Add an Event Opportunity from a Group Profile

When adding an event opportunity from a group profile, many requirements and preferences from the group profile are automatically copied to the corresponding event opportunity fields. In addition, the event opportunity is tracked in the group profile, providing visibility into the bid history and success rate of opportunities related to the event.

The following fields are copied to the event opportunity from the group profile.
** Indicates field may need to be added to the window layout.

• Description
• Organization**
• Account
• Contact
• Local Account**
• Local Contact
• Meeting Planner Account
• Meeting Planner Contact
• Group Profile
• Next Bid Opportunity Date**
• Duration**
• Preferred Dates
  • Preferred Start Date is copied from the Next Open Date field of the group profile
  • Preferred End Date is calculated using the Next Open Date and Duration fields of the group profile (i.e., Next Open Date + Duration = Preferred End Date)
• Salesperson
• Frequency
• Category
• Class
• Type
• Rank**
• Market Class
• Market Sub Class**

To add an event opportunity from a group profile:

1. Click the Accounts link from the Main Menu. The Accounts page displays.
2. Select the account for the event opportunity. The event details reading pane displays.
3. Go to the Group Profiles tab. Contact an administrator if the tab is not visible.
4. Right-click the group profile, click the Add menu, then click Add Event Opportunity. The Add Event Opportunity window opens.
5. Enter or update the necessary information. See Advanced, Additional Information, Event Opportunity Dates, Event Opportunity Room Flows and Concessions for more information on those tabs.
   • Description - Description of the event opportunity.
   • Account - Account for the event opportunity. Defaults to the account selected in step 2.
   • Contact - Contact of the account for the event opportunity. 
   • Local Contact - Contact that is near or in the event/venue city. 
   • Meeting Planner Account - Meeting planner account working with the event opportunity account.
   • Meeting Planner Contact - Contact for the meeting planner account working with the event opportunity account.
   • Preferred Dates - Preferred dates for the event opportunity. 
   • Alternate Dates - Additional dates to consider for the event opportunity. 
   • Housing Dates - Dates hotel rooms are needed for attendees. Used to create the Room Flow. 
   • Status - Status of the event opportunity. Defaults to your organization's lowest event opportunity status. 
   • Salesperson - Name of the salesperson for the event opportunity. Defaults to the user entering the event opportunity.  
   • Group Profile - Group profile associated with the event opportunity. 
   • Business Type - Select if it is New Business or Repeat Business.
   • Booking Type - Select if it is a Citywide/Center Event or Hotel Event.
   • Bid Due - Date and time the bid is due for consideration. 
   • Decision Date - Expected date of the event opportunity decision.  
   • Decision Date Note - Additional information about the decision date. 
   • Decision Made By - Name of the person, board or committee making the decision. 
   • First Issued - Date the first bulletin is issued. 
   • Tentative Date - Date a proposal is submitted to the planner.
   • Booked - If the Hosted By Us check box is checked, date the event opportunity turned definite.
   • Definite - Date the event opportunity turned definite. 
6. Click OK.

Advanced Tab

• Hosted By Us - Select if the event is not hosted by your venue (No), if another city is selected (Other City Selected), not decided yet (Undecided) or is hosted by your venue (Yes). 
• Host City - City hosting the event.
• HQ Hotel - Hotel serving as the event headquarters. This is used if there are attendees and/or meeting space across multiple hotels.  
• Competing Sites - Name(s) of other sites competing for the event. 
• Services Rep - Name of the services representative for the event opportunity. 
• Satellite Office Rep - Name of the representative for the event's satellite office. 
• Date Note 1 & 2 - Additional information about the event dates.
• Lead Source - Source where the lead originated. 
• Selection Process - Description of how the event location is decided.
• Intermediary - Name of the contact for the account who acts as the intermediary between the account and your organization.
• Economic Impact - Currency value and economic impact template for the expected impact on the local economy.
• Economic Impact Note - Note related to the economic impact. 
• Frequency - How often the event occurs. 
• Region - Region for the event.
• Preferred Site Note - Additional note about the preferred site.
• Last Met Locally - Date and/or where the event organization last met in the local area. 
• Number Days - Number of event days. Defaults to the number of days from the Preferred Dates start date to the end date.
• Category - Category for the event.  
• Class - Class for the event. 
• Type - Type for the event. 
• Market Class - Market class for the event.
• Referral - If checked, the event opportunity is a referral from another customer. 
• Opportunity - Opportunity associated with the event opportunity.
• Include Issues With Issue Numbers - If checked, opportunities with opportunity numbers are included in the Opportunity drop-down.

Additional Information Tab

• Attendance Section
  • Local Attend - Expected number of local attendees. 
  • Total Attend - Expected total attendance. 
  • Registered Attend - Expected number of registered attendees.
  • Registration By - Who is responsible for attendee registration: Association, Bureau or Other.
  • Misc Nbr 1 & 2 - Additional numeric values.
  • User Nbr 1 & 2 - Additional numeric values.
• Housing Section
  • Housing By - Who is responsible for managing housing: Association, Bureau or Other. 
  • Peak Arrival - Date the majority of attendees arrive.
  • Peak Departure - Date the majority of attendees depart.
  • Advise Bureau - If checked, notify the bureau of all information for the event. Notifications are not automatic.
  • Bureau Arrival/Departure - If checked, the bureau is responsible for attendees' arrival and departure.
  • Housing Rate Range - Range of acceptable rates for all housing rooms.
  • Housing Rate - Single - Rate for a single room for an attendee.
  • Housing Rate - Double - Rate for a double room for an attendee.
  • Blocked Room Nights - Number of nights to block rooms for the event.
  • Blocked Room Suites - Number of suites to block for the event. 
  • Peak Blocked Rooms - Number of rooms needed during peak dates.
  • Meeting Planner Rooms - Number of rooms needed for the meeting planner during the event.
  • Meeting Planner Room Suites - Number of suites needed for the meeting planner during the event.
  • Meeting Planner Peak Rooms - Number of meeting planner rooms needed during peak dates.
  • Pickup Room Nights - Number of room nights actually used during the entire event.
  • Pickup Room Suites - Number of suite nights actually used during the entire event.
  • Peak Pickup Rooms - Highest number of room nights actually used during the entire event.
• Meeting Rooms Section
  • Total Meeting Rooms - Number of meeting rooms needed in all.
  • Concurrent Meeting Rooms - Largest number of meeting rooms needed at the same time.
  • Largest Meeting Room - Size of the largest meeting room needed. 
  • Room Location - Where the meeting rooms are located.  
• Exhibits Section
  • Exhibit Space - Space where the exhibits are located within your venue. 
  • Exhibit Location - Where exhibits are located if not within your venue.  
  • Exhibit Move In Days - Number of days allowed for exhibitors to set up.
  • Exhibit Move Out Days - Number of days allowed for exhibitors to vacate.
  • Exhibit Free Move In Days - Number of days exhibitors can move in at no charge.
  • Exhibit Free Move Out Days - Number of days exhibitors can move out at no charge.
  • Exhibit Net Area - Total area exhibits require after removing non-exhibit space: aisles, rest areas, and more.
  • Exhibit Gross Area - Total area exhibits require.
  • Exhibit Open Date - Date exhibits open.
  • Exhibit Open Day - Day of the week exhibits open.
  • Exhibit Close Date - Date exhibits close.
  • Exhibit Close Day - Day of the week exhibits close.
  • Exhibit 8x10s - Number of 8x10 exhibits.
  • Exhibit 10x10s - Number of 10x10 exhibits.
  • Exhibit Tabletops - Number of tabletop exhibits in the net area.
• Meal Functions Section
  • Meal Functions-Location - Location where meals occur during the event: Association, Bureau, Convention Center, Hotel or Other.
  • Total Meal Function - Total number of meal functions happening during the event.
  • Meal Functions-Concurrent - Largest number of meal functions happening at the same time. 
  • Meal Functions-Largest -  Number of attendees for the largest meal function.
  • Meal Functions-Concession - Number of concession meal functions.  
  • Meal Functions-Breakfast - Number of breakfast functions.
  • Meal Functions-Lunch - Number of lunch functions.
  • Meal Functions-Dinner - Number of dinner functions. 
  • Meal Functions-Reception - Number of reception functions.
  • Meal Functions-Other - Number of other functions that have meals.
• Other Information Section
  • DMAI Code - Code assigned by Destination Marketing Association International.
  • Upload - If checked, data was received from the IACVB.
  • Public - If checked, the event is public.
  • International - If checked, the event is international.
  • Confidential - If checked, the event information is confidential. The information is not protected automatically by checking this check box.
  • Preferred Months 1-3 - Preferred month(s) for the event.
  • Sensitivity - Sensitivity for the event. Default sensitivity is configured on the Event Sales Configuration Screen - Event Opportunities tab.

Add Event Opportunity Security

Adding event opportunities is controlled by:

• Allow Edit/Add Event Opportunities by Account Rep - Users and/or roles assigned to the privilege are allowed to add event opportunities for only their assigned account reps. Any users not assigned to an account rep cannot add an event opportunity for that account rep. Any users not assigned to the privilege cannot add event opportunities. If no users are assigned to the access privilege, all users can add event opportunities for any account reps. 
• Allow Edit/Add Event Opportunities by Event Opportunity Status - Users and/or roles assigned to the privilege are allowed to add event opportunities up to and equal to the status assigned for them in the access privilege. Any users not assigned to the privilege cannot add event opportunities. If no users are assigned to the access privilege, all users can add event opportunities at any status.
• Allow Event Opportunities To Be Added - Users and/or roles assigned to the privilege can add event opportunities. Any users not assigned to the privilege cannot add event opportunities. If no users are assigned to the access privilege, all users can add event opportunities.