View booking event details

Check the Event Messages area often to see if any issues require your attention.

• Start and end times
• Function room setup
• Post (Yes/No) - This indicates whether the booking event displays in the Event Posting report.
• Average checks
• Menus and items

This default information displays when you save the booking event and can be modified, as needed.

This indicates which taxes need to be applied to the booking event. This value defaults from the property.

This value can be changed as needed. For example, to make an event tax exempt, change the value here from your default tax group to a tax exempt group.

A booking event's times are based on the time zone of the property where the booking event takes place.

Setup and teardown times are included in conflict checking. If a conflict exists, a notification displays in the Event Messages section of the Booking Event page. Your booking event remains in the selected function room, however, and is not moved to the Unassigned room. For more information, see Conflict checking.

An event can be added to a function room's waiting list in the following ways:

• You can select the room on this page.
• You can use the events grid on the Booking page or the Manage Events page. See Manage option events.
• If your administrator enables the Create Options on Conflict feature, the booking event is automatically added to the room's waiting list when a conflict occurs. You still need to move the booking event from the Unassigned room to an available function room. If the Function Room Option becomes available, you can decide which wait-listed events to move into it.

With version R54 or higher, users can be notified when option event function space becomes available.

This is the admin charge for the function room.

• Per Event - The Rental amount is a flat fee for the entire event.
• Per Person - The Rental amount is multiplied by the guaranteed or actual attendance, whichever is greater.

• Reports use the actual revenue from the BEO rather than the forecasted revenue entered on the Booking Event page.
• The Blended Revenue calculation on the Booking page uses the event's actual revenue rather than the forecasted revenue.

After an event is marked done, any changes to the BEO need to be logged in the Change Log section.

With version R57 and higher, administrators can choose to have events automatically marked done. For more information, see View property details.

You can change the booking event status to be different than the booking status with the Override Booking Status checkbox.

The status of a booking event cannot be higher than the status of the associated booking.

• For non-package events, you can enter the agreed attendance here or in the events grid on the Booking page or the Manage Events page.

• For package events, this value depends on the Apply Package Attendance checkbox on the package event in Setup:

  • If selected, this field is automatically populated with the agreed package attendance. To modify the package attendance, you need to use the Booking Package Attendance page.
  • If not selected, you need to manually enter the agreed attendance on the Booking Package Event page. You can then specify the attendance for certain events where the total package attendance does not apply. This field is automatically populated to match that entered attendance.

Any non-package attendees you enter for this event are added to this number.

• For non-package events, you can enter the expected attendance here or in the events grid on the Booking page or the Manage Events page.

• For package events, this value depends on the Apply Package Attendance checkbox on the package event in Setup:

  • If selected, this field is automatically populated with the expected package attendance. To modify the package attendance, you need to use the Booking Package Attendance page.
  • If not selected, you need to manually enter the expected attendance on the Booking Package Event page. You can then specify the attendance for certain events where the total package attendance does not apply. This field is automatically populated to match that entered attendance.

Any non-package attendees you enter for this event are added to this number.

• For non-package events, you can enter the guaranteed attendance here or in the events grid on the Booking page or the Manage Events page.

• For package events, this value depends on the Apply Package Attendance checkbox on the package event in Setup:

  • If selected, this field is automatically populated with the guaranteed package attendance. To modify the package attendance, you need to use the Booking Package Attendance page.
  • If not selected, you need to manually enter the guaranteed attendance on the Booking Package Event page. You can then specify the attendance for certain events where the total package attendance does not apply. This field is automatically populated to match that entered attendance.

Any non-package attendees you enter for this event are added to this number.

You can enter the set attendance for both non-package and package events.

You can enter the actual attendance for both non-package and package events.

If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.

If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.

If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.

The Distributed checkbox must be selected before you can mark a BEO revised.

• Per Person - The amount is multiplied by the guaranteed or actual attendance, whichever is greater.
• Per Event - The amount is a flat fee for the entire event.

When Update Booking Event Average Checks is selected on the Property page, the average checks are automatically updated each time the event classification is changed.

• Non-Package Events How is Forecasted <classification> Revenue calculated?Forecasted <classification> Revenue = Expected Attendance x Average Check.

  The above calculation assumes that the Avg Check Factor is set to Per Person. If this is changed to Per Event, attendance does not factor into the calculation.
  Average check values default from the event classification assigned to each booking event.

• Package Events How is Forecasted <classification> Revenue calculated?Forecasted <classification> Revenue = (Expected Package Attendance x Event Revenue Breakdown) + (Expected Non-Package Attendance x Average Check).

If the Expected values are not entered, the Agreed values are used instead.

• Non-Package Events How is Actual <classification> Revenue calculated?Actual <classification> Revenue = Actual Quantity x Item Unit Price or Menu Revenue Breakdown.

• Package Events How is Actual <classification> Revenue calculated?Actual <classification> Revenue = (Package Actual Quantity x Event Revenue Breakdown) + (Non-Package Actual Quantity x Item Unit Price or Menu Revenue Breakdown) .

This section displays the total charges and payments for this booking event, and the balance due. Entries recorded in the Transactions section of the booking need to have the booking event field populated for these values to display on this page.

The following related lists display records associated with the booking event. The order of the lists displayed on your Booking Event Detail page can vary.

Transactions entered on the Booking Event page display on the banquet check.

Check the Event Messages area often to see if any issues require your attention.

• Start and end times
• Function room setup
• Post (Yes/No) - This indicates whether the booking event displays in the Event Posting report.
• Average checks
• Menus and items

This default information displays when you save the booking event and can be modified, as needed.

This indicates which taxes need to be applied to the booking event. This value defaults from the property.

This value can be changed as needed. For example, to make an event tax exempt, change the value here from your default tax group to a tax exempt group.

A booking event's times are based on the time zone of the property where the booking event takes place.

Setup and teardown times are included in conflict checking. If a conflict exists, a notification displays in the Event Messages section of the Booking Event page. Your booking event remains in the selected function room, however, and is not moved to the Unassigned room. For more information, see Conflict checking.

An event can be added to a function room's waiting list in the following ways:

• You can select the room on this page.
• You can use the events grid on the Booking page or the Manage Events page. See Manage option events.
• If your administrator enables the Create Options on Conflict feature, the booking event is automatically added to the room's waiting list when a conflict occurs. You still need to move the booking event from the Unassigned room to an available function room. If the Function Room Option becomes available, you can decide which wait-listed events to move into it.

With version R54 or higher, users can be notified when option event function space becomes available.

This is the admin charge for the function room.

• Per Event - The Rental amount is a flat fee for the entire event.
• Per Person - The Rental amount is multiplied by the guaranteed or actual attendance, whichever is greater.

• Reports use the actual revenue from the BEO rather than the forecasted revenue entered on the Booking Event page.
• The Blended Revenue calculation on the Booking page uses the event's actual revenue rather than the forecasted revenue.

After an event is marked done, any changes to the BEO need to be logged in the Change Log section.

With version R57 and higher, administrators can choose to have events automatically marked done. For more information, see View property details.

This is the status of the booking event. By default, the status of a booking event matches the status of the associated booking. When you change the status of the booking, the associated events are automatically updated.

You can change the booking event status to be different than the booking status with the Override Booking Status checkbox.

The status of a booking event cannot be higher than the status of the associated booking.

The Distributed checkbox must be selected before you can mark a BEO revised.

• For non-package events, you can enter the agreed attendance here or in the events grid on the Booking page or the Manage Events page.

• For package events, this value depends on the Apply Package Attendance checkbox on the package event in Setup:

  • If selected, this field is automatically populated with the agreed package attendance. To modify the package attendance, you need to use the Booking Package Attendance page.
  • If not selected, you need to manually enter the agreed attendance on the Booking Package Event page. You can then specify the attendance for certain events where the total package attendance does not apply. This field is automatically populated to match that entered attendance.

Any non-package attendees you enter for this event are added to this number.

• For non-package events, you can enter the expected attendance here or in the events grid on the Booking page or the Manage Events page.

• For package events, this value depends on the Apply Package Attendance checkbox on the package event in Setup:

  • If selected, this field is automatically populated with the expected package attendance. To modify the package attendance, you need to use the Booking Package Attendance page.
  • If not selected, you need to manually enter the expected attendance on the Booking Package Event page. You can then specify the attendance for certain events where the total package attendance does not apply. This field is automatically populated to match that entered attendance.

Any non-package attendees you enter for this event are added to this number.

• For non-package events, you can enter the guaranteed attendance here or in the events grid on the Booking page or the Manage Events page.

• For package events, this value depends on the Apply Package Attendance checkbox on the package event in Setup:

  • If selected, this field is automatically populated with the guaranteed package attendance. To modify the package attendance, you need to use the Booking Package Attendance page.
  • If not selected, you need to manually enter the guaranteed attendance on the Booking Package Event page. You can then specify the attendance for certain events where the total package attendance does not apply. This field is automatically populated to match that entered attendance.

Any non-package attendees you enter for this event are added to this number.

You can enter the set attendance for both non-package and package events.

You can enter the actual attendance for both non-package and package events.

If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.

If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.

If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.

Transactions entered on the Booking Event page display on the banquet check.

This section displays the total charges and payments for this booking event, and the balance due. Entries recorded in the Transactions section of the booking need to have the booking event field populated for these values to display on this page.

• Per Person - The amount is multiplied by the guaranteed or actual attendance, whichever is greater.
• Per Event - The amount is a flat fee for the entire event.

When Update Booking Event Average Checks is selected on the Property page, the average checks are automatically updated each time the event classification is changed.

• Non-Package Events How is Forecasted <classification> Revenue calculated?Forecasted <classification> Revenue = Expected Attendance x Average Check.

  The above calculation assumes that the Avg Check Factor is set to Per Person. If this is changed to Per Event, attendance does not factor into the calculation.
  Average check values default from the event classification assigned to each booking event.

• Package Events How is Forecasted <classification> Revenue calculated?Forecasted <classification> Revenue = (Expected Package Attendance x Event Revenue Breakdown) + (Expected Non-Package Attendance x Average Check).

If the Expected values are not entered, the Agreed values are used instead.

• Non-Package Events How is Actual <classification> Revenue calculated?Actual <classification> Revenue = Actual Quantity x Item Unit Price or Menu Revenue Breakdown.

• Package Events How is Actual <classification> Revenue calculated?Actual <classification> Revenue = (Package Actual Quantity x Event Revenue Breakdown) + (Non-Package Actual Quantity x Item Unit Price or Menu Revenue Breakdown) .