Topics: Creating events | Copying events, editing multiple events, and more | Customizing views | Forecasting event revenue | Creating and managing option events

Events

If your client’s booking includes events, you need to block function space.  There are two popular ways of blocking events.

If you're a visual person you might like blocking events directly in the Function Diary. Open your booking, navigate to the Function Diary, and select the date of the event. Find the function room you want to block. If the room is available, click in the column for the event’s start time and drag to its end time. You can then complete a few fields in the Quick Create window, click Save, and you're done.

Another approach is to use the Manage Events window—this is similar to working in a spreadsheet. From the Booking page, click the Manage Events button. This opens the Manage Events window where you can type directly into the grid to enter the events. If you like to keep your hands on the key board for quick data entry—this approach is nice. Press CTRL + E to create a new event, tab through a few fields, and then CTRL + S to save.

Regardless of the approach, function room rental can be manually entered or your administrator can configure the system to automatically populate the rental based on the selected function room.

Customizing views

You can customize the manage events grid by moving columns into an order that supports the way you work. You can even add and remove columns by clicking the arrow in the column header. When you have the window set up the way you like, click Save View and then assign a name to the view by clicking Rename View.

 

Forecasting event revenue

Events are commonly blocked several months or even a year in advance, depending on your property's booking cycle. Typically, you create the event, e-mail the menus to your client, and then two weeks prior to arrival call the client to discuss their menu selections. From the time you create the event to the time you detail the BEO, the event is just sitting there with no associated revenue. Can you imagine the stress this causes the Director of Catering when she runs a forecast report!

You can manually enter forecast numbers for each booking event, or your administrator can configure this information to be filled in automatically. For example, you charge 12.95 for a continental breakfast. Each time you block a continental breakfast, you have two options: you can enter the forecasted average food check yourself, or you can use the default average food check that is automatically added to the event when you select the Continental Breakfast event classification. Of course, you can always modify the default average check based on your group, but what's important is that you are forecasting revenue for the event.

To manually edit the forecast numbers for an event, add the forecasted columns to a custom view within the manage events grid and edit the amount and average check factor right on screen.

Creating and managing option events

If a function room is already booked by another group, you can add your event as an option (sometimes called a waitlist.) If you have several events waiting for the same space, you can prioritize them by assigning each an option number—option 1, 2, 3 and so forth.

The Option Events report provides a summary of events that have been assigned a function room option. Use the report to identify if an event on the waitlist can be moved to the preferred function space (nothing is moved automatically).

In the example below, the group is currently having dinner in the Gosling Room and on the waitlist for the Grand Ballroom.

Quiz time

1. From the Manage Events window, you can enter the final guarantee for your group's breakfasts, morning meetings, and morning breaks, by selecting the events and clicking ___________________.
   
   
   • Bulk Update
   • Enter GTDs
   • Edit Multiple
   • Clone Events

   Click the Edit Multiple button, enter the final guarantee, and then click the Update button.

2. From the Manage Events window, you can create a new event by clicking the New Event button or by pressing ______________ on your keyboard.
   
   
   • CTRL + N
   • CTRL + E
   • CTRL + T
   • FUNCTION + N

   Press CTRL + E on your keyboard to create a new event—this is a great shortcut for those of you who prefer to keep your hands on the keyboard!

Summary

Events are all about getting your function space blocked, and there are many ways to do that. Figure out what works for you to be most productive, and don't forget to use the move and clone features to save time. Editing multiple events is one of the favorite features for many customers that you should absolutely take advantage of. And don't forget to customize your views for efficiency, to forecast accurate event revenue for reporting, and maximize the use of your function space.

Next Topic > Banquet Event Orders (BEOs)