Booking events grid

You can also press CTRL+E to create a new event.

• Assign selected events to one or more BEOs
• Mark BEOs revised
• Preview and merge a single BEO
• Batch merge BEOs for this booking

Deletes each event whose check box is selected.

By default, only the booking owner or a Corporate Administrator can delete events. However, your Corporate Administrator can enable an org-wide option that also allows users who are sourced on the booking to delete its events.

When you create an event using the Function Diary on the Booking page, you may need to click the Refresh button to display that event in the events grid.

• Classification - Select the event classifications you want to view in the grid (for example, Meeting, AM Break, and PM Break).
• Event Status - By default, the status of the event is the same as the booking status; however, your property may allow you to manage the event status separately from the booking.
• Done - When the Done check box is selected on an event, its BEO has been completed.
• BEO - Select the BEO numbers you want to view in the grid. Only BEOs for the current booking are available for selection.
• Function Room - Select the function room for the events you want to view.
• Setup - Select the function room setup for the events you want to view.
• From/To - Select the date range for the events you want to view.
• Search Events - Enter the name of the event you want to find and press Enter. We will search for event names that match the text you enter. For example, if you enter breakfast (or bre*), both the Breakfast Buffet and the Continental Breakfast will be displayed.
• Clear Filters - Removes the filters you have applied and displays all events again (up to 50 at a time).
• Close Filters - Hides the search criteria fields.

• To sort the information in a column, click the down arrow next to the column header and then click Sort Ascending or Sort Descending.

• To change the order of the columns, click and drag a column header to the appropriate location.
• To select the types of information that are displayed, hover over a column header and click the down arrow to display a shortcut menu. Point to Columns, and then select the check box next to each column you want to show in the grid. To hide a column, clear its check box.

Once you've set up a view to your liking, click Save View. Your changes are applied to that view and will display as saved each time you open the grid. You can always return to the default settings by clicking the Save View down arrow and selecting Reset View.

You may want to change the name of a view to something more meaningful to you (for example, Enter GTDs and Actuals, Detail BEOs, or Manage Option Events). To change the name of a view, click the Save View down arrow and select Rename View. Enter the new name and click OK.

To make your favorite view the default, click the Save View down arrow and select Default View. Each time you open the Booking Events grid, your event details will appear exactly as you want them.

View - Opens the Booking Event page where you can view and edit the event details.

Items - Opens the Manage Menus and Items page where you can work with the event's BEO. A visual indicator next to this link lets you know whether or not there are items on the event. If there are items, a solid blue circle is displayed. If there are no items, you'll see a hollow blue circle.

To see how many items are currently on the event, add the Total Event Items column to the grid. Each item associated with a detailed menu is counted individually.

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

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

The Actual Revenue Total for the entire booking is displayed in the status bar at the bottom of the grid. You can also click Show Revenue Details to view the actual revenue for each event at the current property. For cross-property bookings, select the property whose events you want to view before clicking Show Revenue Details.

When this option is set to Yes, you cannot override it on the individual menu or item—it's all or nothing for the entire event.

The Blended Revenue Total for the entire booking is displayed in the status bar at the bottom of the grid. You can also click Show Revenue Details to view the blended revenue for each event at the current property. For cross-property bookings, select the property whose events you want to view before clicking Show Revenue Details.

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

To see the booked revenue for events at the current property, click Show Revenue Details. For cross-property bookings, select the property whose events you want to view before clicking Show Revenue Details.

• 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.

• Start Time
• End Time
• Function Room Setup
• Post (Yes/No)
• Forecasted Average Check and Avg Check Factor for each corporate revenue classification

Menus and items can also default from the event classification. The item indicator next to the event lets you know if an event has items on it. If there are items on the event, you'll see a solid blue circle—otherwise, a hollow blue circle is shown. If the Total Event Items has been added to the grid, you can also see how many items are on the event. Each item associated with a detailed menu is counted individually.

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

There may be some instances when you want to manage the status of an 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 can do this using the Event Status column in the grid.

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.

The Forecast Revenue Total for the entire booking is displayed in the status bar at the bottom of the grid. To see the forecast revenue for individual events, do one of the following:

• Click Show Revenue Details. This opens the Revenue Details window where you can view the forecast revenue for each event at the current property. For cross-property bookings, select the property whose events you want to view before clicking Show Revenue Details.
• Add the Blended Revenue Total columns to the grid.

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 the Create Options on Conflict feature is enabled at your property, we will automatically add an event to a function room's waitlist when a conflict occurs. 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.

When a booking is lost, cancelled, or turned down, the status of all its events will reflect that booking status even when Override is set to Yes.

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.

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.

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.

An 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).

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.

Manage Events page

Manage Events page

Manage Events page

Manage Events page

Manage Events page

Manage Events page