An event opportunity is a specific possibility of business with an account. You create an event opportunity when you have uncovered some type of opportunity with a contact and/or account.
To add an event opportunity:
- Click the Accounts link from the Main Menu. The Accounts screen opens.
- Select the account for the event opportunity.
- Right-click and select Add -> Add Event Opportunity. The Add Event Opportunity screen opens.
- Enter 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.
- 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 aisle, rest area, etc. area.
- 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.
Comments
13 comments
What is the purpose of the field Allow as Meeting Status on the Event/Job/Booking Status? Does it restrict the status' that display on the Meetings window? I don't want all status' to show on the Meetings window but even though I've used that field it still displays all status'.
0 upvotes
Hi Gavin,
You are correct - that check box controls which status display in the Status drop-down on the Add/Edit Meetings screen. You'll want to uncheck it for any statuses you want to hide for Meetings. I did a quick test in v20.95D and found that the Status filter on the Meetings screen and the drop-down on the Add/Edit Meeting screen are respecting this check box. Are you looking at those same screens or is there a different screen I can check to make sure it's working as expected?
Thanks,
Maggie
0 upvotes
Hi Maggie,
Thank you for getting back to me. I am using the same screens but the functionality doesn't work in 20.94H so i'll upgrade to 20.95D as you've advised.
Thank you for clarifying.
Gavin.
0 upvotes
**Edited to update this information that as of .95D, the Event Scope value is not required for the status to show as a Meeting/Event Opportunity status.
Hi Gavin,
I was working on some documentation and did run across something that may help - make sure you have the Event Scope set to either Event, Function or Both. It can be any of those values. If that is not set, then even with the check box checked, the status won't show on the Add Meeting screen.
Hopefully that was the missing piece!
Thanks,
Maggie
0 upvotes
Thanks for the advice Maggie. I had the event scope set to both but it's still not displaying and i've just upgraded to 20.94K.
0 upvotes
Sorry that didn't work - was hoping that was the missing piece! I tested in my v20.94K database and it worked as I expected. If you want to post some screen prints here of your status set up, I'm happy to see if I can keep troubleshooting or you can enter a ticket with our Client Care Team with screen shots - whichever you prefer.
Thanks!
Maggie
0 upvotes
Hi Team,
I am trying to book spaces tentatively in the event opportunity window. How can I go about that?
Thanks,
Mag
0 upvotes
Hi Mag,
I see that you're already working with our client care team on this. Please let me know if you need any further assistance. Thanks!
0 upvotes
Hi Ryan,
thanks for reaching out. The CC Team has just informed me that I need to create an event to be able to book any space in the Event Opportunity window. My assumption was that the users create Event Opportunity and soft-book the spaces. Once they convert the customer and sign the contract then the users should create the actual Event. Does it not defeat the purpose of the Event Opportunity window if I have to maintain similar information under Event Opportunities and Events?
Best, Mag
2 upvotes
Hi Mag,
Thanks for reaching out. Unfortunately, there is no workaround for you to tie your booked spaces in with Event Opportunities. I am happy to tell you we are in the process of planning future enhancements for Event Opportunities; one of which is potentially holding space via an Event Opportunity. I don't have an eta at this time; but will update you here when I do.
Please let me know if you have any additional questions.
Thanks,
Erin
0 upvotes
UPDATE:
When adding an event from an Event Opportunity or booking space on the calendar from an Event Opportunity, several workflow changes have been made:
- When opening the Booking Calendar or Event Calendar from an Event Opportunity, if space(s) are booked which results in an event being created, the event will inherit the account, contact, bill-to, category, class, type, salesperson, attendance, public, sensitivity, event description, legal name and alternate descriptions from the original Event Opportunity. The resulting event will also be saved on the Event Opportunity.
- The Event Opportunity Dates grid now offers right click actions to Create Event and (view) Booking Calendar. Both of these actions will take the start/end, in/out of each date pattern into account on the resulting event (Create Event action) or establishing the initial dates when opening the Booking Calendar.
- If an event is already linked to an Event Opportunity, the Create Event action and the view Booking Calendar options will be unavailable.
- If the Create Event or Booking Calendar actions are selected from the Event Opportunity Dates grid, and new events are created via these methods, the resulting events will be linked to the alternate date sets and indicated as such in a new column - Event.
0 upvotes
Hi Erin,
Will this functionality be added to Opportunities as well? Would save a lot of time when adding an Event from an Opportunity if account fields etc were drawn in from the Account.
LIZ
1 upvotes
Hi Liz,
These enhancements were done only to Event Opportunities. I'm not sure about future plans around Opportunities I'll share this enhancement request with the CRM Product Manager, Andrea Bemis. Please feel free to post your request in the Community > Product Ideas > CRM Product Ideas.
Please let me know if you have any additional questions.
Thanks,
Erin Luber
0 upvotes
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