker\_rate\_rule\_\_v | n/a | n/a |
   | em\_rate\_assignment\_\_v | CRED | event\_speaker\_rates\_\_v | All | Edit |
   | em\_expense\_estimate\_\_v | CRED | All applicable object types | event\_speaker\_\_v | Edit |
   | em\_speaker\_\_v | CRED | All applicable object types | upcoming\_estimated\_costs\_\_v | Edit |
   | em\_event\_speaker\_\_v | CRED | All applicable object types | * total\_estimates\_\_v * country\_\_v | Edit |

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Creating Event Speaker Rules](../EventBusinessRules/SpeakerRules.htm)
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | em\_business\_rule\_\_v | CRED | expense\_estimate\_speaker\_rate\_rule\_\_v | n/a | n/a |
   | em\_rate\_assignment\_\_v | CRED | event\_speaker\_rates\_\_v | All | Edit |
   | em\_expense\_estimate\_\_v | CRED | All applicable object types | event\_speaker\_\_v | Edit |
   | em\_speaker\_\_v | CRED | All applicable object types | upcoming\_estimated\_costs\_\_v | Edit |
   | em\_event\_speaker\_\_v | CRED | All applicable object types | * total\_estimates\_\_v * country\_\_v | Edit |

### Creating Rate Assignments for Speaker Estimates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To define speaker estimates for future events, business admins can create Rate Assignments, which define the rate of a specific expense or service based on customizable factors about the event or event speaker.

To create and define rate assignments:

1. Navigate to **Business Admin > Objects > em\_rate\_assignment\_\_v**.
2. Select **Create**.
3. Populate the following fields:

   * start\_date\_\_v – The start date of the rate assignment
   * end\_date\_\_v – The end date of the rate assignment
   * rate\_\_v – The rate
4. Populate the following additional fields as appropriate. Values entered in these fields determine what combination of speaker and event properties to which the assignment rate applies:

   * event\_content\_length\_\_v – Select the appropriate content length
   * event\_event\_format\_\_v – Select the appropriate event format
   * event\_object\_type\_\_v –Enter the API name of the corresponding em\_event\_\_v object type
   * event\_location\_type\_\_v – Select the location type
   * event\_product\_\_v – Select the appropriate product
   * event\_program\_type\_\_v – Select the appropriate program type
   * event\_speaker\_role\_\_v  – Select the appropriate speaker role
   * event\_speaker\_country\_\_v – Select the appropriate speaker country
   * speaker\_tier\_\_v – Enter the appropriate speaker tier
   * speaker\_reach\_\_v – Enter the appropriate speaker reach
   * speaker\_specialty\_1\_\_v – Select the appropriate speaker specialty
   * speaker\_credentials\_\_v – Select the appropriate speaker credentials

   If a field is left blank, the rate evaluates against all speakers and events.
5. Select **Save**.

### Creating Event Rules for Speaker Rate Estimates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

Business Admin Users can define business rules to automatically calculate speaker rates based on event parameters.

To define a Speaker Rate Estimate Rule:

1. Navigate to **Business Admin > Objects > em\_business\_rules\_\_v**.
2. Select **Create**.
3. Select **Expense Estimate Speaker Rate Rule** as the object type.
4. Select **Continue**.
5. Populate the following fields:

   * name\_\_v
   * expense\_type\_\_v – Select the appropriate em\_expense\_type\_\_v record

     Expense Estimates are not created if the selected Expense Type is not active or is a child of another em\_expense\_type\_\_v record.
   * run\_rule\_event\_action\_\_v – Enter the appropriate em\_event\_\_v button name to run the rule whenever the event organizer selects the button. Enter only one button name and do not use any of the following buttons:
   * cancel\_event\_\_v
   * reschedule\_\_v
   * speaker\_status\_\_v – Restricts rule to em\_event\_speaker\_\_v records with matching status\_\_v fields. Uses the following syntax:

     Event Status 1:Speaker Status 1,Speaker Status 2;;Event Status 2:Speaker Status 1
   * rate\_type\_\_v – Determines how the estimated cost is calculated. Select one of the following values:
   * Day
   * Event
   * Hour
6. Select **Save**.
7. Navigate to the **Business Rule Configurations** section of the new record.
8. Select **Create**.
9. Populate the following fields:

   * event\_type\_\_v – Enter the em\_event\_\_v object type for which the event rule applies
   * country\_\_v – Use the lookup to select the appropriate country\_\_v record
   * rule\_start\_date\_\_v – The start date of the rule
   * rule\_end\_date\_\_v – The end date of the rule
10. Select **Save**.

### Generating Expense Estimates for Speaker Rates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

End users can generate expense estimates when scheduling an event to ensure speaker caps are respected.

To generate and review estimates:

1. Navigate to the appropriate Event.
2. Add the appropriate event speaker.
3. Initiate the Event Business Rule via the rule’s configured **Run Rule Event Action**.

The resulting expense estimate is calculated using a matching em\_rate\_assignment\_\_v record, which is determined based on the properties of the em\_speaker\_\_v, em\_event\_speaker\_\_v and em\_event\_\_v records. The em\_rate\_assignment\_\_v record with the greatest number of matching fields is used to calculate the estimate.

For example, if the following em\_rate\_assignment\_\_v records exist:

|  | event\_object\_type\_\_v | event\_product\_\_v | speaker\_tier\_\_v | event\_speaker\_country\_\_v |
| --- | --- | --- | --- | --- |
| Rate Assignment 1 | speaker\_program\_\_v | n/a | 1 | n/a |
| Rate Assignment 2 | congress\_\_v | Cholecap | 2 | United States |
| Rate Assignment 3 | n/a | Cholecap | 1 | n/a |

When an end user initiates an Expense Estimate Speaker Rate Rule on a Speaker Program about Cholecap for a Tier 2 speaker in the United States, the rate associated with Rate Assignment 2 is used to calculate the estimate, as that record matches the most fields from the em\_event\_\_v and em\_event\_speaker\_\_v records.

The estimate is calculated based on the corresponding event rule’s rate\_type\_\_v field, as well as the duration of the event.

### Automatically Matching Expense Estimates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

End users can automatically associate individual expenses with their corresponding budget estimates during the expense entry process.

To link an expense line to an estimate:

1. Create or update the appropriate Expense Line.
2. Select an Expense Type. Matches are automatically made via the following criteria:

   * Matches where the Expense Type, Event Speaker, and Event Budget all match are prioritized first
   * Matches where the Expense Type and Event Speaker match are prioritized next
   * Matches where the Expense Type and Event Budget match are prioritized next
   * Matches where only the Expense Type matches are prioritized last

If an Expense Estimate has a NULL value for Event Speaker or Event Budget, it acts as a wildcard and will match any value entered on the Expense Line for those specific fields. Matching for Event Speakers only occurs when the expense is not marked as a split line on the Expense Header.

The same Expense Type can be used multiple times in the budget as long as the Event Speaker for each expense line is different.

### Reviewing Upcoming Estimated Costs for Speakers as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

End users can also review a speaker’s upcoming estimated costs, which track across events via the upcoming\_estimated\_costs\_\_v field on em\_speaker\_\_v records.

When end users execute the following types of Speaker Rules, they are warned if the speaker’s committed and estimated expenses exceed their yearly cap:

* Speaker Attendance By Expense Cap
* Speaker Attendance Product Cap Rule

### Related Topics

[Creating Expense Estimate Creation Rules](../EventBusinessRules/ExpenseEstRules.htm)

[Creating Event Speaker Rules](../EventBusinessRules/SpeakerRules.htm)

[Managing Expense Estimates](../BudgetsExpenses/ExpenseEstimates.htm)

[Managing Expense Headers and Expense Lines](../BudgetsExpenses/CreateEditExpenses.htm)