Manage non-package attendance on events
Sometimes additional guests want to attend an event outside of the package. Those guests are considered as non-package attendees. For example, a group of 15 people reserved your Complete Meeting Package, which includes overnight accommodations, the meeting, breakfast, and lunch. The CEO and president are joining the group for lunch on the second day. Because the additional guests are not consuming all the package services, you need to track them as non-package attendees on the lunch package event.
Non-package attendance is entered on the Booking Event page. The total attendance for the event is calculated by adding the non-package attendance to the package attendance.
Revenue for non-package attendees is not based on the per person package price. For example, your Complete Meeting Package price applies to all package guarantees. However, the non-package attendees, who are only attending the lunch event, are charged the menu price rather than the event revenue breakdown specified on the package. That menu then displays as a separate line item on the booking check independent of the package price. See Add menus and items to package events.
Revenue from the non-package attendees displays in the Forecasted and Booked vs. Actual Revenue sections on the Booking Event page. The revenue is included in the Forecasted and Actual Revenue, Package Revenue, and Blended Revenue sections on the Booking page.
To enter non-package attendance for an event
- Open the booking, navigate to the Booking Events grid, and then click View next to the event.
- In the Non-Package Attendance section, double-click the attendance fields to enter the appropriate numbers for your non-package guests.
- In the Average Checks section, enter the appropriate rate in the avg check fields and set the avg check factor to per person.
The Attendance section displays the total event attendance. The Agreed, Expected, and Guaranteed fields are read-only when the event is associated with a package.
- Click Save.
If you do not want to apply the total package attendance to an event, use the Booking Package Event page to change the event attendance. The numbers you enter are used to calculate the package revenue with the per person package price.
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Manage package attendance on events