The Event page is your one-stop-shop for everything Event related. Meeting room bookings, blocks, catering activities cannot be created without having an Event page first. See below how to create an event and what information you can input.
Creating an Event
To create an event navigate to menu Event-> New Event. The following page will open where you can input the details.
- PAX (1) - enter the number of people attending the event. You can enable the slider in case there will be different number of people attending the various activities. By doing this, you will need to enter number of PAX for each activity when creating it.
- Name (2) - enter a name of the event. Required and visible in guest-facing features.
- Company (3) - select a company profile organizing the event. Required field.
- Agent (4) - select a company profile acting as an Agent.
- Contact Person (5) - any profiles added as a 'Contact Person' to the Company and/or Agent profiles will be suggested as a Contact person for the event. Additionally, you can search and select any other profile existing in the database or create a brand new profile. The contact person for the event will be automatically added to the Contact person list of the Company profile (if not added already).
- Guarantee status (6) - select the guarantee status of the Event. You can choose from 4 statuses:
- Allotment - usually applied if you use an Event for the purpose of managing allotment agreements with a company or tour operator through room blocks. Quite often, these allotments do not get fulfilled, hence, blocks in an 'allotment' event will NOT reduce the availability of the room types and the units will be available for sale elsewhere.
- Optional - can be used when there is interest by organizers to organize an event, but nothing concrete yet. Room blocks in an 'Optional' event will NOT reduce availability of the room types.
- Non-guaranteed - use this when the Event will be going ahead and you are awaiting the guarantee (e.g. deposit payment). Room blocks in a 'Non-guaranteed' event WILL reduce the availability of the room types.
- Guaranteed - use this when all guarantee conditions (e.g. deposit) have been met. Room blocks in a 'Guaranteed' event WILL reduce the availability of the room types.
- Arrival/Departure (7) - enter the start and end date of the Event. Required.
- Deposit amount (8) - enter a required deposit amount and currency. Will be present in the Event offer (or added in custom documents). If you use the Event confirmation app and a supported payment processor, the organizer will be required to pay the deposit when confirming the event through the app.
- Assigned to user (9) - assign the event to a user. Helpful in the Event search screen.
- Assigned to department (10) - assign to a department. Helpful in the Event search screen.
- Marketing Source/Channel/Segment (11) - select applicable marketing elements for this event.
- Client requirements (12) - you can use this field to specify that everything is ready in relation to the clarification of the client requirements for the event. In the Event search, you can easily find the events still having details to be clarified.
- Additional information (13) - enter additional information for this event such as cost centre, notes, links or select a color or applicable tag (More information in the the Event page overview).
- Activity Calendar (14) - open the activity calendar to check the availability of your Meeting Rooms, Restaurants and Hotel occupancy. You will be able to add activities for the new event and once you Save (15), all activities will be created. Read more about Activities and the Activity Calendar HERE.