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Location Defaults
Here, you can define the Setup Type, Status, Time, Attendance, and Rate defaults that will be applied to all event locations. Values entered in this screen will be the default for all locations booked under this event. However, you will be able to change this information for individual locations later at the final page of the New Booking wizard or from the Event Maintenance screen.
1.
Setup Type Defaults: From the drop-down list, select a Setup Type for this location. You created setup types earlier in your General Lookup Tables and assigned them to locations in Location Setup earlier. If you are booking an event in multiple locations, they may not all have the same setup types available.
a.
Valid for All Locations: In the Setup Type drop-down list, a star will appear in the All column next to the setup types that are “available” in all of the locations. In other words, you have assigned the setup type to the locations, and presumably have determined the maximum capacity for each location in that setup type (review Chapter 1: Setting Up EventPro, Step 8: Locations). EventPro can use this information to perform capacity checks.
b.
Not Valid for All Locations: If you select a setup type that does not have a star in the All column – i.e. is not available in all locations – you can check the adjacent box (Assign Setup Type) to apply the setup type to all locations, even if the setup type is not valid in some locations. If you do not choose a setup type that is valid for all locations, EventPro cannot perform capacity checks.
2.
Status Defaults: Select a status level from the drop-down list. You defined different event status levels earlier during the Setup process and assigned each status an identifying color (refer back to Chapter 1: Setting Up EventPro, Step 2: Status Codes). The current status of each event will be easily identifiable on the Booking Calendar.
3.
Time Defaults:
a.
Event Starts: Enter the time at which the event will begin.
i.
Less: Enter the number of hours required for Setup.
ii.
Equals: EventPro will calculate the time from which the location will be in use.
b.
Event Ends: Enter the time at which the event ends.
i.
Plus: Enter the number of hours required for tear down.
ii.
Equals: EventPro will calculate the time at which the location will no longer be in use.
c.
Note that when you select cells from the booking calendar for an event, if you use the day view and select cells for a specific length of time (e.g. 5 PM TO 11 PM), those times will be set as the Event Start and End times. In this screen of the New Booking wizard, you will only be able to select the number of setup and teardown hours.
4.
Attendance Defaults:
a.
Earlier, you may have entered the Estimated/Actual Event Attendance in the Event Information page of the Booking Wizard. That attendance number will default into the fields here, but you can change it if you wish.
b.
The event attendance you entered earlier is the overall attendance for the entire event. If you have booked multiple locations in the event, you may want to break down the overall total into the attendance expected at each location. For example, you may expect 150 people in total to attend an event, but you have booked three rooms for the event, and expect to have about 50 people in each room.
c.
If required, enter the estimated and/or actual attendance numbers in the Attendance Defaults field. This default number will apply to all of the booked locations. If you need to enter a different number for each location, you will be able to do that later at the end of the Booking Wizard (see Location Update) or in the Event Maintenance screen.
5.
Rate Defaults:
a.
Assign location Rate Code manually: Leave this box clear if you want EventPro to assign the rate code automatically. Check the box if you want to assign the rate code manually.
b.
If you check the above box, select a Rate Code from the drop-down list.
6.
When you have finished entering information in the Location Defaults screen, click Next. This will take you to the Event Comments page of the New Booking wizard.
