View booking event details

As you work on booking events, you should check the Event Messages area frequently to see if there are any issues that require your attention.

• Start and end times
• Function room setup
• Post (Yes/No) - Indicates whether or not the booking event will be displayed in the Event Posting report.
• Average checks
• Menus and items

All of this default information is displayed when you save the booking event and can be modified, as needed.

A booking event's times are based on the time zone of the property where it is created. For example, you are located in Boston but you are creating a booking event at your sister property in Seattle. When you set the start time of the event to 10:00 AM, the Seattle property's time zone is used (PST - Los Angeles) rather than your time zone (EST - New York).

Each time you view the Function Diary, double-check the Function Room Group filters that are being applied. You may need to change those filters to get a complete picture of all the events that are holding space at the property.

Learn more about conflict checking.

When you save the event, we check for any conflicts in that function room. If there is a conflict with another event, a warning icon will be displayed, and your event will be moved to Unassigned. Hover over the icon to learn more about the conflict. You must move the event out of Unassigned and into an available function room to ensure that it blocks space at your property. See Resolve booking event conflicts.

Additionally, if the Create Options on Conflict feature is enabled, the event will be automatically added to the original function room's waitlist as an option should that room become available. See the Function Room Option field.

Depending on your property's configuration, prospect events may or may not be included in conflict checking. Please speak with your administrator.

If you are using package events, do not enter a default rental rate on the Function Room page. Instead, function room rental should be entered as a per person amount on the package event revenue breakdown. For example, the revenue breakdown for a meeting might allocate 10.00 per person to Function Room Rental. This ensures that room rental revenue is calculated accurately on the package.

• Per Event - The Rental amount is a flat fee for the entire event. For example, if you enter $500 as the Rental, the Function Room Rental will be $500. Rental fees are typically charged per event.
• Per Person - Multiplies the Rental amount by the Guaranteed or Actual attendance (whichever is greater) to calculate the Function Room Rental. For example, if you enter $50 as the Rental and an attendance value of 100, the Function Room Rental will be $5000.

The Function Room Rental amount for each booking event is rolled up into the associated booking.

Setup and teardown times are included in conflict checking. If there is a conflict with these times, a notification will be displayed in the Event Messages section of the Booking Event page. Your booking event will remain in the selected function room, however, and will not be moved to the Unassigned room. For more information, see Conflict checking.

There may be some instances when you want to manage the status of a booking event separately from the booking. For example, you might have a definite booking, but one of its events is currently tentative. Or, you might need to cancel an event on a definite booking that is still happening. You have the flexibility to manually change the event status with the Override Booking Status check box (see below).

The status of a booking event cannot be higher than the status of its associated booking. For example, if a booking is tentative, you cannot change the event status to Definite.

• Reports begin using the actual revenue figures from the BEO rather than the forecasted values entered on the Booking Event page.
• The Blended Revenue calculation on the Booking page begins using the event's actual revenue rather than its forecasted revenue.

After an event has been marked done, any changes to the BEO should be logged in the Change Log section.

If you mark a BEO revised by mistake, you'll need to click the Undo Revise BEOs option in the Manage Events or Manage Menus and Items window.

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

An event can be added to a function room's waitlist in one of these ways:

• You manually select the room by searching for and selecting it.
• Your property is configured to automatically add the event to the room's waitlist when a conflict occurs. This requires your administrator to enable the Create Options on Conflict feature. You must still move the event from the Unassigned room to an available function room; however, if the Function Room Option becomes available, you and your catering team can decide which waitlisted events to move into it.
• You can also add an option event using the events grid on the Booking page or the Manage Events page. See Manage option events.

Non-package events

• You can enter the agreed attendance in this field or in the events grid located on the Booking page or the Manage Events page.

Package events

• If the Apply Package Attendance check box is selected on the package event in Setup:

  The Agreed field will be automatically populated with the agreed package attendance. Any non-package attendees you enter for this event will be added to this number. If you need to modify the package attendance, you must use the Booking Package Attendance page to do so.

• If the Apply Package Attendance check box is not selected on the package event in Setup:

  You'll need to manually enter the agreed attendance on the Booking Package Event page. This allows you to specify the attendance for certain events, such as breakout sessions, where the total package attendance should not be applied. This number will roll up to the Agreed field on the Booking Event page, where any non-package attendees you also enter will be added to it.

Non-package events

• You can enter the expected attendance in this field or in the events grid on the Booking page or the Manage Events page.

Package events

• If the Apply Package Attendance check box is selected on the package event in Setup:

  The Expected field will be automatically populated with the expected package attendance. Any non-package attendees you enter for this event will be added to this number. If you need to modify the package attendance, you must use the Booking Package Attendance page to do so.

• If the Apply Package Attendance check box is not selected on the package event in Setup:

  You'll need to manually enter the expected attendance on the Booking Package Event page. This allows you to specify the attendance for certain events, such as breakout sessions, where the total package attendance should not be applied. This number will roll up to the Expected field on the Booking Event page, where any non-package attendees you also enter will be added to it.

Non-package events

• You can enter the guaranteed attendance in this field or in the events grid on the Booking page or the Manage Events page.

Package events

• If the Apply Package Attendance check box is selected on the package event in Setup:

  This field will be automatically populated with the guaranteed package attendance. Any non-package attendees you enter for this event will be added to this number. If you need to modify the package attendance, you must use the Booking Package Attendance page to do so.

• If the Apply Package Attendance check box is not selected on the package event in Setup:

  You'll need to manually enter the guaranteed attendance on the Booking Package Event page. This allows you to specify the attendance for certain events, such as breakout sessions, where the total package attendance should not be applied. This number will roll up to the Guaranteed field on the Booking Event page, where any non-package attendees you also enter will be added to it.

You can enter the set attendance for both non-package and package events. (The set attendance for a package event is not driven by the package attendance.)

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 will default to the values entered in the Attendance fields above.

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

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

• If Forecasted Food Avg Check = $75.00 and Avg Check Factor = Per Person, Forecasted Food Revenue = $750.00
• If Forecasted Rental Avg Check = $500.00 and Avg Check Factor = Per Event, Forecasted Rental Revenue = $500.00

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

The Information in this section is read-only. Event revenue totals are rolled up to the booking.

Forecasted Revenue = Expected Attendance * 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. For example, if the Forecasted Rental Avg Check is 750.00 and the Rental Avg Check Factor is Per Event, the Forecasted Rental Revenue is 750.00.

Package events

Forecasted Revenue = (Expected Package Attendance * Event Revenue Breakdown) + (Expected Non-Package Attendance * Average Check)

If Expected has not been entered, Agreed is used instead.

The information in this section is read-only. Event revenue totals are rolled up to the booking.

Booked Revenue = Booked Quantity * Item Unit Price or Menu Revenue Breakdown

Package events

Booked Revenue = (Package Booked Quantity * Event Revenue Breakdown) + (Non-Package Booked Quantity * Item Unit Price or Menu Revenue Breakdown)

If Expected has not been entered, Agreed is used instead.

Actual Revenue = Actual Quantity * Item Unit Price or Menu Revenue Breakdown

Package Events

Actual Revenue = (Package Actual Quantity * Event Revenue Breakdown) + (Non-Package Actual Quantity * Item Unit Price or Menu Revenue Breakdown)

Deposits entered on the Booking Event page are reflected on the banquet check.