Create booking events using the New Booking Event page
The content of this page is specific to the Delphi product type. If you are using the Delphi Core product type, click here to access the Delphi Core-specific online help.
In addition to the Function Diary and the events grid, you can also use the New Booking Event page to create a new booking event. You must be the booking owner or sourced on the booking to create booking events.
To create a booking event
-
Click the Booking Events tab, and then click New.
-
Complete the fields on this page as needed. Select your Salesforce experience for further details
Classic - Delphi users only
Field Description Customer Information Name This is the name of the booking event. When you assign a function room to the booking event, this name displays on the event block in the Function Diary. Event Classification Select the booking event type. Your administrator can configure each event classification to automatically populate the following information: - 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 field is active after the Property field is populated.
Tax Group Select 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.
Property Select the property for the booking event. Account Select the account associated with the booking event. Booking Select the booking associated with the booking event. Event Contact Select the name of the contact associated with the booking event. Owner This is the name of the user creating the booking event. Date and Time Start Date and End Date Enter the start and end dates for the booking event. Start Time 12 Hour and End Time 12 Hour Enter the start and end times for the booking event. A booking event's times are based on the time zone of the property where the booking event takes place.
Setup Duration and Teardown Duration Enter the Setup Duration and Teardown Duration for the booking event. Setup and Teardown Duration values are specified in minutes and are added to the event block in the Function Diary. See Navigate the Function Diary. 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.
Function Room Function Room Enter the function room for the booking event. If a conflict exists with the function room you select, a notification displays after you save and your event is moved to the Unassigned room. See Resolve booking event conflicts. To avoid conflicts, check availability before you block function space. Moveable When this checkbox is selected, users with the appropriate permissions can move the booking event to another function room. When this checkbox is cleared, the event cannot be moved. Function Room Setup Enter the function room setup for the booking event. The maximum and minimum capacities for the function room setup are used in conflict checking. If a setup is not selected, the function room's default capacities are used instead. Function Room Option Enter the function room the group wants to book if it becomes available. The event is added to this function room's waiting list as an option if the room becomes available. 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. See Option event notifications.
Option Number Enter the priority of the wait-listed event in the Function Room Option. This can help you decide which events need to move into the function room if the primary event is cancelled. Room Rental Rental Enter the rental rate for the function room. Rental Gratuity Enter the gratuity for the function room. Rental Admin Charge Enter the admin charge for the function room.
Function Room Rental Calculation Select whether the rental is calculated per event or per person. - 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.
Event Settings Done When selected, this indicates the BEO is detailed and is ready to distribute. The following changes also occur: - 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.
Post When selected, the booking event displays in the Event Posting report. This value defaults from the event classification. Event Status Select 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 automatically update. 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.
Override Booking Status When selected, you can change the status of the booking event to be different than the booking status. Attendance Agreed Enter the total number of guests the customer has agreed to attend the event. This is for non-package events only. For package events, this value comes from the Booking Package Attendance page. Expected Enter the total number of guests you expect to attend the event. This is for non-package events only. For package events, this value comes from the Booking Package Attendance page.
Guaranteed Enter the total number of guests the customer has guaranteed to attend the event. This is for non-package events only. For package events, this value comes from the Booking Package Attendance page. Set Enter the total number of seats to be set for the event. You can enter the set attendance for both non-package and package events.
Actual Enter the total number of guests who attended the event. You can enter the actual attendance for both non-package and package events.
Non-Package Attendance Agreed (Event) Enter the number of guests the customer has agreed to attend the event outside of the package. This number is added to the agreed package attendance to calculate the event's total agreed attendance. If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.
Expected (Event) Enter the total number of guests you expect to attend the event outside of the package. This number is added to the expected package attendance to calculate the event's total expected attendance. If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.
Guaranteed (Event) Enter the total number of guests the customer has guaranteed to attend the event outside of the package. This number is added to the guaranteed package attendance to calculate the event's total guaranteed attendance. If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.
BEO & Banquet Check Apply Admin & Gratuity to Disc Price
When this checkbox is selected, all menus and items on the event calculate admin and gratuity with the discount price. You cannot override this option on the individual menu or item. When cleared, the individual menus and items on the event indicate how admin and gratuity need to be calculated with the base or discount price. See Apply admin and gratuity to discounts. Revenue Details Forecasted <classification> Avg Check and <classification> Average Check Factor Enter the average check and select the average check factor for each revenue classification. Average checks are used to calculate forecasted revenue for non-package events. The Average Check Factor controls how the forecasted revenue is calculated, per person or per event. - 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.
System Information Booked Date This is the creation date of the booking event. Lightning - Delphi and Delphi Core users
Field Description Customer Information Name This is the name of the booking event. When you assign a function room to the booking event, this name displays on the event block in the Function Diary. Event Classification Select the booking event type. Your administrator can configure each event classification to automatically populate the following information: - 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 field is active after the Property field is populated.
Tax Group Select 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.
Property Select the property for the booking event. Account Select the account associated with the booking event. Booking Select the booking associated with the booking event. Event Contact Select the name of the contact associated with the booking event. Owner This is the name of the user creating the booking event. Date and Time Start Date and End Date Enter the start and end dates for the booking event. Start Time 12 Hour and End Time 12 Hour Enter the start and end times for the booking event. A booking event's times are based on the time zone of the property where the booking event takes place.
Setup Duration and Teardown Duration Enter the Setup Duration and Teardown Duration for the booking event. Setup and Teardown Duration values are specified in minutes and are added to the event block in the Function Diary. See Navigate the Function Diary. 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.
Function Room Function Room Enter the function room for the booking event. If a conflict exists with the function room you select, a notification displays after you save and your event is moved to the Unassigned room. See Resolve booking event conflicts. To avoid conflicts, check availability before you block function space. Moveable When this checkbox is selected, users with the appropriate permissions can move the booking event to another function room. When this checkbox is cleared, the event cannot be moved. Function Room Setup Enter the function room setup for the booking event. The maximum and minimum capacities for the function room setup are used in conflict checking. If a setup is not selected, the function room's default capacities are used instead. Function Room Option Enter the function room the group wants to book if it becomes available. The event is added to this function room's waiting list as an option if the room becomes available. 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. See Option event notifications.
Option Number Enter the priority of the wait-listed event in the Function Room Option. This can help you decide which events need to move into the function room if the primary event is cancelled. Room Rental Rental Enter the rental rate for the function room. Rental Gratuity Enter the gratuity for the function room. Rental Admin Charge Enter the admin charge for the function room.
Function Room Rental Calculation Select whether the rental is calculated per event or per person. - 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.
Event Settings Done When selected, this indicates the BEO is detailed and is ready to distribute. The following changes also occur: - 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.
Post When selected, the booking event displays in the Event Posting report. This value defaults from the event classification. Event Status Select 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 automatically update. 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.
Override Booking Status When selected, you can change the status of the booking event to be different than the booking status. Attendance Agreed Enter the total number of guests the customer has agreed to attend the event. This is for non-package events only. For package events, this value comes from the Booking Package Attendance page. Expected Enter the total number of guests you expect to attend the event. This is for non-package events only. For package events, this value comes from the Booking Package Attendance page.
Guaranteed Enter the total number of guests the customer has guaranteed to attend the event. This is for non-package events only. For package events, this value comes from the Booking Package Attendance page. Set Enter the total number of seats to be set for the event. You can enter the set attendance for both non-package and package events.
Actual Enter the total number of guests who attended the event. You can enter the actual attendance for both non-package and package events.
Non-Package Attendance Agreed (Event) Enter the number of guests the customer has agreed to attend the event outside of the package. This number is added to the agreed package attendance to calculate the event's total agreed attendance. If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.
Expected (Event) Enter the total number of guests you expect to attend the event outside of the package. This number is added to the expected package attendance to calculate the event's total expected attendance. If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.
Guaranteed (Event) Enter the total number of guests the customer has guaranteed to attend the event outside of the package. This number is added to the guaranteed package attendance to calculate the event's total guaranteed attendance. If this is not a package event, the Non-Package Attendance numbers default to the values entered in the Attendance fields above.
BEO & Banquet Check Apply Admin & Gratuity to Disc Price
When this checkbox is selected, all menus and items on the event calculate admin and gratuity with the discount price. You cannot override this option on the individual menu or item. When cleared, the individual menus and items on the event indicate how admin and gratuity need to be calculated with the base or discount price. See Apply admin and gratuity to discounts. Revenue Details Forecasted <classification> Avg Check and <classification> Average Check Factor Enter the average check and select the average check factor for each revenue classification. Average checks are used to calculate forecasted revenue for non-package events. The Average Check Factor controls how the forecasted revenue is calculated, per person or per event. - 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.
System Information Booked Date This is the creation date of the booking event. -
Do one of the following:
- Click Save to save your changes and open the Booking Event page. You can then add menus and items and transactions to the booking event.
- Click Save & New to save your changes and create another new booking event.
- Click Cancel to discard your changes without saving.