Select Setup | Location | Locations from EventPro's main menu to enter the Location Setup area.
In order to enter your venue locations, you must first create broad Location Groups. After you have created Location Groups, you can add individual Locations to each group. The information you enter here will appear on the Booking Calendar. Once you have created your Locations, you are ready to add Location Details to each of the locations.
An "Effective Date" is the date upon which the current prices, taxes and availability of your locations come into effect. If the pricing, taxes or availability of your locations will change on a certain future date, you can create a new effective date. This is particularly useful for changes in tax structures.
If you have Multiple Effective Dates, and you want to see the pricing, taxes and availability of locations for other effective dates, use the arrows or drop-down list to select another date.
Location groups are intended to help you categorize your locations according to criteria that suit the way you use your facility. For example, you may separate indoor locations from outdoor locations, or you may choose to create groups representing each floor of the building. If you operate a small facility, you may only need one location group. Think about how you operate your facility and create groups that suit your business.
1.Click the New button in the upper right corner, across from the top selection grid.
2.In the Location Group [New] window that appears, enter an abbreviated name in the field labeled Location Group. Examples might include “Outdoor,” “Convention,” “Mezzanine,” or “First,” “Second” and “Third” based on the floor numbers.
3.In the Description field, enter an expanded description. Corresponding examples of descriptions might include, “Outdoor Locations,” “Convention Rooms,” and “Mezzanine Level Rooms,” or “First floor,” “Second floor” and “Third floor.”
4.In the Grid Position field, enter a number to represent where you want this location to appear, relative to other groups, on the Booking Calendar. If you do not select grid position numbers, the groups will appear alphabetically.
5.If you have EP WebSuite, check the Show on Web checkbox if you want the entire Location Group to show on the website. If you only want certain locations within a Location Group to show on the web, leave this box unchecked. You can select the Show on Web option later when you create or edit individual Locations. Note that the EP WebSuite is an optional application for EventPro. If you have not purchased this application, you will not see the related tabs and screens. If you are interested in previewing or purchasing EP WebSuite, please contact your nearest Sales Department.
1.In the top selection grid, select the Location Group in which you want the new location to be categorized. If you have any related or connected locations – for example, a “Ballroom” which can be divided into “Ballroom A” and “Ballroom B” – ensure that the related or connected locations are both entered under the same Location Group.
2.Click the New button across from the middle grid.
3.In the Setup Location [New] window that appears, there are five tabs: General, Comments, Setup Info, Accounts and Address. Information entered here will be pulled into the corresponding fields in a location booking when an event is created.
4.When you have added all the information you need for the location in the Setup Location [New] window, click Save.
5.Continue adding as many Locations as you need. You can then add Location Details for each.