Group profiles are used to track the requirements and preferences for an account's recurring events. Event opportunities for each event occurrence can be created using the group profile. Key data from the profile is automatically copied to the corresponding event opportunity field (for example: category, class, and more), and most group profile fields can be displayed in the event opportunity window if desired.
In addition, event opportunities created using a group profile are tracked, providing visibility into the bid history and success rate for the event. These features make group profiles particularly useful to a destination marketing organization and convention sales staff.
Access All Group Profiles
Group profiles are generally accessed from the Main Menu. If you need to access the Group Profiles page frequently, consider adding the Group Profiles action to your Global Navigation Bar or dashboard.
Add a Group Profile
To add a group profile:
- From the Main Menu, click Group Profiles. The Group Profiles page displays.
- Click Add. The Add Group Profiles window opens.
- Complete required fields.
- Description - typically the description of a recurring event or type of event
- Account - the client or event organizer
- Complete optional fields, as needed. Contact an administrator to add missing fields to the window layout.
- Contact - the client or event organizer contact
- Salesperson - the salesperson or account rep for the event
- Meeting Planner Account - account of the event planner
- Meeting Planner Contact - individual contact for the planner account
- Local Account - used to store local account information, typically used with regional, campus-based, or location-specific events
- Local Contact - individual contact for the local account
- Website - the event website
- Duration (Days) - length in days of the event
- Start Day - day of the week the event starts
- End Day - day of the week the event ends
- Months - a multi-select field to indicate specific months of the year the event may be held
- Frequency - how often the event may be held; see Event Opportunity Frequencies to administer available options
- Regional Rotation Cycle - for regional events, indicates how frequently the event returns to the same region; see Event Opportunity Frequencies to administer available options
- Next Bid Opportunity Date - date when the next event bid can be submitted
- Next Open Date - first available date to schedule the start of the event
- Scheduling Flexibility - flexibility of proposed event start and end dates; options are Minimal, Moderate, or Very
- Budget Flexibility - acceptable budget range for the event; options are Low Cost, Average Cost, or High Cost
- Average Rate Ceiling - maximum the event organizer is willing to pay per hotel room night
- Category - the category of the event; see Categories to administer available options
- Class - the class of the event; see Classes to administer available options
- Type - the type of event; see Types to administer available options
- Rank - the rank of the event; see Event Rankings to administer available options
- Market Class - the market class of the meeting; see Market Classes and Sub-Classes to administer available options
- Market Sub Class - the market sub-class of the meeting
- Region - the region for the event; see Market Regions to administer available options
- Country - a multi-select field to indicate countries where the event may be held
- States - a multi-select field to indicate states where the event may be held; available options are dependent upon Country selection
- Locale Preference 1 - first preferred location for the event; see Event Opportunity Locations to administer all preference options
- Locale Preference 2 - second preferred location for the event
- Locale Preference 3 - third preferred location for the event
- Typical Attendees - anticipated number of attendees
- Typical Room Nights - anticipated total number of hotel room nights
- Typical Peak Nights - anticipated number of peak hotel room nights
- Typical Largest Meeting Room - size (in square feet or meters) of the largest meeting room required
- Typical Concurrent Meeting Rooms - maximum number of meeting rooms required concurrently
- Typical Exhibitors - anticipated number of exhibitors
- Typical Gross Exhibit Area (SQFT) - total exhibit area required in square feet
- Typical Gross Exhibit Area (SQM) - total exhibit area required in square meters
- Typical Exhibit 8x10s - anticipated number of 8'x10' booths
- Typical Exhibit 10x10s - anticipated number of 10'x10' booths
- Typical Exhibit Tabletops - anticipated number of tabletop exhibits
- Typical Posters - anticipated number of poster exhibits
- Click OK.
Edit a Group Profile
Group profiles can be updated as the requirements for the client or event change. Editing a group profile will not change event opportunities previously created from the group profile.
To edit a group profile:
- From the Main Menu, click Group Profiles. The Group Profiles page displays.
- Right-click the group profile, then select the Edit option. The Edit Group Profile window opens.
- Make the necessary changes.
- Click OK.
Delete a Group Profile
Group profiles can be deleted when no longer needed. This action is permanent. A deleted group profile cannot be recovered. Deleting a group profile will not change event opportunities previously created from the group profile.
To delete a group profile:
- From the Main menu, click Group Profiles. The Group Profiles page displays.
- Right-click the group profile, then select Mark For Delete. The record is flagged for deletion and the Save action displays.
- Click Save.
Additional Information and Processes
The following information and processes are also available with group profiles.
View Group Profiles for an Account
All group profiles created for an account are visible from the account record. Go to the Group Profiles tab on the account record to view the profiles. Contact an administrator to add the Group Profiles tab to the window layout if it is not visible.
Add a Group Profile to an Account
Group profiles can be added directly to an account. Follow the steps below to create a group profile from an account.
- Click Accounts on the Global Navigation Bar. The Accounts | Event Sales page displays.
- Search for and select the account. The account reading pane displays.
- Go to the Group Profiles tab. If the tab is not visible contact an administrator.
- Click Add. The Add Group Profile window opens.
- Enter the group profile details as described in step 4 of Add a Group Profile.
- Click OK.
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