Create booking events using the New Booking Event page
Most of the time, you'll create booking events directly in the Function Diary or the events grid. However, you can also use the New Booking Event page.
You must be the booking owner or be sourced on the booking to create events on it.
To create a booking event
- Click the Booking Eventstab, and then click New.
- Complete the fields on this page, as needed. Learn more about booking event fields.
Information Name When you assign a function room to the booking event, this name will be displayed on the event block in the Function Diary. Event Classification The event type. Your administrator can configure each event classification to auto-populate the following information on the booking event: - Start and end times
- Function room setup (Rounds of 8, Classroom, etc.)
- 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.
Start/End Date Defaults from the booking's arrival date. Can be modified, as needed. Start/End Time Defaults from the selected event classification (if available). 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 (PST - Los Angeles) is used rather than your time zone (EST - New York).
Function Room If there's a conflict with the function room you select for the event, a warning icon is displayed in the grid and your event is moved to Unassigned. To avoid conflicts, check availability before blocking function space. You can use the Function Diary on the Booking page or the Availability page. 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. The system remembers the last function room groups that were selected and automatically applies those filters the next time you open the Diary.
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 in the grid, 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.
Function Room Setup Defaults from the event classification if selected; otherwise, defaults from the function room. Can be modified, as needed. 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. Rental Defaults from the selected function room. Can be modified as needed for Per Event or Per Person. If you're 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.
Function Room Rental Calculation Defaults from the selected function room (Per Event or Per Person). Can be modified, as needed. - 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/Teardown Duration Defaults from the function room setup if selected; otherwise, defaults from the function room. Can be modified, as needed. 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 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.
Event Status By default, the status of a booking event is set to correspond with the status of its associated booking. Each time you change the status of the booking, its associated events will automatically update to display that status. 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.
Override Booking Status When selected, allows you to change the status of the booking event so it no longer defaults to the booking status. Post Defaults from the event classification. When selected, the booking event will be displayed in the Event Posting report. Moveable When selected, users with the appropriate permissions can move the booking event to another function room. When cleared, the event cannot be moved. Done When selected, indicates the BEO has been detailed and is ready to be distributed. It also signals reports to use the actual revenue figures on the BEO rather than the forecasted values entered on the Booking Event page. After a booking event has been marked Done, any changes to the BEO should be logged in the Change Log section.
When a booking event is marked Done, its actual revenue is used to calculated the Blended Revenue on the Booking page. Otherwise, its forecast revenue is used.
Tax Group Defaults from the property. Indicates which taxes should be applied to the booking event. Booked Date The date the booking event was created. Apply Admin & Gratuity to Discount Price When selected, all menus and items on the event will calculate admin and gratuity using the discount price. You cannot override this option on the individual menu or item—it's all or nothing. When cleared, the individual menus and items on the event will indicate how admin and gratuity should be calculated using the base or discount price. See Apply admin and gratuity to discounts. Option Function Room Option The function room the group would like to book if it becomes available. The event has been added to this function room's "waitlist" as an option should the room become available. 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 the Create Options on Conflict feature to be enabled at your property. You still need to move the event from Unassigned 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.
Option Number Enter a number that represents the priority of the waitlisted event in the Function Room Option. This will help your catering team determine which events should be moved into the function room if the primary event cancels. Attendance For information on how these fields are used with package events, see View booking events.
Agreed The total number of guests the client has stated will be attending the event. Expected The total number of guests you expect for the event. Guaranteed The total number of guests the client has guaranteed for the event. Set The total number of seats to be set for the event. Actual The total number of guests who attended the event. Non-Package Attendance These fields apply to package events only. For information on how to enter non-package attendance, see Open booking events.
Agreed (Event) The number of guests the client has stated will be attending the event outside of the package. This number is added to the agreed package attendance to determine the event's total agreed attendance. If this is not a package event, the Non-Package Attendance numbers will default to the values entered in the Attendance fields above.
Expected (Event) The number of guests you expect for the event outside of the package. This number is added to the expected package attendance to determine the event's total expected attendance. If this is not a package event, the Non-Package Attendance numbers will default to the values entered in the Attendance fields above.
Guaranteed (Event) The guaranteed number of guests who will be attending the event outside of the package. This number is added to the guaranteed package attendance to determine the event's total guaranteed attendance. If this is not a package event, the Non-Package Attendance numbers will default to the values entered in the Attendance fields above.
Customer Information Booking The booking associated with the event. Event Contact The name of the contact associated with the event, or find and select the contact. Account The account associated with the event. Average Checks Forecasted Average Check and Average Check Factor The average check for each revenue classification. These values default from the event classification but can be modified. The Average Check Factor determines how the forecasted revenue is calculated: Per Person or Per Event. Average checks are used to calculate forecasted revenue for non-package events. - 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
Forecasted revenue for package events is calculated using the event's revenue breakdown.
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.
- Do one of the following:
- Click Save to save your changes and open the Booking Event page where you can add menus and items, transactions, and activities 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.