Add an Event

You can add events from many screens throughout the software. One of the most common places is from the Events screen. To add an event from the Events screen:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Click the Add button. The Add Event screen opens.
  3. Enter the typical/necessary/required event information:
    • Description - Name for the event that displays on the Events screen and Booking Calendar. (Required)
    • Account - Account having the event. Enter the first three or more characters of the account and the drop-down begins filtering the accounts within the system. When the drop-down is open, you can add a new account by clicking on the Add link. You can also do additional searching using the Advanced Search Link. The All link opens the Accounts page with all the available accounts. (Required)
    • Contact - Main contact for the account having the event. The drop-down behaves the same way as it does for accounts except it searches over the available contacts for the account. (Optional but typically filled-in)
    • In - Date and time the Client is granted access to the facility, this may be the same as the Start Date but may proceed it depending upon needs. (This field may be hidden in your layout based on how Org Parm BK-025 is configured)
    • Start - Date and time the event starts. (Required)
    • End - Date and time the event ends. (Required)
    • Out - Date and time the Client is expected to leave or move out of the facility - it may be the same as the End Date but is quite often a later date or time. (This field may be hidden in your layout based on how Org Parm BK-025 is configured)
    • Salesperson - Internal person responsible for bringing the event to your organization. (Required and typically defaults to the User creating the Event but is manually adjustable.)
    • Status - Current status for the event. The default status is determined by various parameters and cascading (waitlisting) booking rules. (Required)
    • Category - Category for the event. (Optional)
    • Class - Class for the event. (Optional)
    • Type - Type for the event. (Optional)

Details Section

Enter the necessary information:

    • Price List - Price list for the event. Determines the available booking rates for spaces and defaults when adding an order to the event. (This may be defaulted based on Price List configuration)
    • Abbreviation - Shortened description for the event description. You can use this on the Booking Calendar. Defaults to the first 20 characters of the event description. If it is not edited, it automatically updates if the event description is changed.
    • Legal Name - Defaults to the event description. You may need to update this if you need to use an alternate name for contracts or other legal purposes. If it is not edited, it automatically updates if the event description is changed.
    • Web Address - URL of the event website. Used with the online Calendar of Events (COE) to allow users to click a link to view the event website for an event. (Optional)
    • Anchor Venue - A single space where the event primarily takes place. The drop-down shows all spaces; it is not limited to only spaces booked for the event. (Optional)
    • Attendance - Expected attendance for the event. You can use this value with orders to automatically link order items to the attendance. (Optional)
    • Facebook - URL for the Facebook event. (Optional)
    • LinkedIn - URL for the LinkedIn event. (Optional)
    • Twitter - URL for the Twitter event. (Optional)

Configuration Section

Enter the necessary information:

    • Early Deadline - Orders entered on or before the entered date use the Advanced Price. Only available if the price list is configured for advanced pricing. (Defaults based on the configuration of Org Parm BK-060 but is manually adjustable)
    • Standard Deadline - Ordered entered on or before the entered date use the Standard Price. If a date is entered for Early Deadline, orders entered after the Early Deadline and on or before the Standard Deadline use the Standard Price. Orders entered after the Standard Deadline use the Late Price. Only available if the price list is configured for late pricing. (Defaults based on the configuration of Org Parm BK-061 but is manually adjustable)
    • Release Date - this is the date the event is to be considered "released" should it not advance to Firm/Definite status. This is an informational field that defaults based on Org Parm BK-020)
    • Price Lists - You can add/configure multiple price lists to use for your event. If you use multiple price lists, they are available for selection when adding an order.
    • Sensitivity - Determines if the event displays on the online Calendar of Events (COE) based on each individual Calendar of Events (COE) configuration.
    • Function User Fields Type - User field set to use for functions. (Optional but may default)
    • Order User Fields Type - User field set to use for orders. (Optional but may default)

Supplement Section

Enter any necessary information:

    • Forecast Attendance - Forecasted attendance value. You can use this with Forecast Orders to automatically link order items to the forecast attendance. (Optional)
    • Revised Attendance - Updated attendance value if there is a change in the forecasted attendance. You can use this with Revised Forecast Orders to automatically link order items to the revised attendance. (Optional)
    • Actual Attendance - Actual attendance for the event. Enter this after the event takes place. (Optional)
    • Box Office - If checked, a box office is used for the event. Informational purposes only. (Optional)
    • Public - Typically checked by default via Org Parm EM-205, to indicate the event is a public event, but may be un-checked or the Org Parm may be changed to N.
    • Logo - Graphic for the event logo. (Optional)
    • Note 1 - Informational purposes only. (Optional)
    • Note 2 - Informational purposes only. (Optional)
    • Economic Impact - Expected financial impact of the event. (Optional)
    • Rank - Determines the order events with the same booking status appear on the Booking Calendar. (Optional)
    • Indicator - Source of business for the event. (Optional)
    • Parent Event - Event profile for the event if you created the event from an event profile. (Optional)
    • Previous Event - Event the event was copied from if you created the event using the copy event process. (Optional)
    • Alternate Event - If you create multiple events for several proposed dates, select the other event you created in this field. (Optional)

Operations Section

Enter the necessary information:

    • Coordinator - Internal person responsible for coordinating the event details. (Optional but Typical)
    • 2nd/3rd/4th Coordinator - Additional coordinators responsible for the event. (Optional)

Financial Section

Enter the necessary information:

    • Bill-To - Account responsible for payment for all event related orders and space. When creating new orders for the event, the bill -to account defaults to the selected account. (Defaults to Account but may be manually updated)
    • Bill-To Contact - Contact for the bill-to account. When creating new orders for the event, the bill-to contact defaults to the selected value. (Defaults to Account Contacts who are configured as Bill-To Contact - but may be manually updated)
    • Payment Plan - Default payment plan for all orders added to the event. If you set a payment plan on the function level, the software first uses the payment plan set on the function. (Optional)
    • G/L Distribution - Contains the GL account code for the event if GL distribution wildcards are used. (Optional)
    • G/L Sub Account - Contains the GL sub account code for the event. (Optional)
    • Inventory Chain - Inventory chain for the event. (Optional

4. Click OK to save the Event.

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Comments

7 comments

Date Votes
  • Kris Corrigan

    How can you assign a default value for each entry in V20 as you can easily in V19 upon the edit layout?

    0 upvotes

  • Maggie U.

    Hi Kris,

    The ability to set a default value for each field has not been added to v20.

    Thanks,
    Maggie

    0 upvotes

  • Kris Corrigan

    Hi Maggie

    Is this something that maybe be added in the future or would this be a enhancement request.

    Thanks
    Kris

    0 upvotes

  • Kris Corrigan

    This would be very useful especially as in V20 we now have themes and can make this more customizable

    0 upvotes

  • Maggie U.

    Hi Kris,

    This is not currently on our roadmap. You can enter an enhancement request with our Client Care Team so our Product Managers can consider it for a future release.

    Thanks,
    Maggie

    0 upvotes

  • Gavin Gilmartin
    • Edited

    Does the Account field on the Add Event window search both class types - individual and organisations?

    Can you change this to only search organisations?

    Can we use Operators to search for accounts? For example, when we search for an organisation we have many returned results so have to use Advanced Search every time. Is the name of an account the only field used in the Account field?

    0 upvotes

  • Sam Wilson

    Hi Gavin,

    The event Account field searches across all accounts and contacts with the Event Sales designation. It cannot be set to default to display only organizations within the Add/Edit Event window.

    As you have already determined, using the Advanced Search option allows you to configure and save the view criteria to only display organizations. The view configured with this criteria can be set as the default view on the Advanced Search window.

    Use of additional operators is not supported within the event Account field. This field only searches the Name field for organisations/accounts and the First Name and Last Name fields of individuals/contacts. The Advanced Search option is in place to handle any searches requiring additional criteria.

    Regards,

    Sam

    0 upvotes

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