All Events Report | HotelKey Knowledge Base

All Events Report Overview

Parent Hub: 🤝 Sales, Groups & Events Reports

Category: 🥂 Event Management (EventKey)

Target Roles: Catering & Event Directors, Banquet Event Managers, Sales & Event Coordinators, Hotel Controllers, Food & Beverage Directors, General Managers

Key Value: Monitor comprehensive master event bookings and sub-event execution timelines, track prospect/tentative/confirmed space and package revenue pipelines, audit account manager assignments, and evaluate event sales performance across booking channels.

Executive Summary

The All Events Report is a vital catering and event management dashboard, function space allocation log, and event revenue pipeline document within the 🥂 Event Management (EventKey) category of the 🤝 Sales, Groups & Events Reports hub. Designed to provide end-to-end operational and financial visibility over property banquets, conferences, meetings, and catered functions, it itemizes master event agreements, sub-event timing, account ownership, and financial pipeline forecasts.

By organizing event data into 2 defined report sections: Event Summary (Master Event Level) and Sub Event Details (Function Execution Level), this report enables catering directors, event coordinators, and hotel controllers to evaluate master event contracts (Event Summary) alongside specific sub-event function schedules (Sub Event Details). It correlates event profiles (Event Confirmation Number, Event Name, Event Type, Event Status, Sub Status) and contract timeframes (Booking Date, Confirmation Date, Cancellation Date, Event Start Date, Event End Date, Event Cut Off Date, Sub Event Date, Sub Event Start Time, Sub Event End Time) with function space allocations (Space Name), account management roles (Event Manager, Catering Manager, Service Manager, Conference Coordinator, Group Sales Administrator, Group Sales Representative), client contacts (Company Name, Event Contact Name, Event Contact Phone, Event Contact Email, Signer, Leader, Onsite), market origin (Market Segment, Source), attendance projections (Estimated Max Attendance), room block estimates (Estimated Total Rooms, Estimated Max Allocations Per Night, Estimated Room Rent, Estimated Room Revenue), and multi-stage revenue pipelines (Prospect Space Revenue, Prospect Package Revenue, Prospect Total Revenue, Tentative Space Revenue, Tentative Packages Revenue, Tentative Total Revenue, Confirmed Space Revenue, CONFIRMED PACKAGES REVENUE, Confirmed Total Revenue, Estimated Event Revenue).

Key Capabilities

Two-Section Multi-Tier Event Audit: Evaluates master event contracts (Event Summary) alongside granular function space execution timelines (Sub Event Details).
Function Space & Timeline Execution Tracking: Captures specific function room allocations (Space Name), sub-event execution dates (Sub Event Date), and precise operating times (Sub Event Start Time, Sub Event End Time).
Multi-Stage Financial Revenue Pipeline Tracking: Itemizes space, package, and total revenue pipeline projections across all contract lifecycle stages—Prospect (Prospect Space Revenue, Prospect Package Revenue, Prospect Total Revenue), Tentative (Tentative Space Revenue, Tentative Packages Revenue, Tentative Total Revenue), and Confirmed (Confirmed Space Revenue, CONFIRMED PACKAGES REVENUE, Confirmed Total Revenue).
Account Ownership & Staff Role Accountability: Identifies assigned staff leads across all event management functions (Event Manager, Catering Manager, Service Manager, Conference Coordinator, Group Sales Administrator, Group Sales Representative, Created By).
Client & Contact Profile Audit: Consolidates corporate client names (Company Name), contact details (Event Contact Name, Event Contact Phone, Event Contact Email), authorized signatories (Signer), group leaders (Leader), and on-site contacts (Onsite).

Report Views & Functional Breakdown

The All Events Report presents catering and function space data across 2 defined sections:

┌────────────────────────────────────────────────────────────────────────┐
│                         ALL EVENTS REPORT                              │
├────────────────────────────────────────────────────────────────────────┤
│                       2 Defined Report Sections                        │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Event Summary Section │ 2. Sub Event Details     │                  │
│    (Master Contract)     │    (Function Execution)  │                  │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Event Summary Section (Master Contract Level)

Monitors master event contracts, detailing event titles, confirmation numbers, lifecycle statuses, account ownership roles, key contract dates, client contact information, market origins, room block estimates, and multi-stage revenue pipeline totals.

Primary Use: Tracking master event pipelines, auditing sales manager performance, reviewing contract cut-off dates, and evaluating total property event revenue.
Key Metrics: Market Segment, Source, Event Type, Event Confirmation Number, Event Status, Event Name, Event Contact Name, Booking Date, Event Cut Off Date, Confirmation Date, Event Start Date, Event End Date, Event Manager, Company Name, Confirmed Space Revenue, CONFIRMED PACKAGES REVENUE, Confirmed Total Revenue, Estimated Event Revenue.

Image 10-20-26 at 12.06 PM.png — Event Summary Section (Columns 1 to 14)

Image 10-20-26 at 12.08 PM.png — Event Summary Section (Columns 16 to 28)

2. Sub Event Details Section (Function Execution Level)

Tracks specific sub-event functions linked to master events, detailing function space assignments, sub-event dates, operating hours, and function-level revenue pipelines.

Primary Use: Reviewing daily function space schedules, verifying room availability, coordinating banquet floor execution with service managers, and auditing space utilization.
Key Metrics: Event Confirmation Number, Event Name, Space Name, Sub Event Date, Sub Event Start Time, Sub Event End Time, Confirmed Space Revenue, CONFIRMED PACKAGES REVENUE, Confirmed Total Revenue.

Image 10-20-26 at 12.56 PM.png — Sub Event Details (Columns 1 to 14)

Image 10-20-26 at 12.57 PM.png — Sub Event Details (Columns 23 to 32)

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 53 exact unique columns available across the 2 report sections, sorted in alphabetical order by column name:

Column Name	Section Applicability	Description	Data Source / System Mapping	Includes Taxes & Fees?
Booking Date	Both Sections	Calendar date on which the event booking was originally entered in the system.	Event Master > Booking Date	N/A
Cancellation Date	Both Sections	Calendar date on which the event was cancelled (if applicable).	Event Master > Cancellation Date	N/A
Catering Manager	Both Sections	Full name of the designated catering manager overseeing food and beverage functions.	Event Master > Catering Manager	N/A
Company Name	Both Sections	Official business name of the corporate account or company profile hosting the event.	Account Master > Profile Name	N/A
Conference Coordinator	Both Sections	Full name of the designated conference services coordinator managing event operations.	Event Master > Conference Coordinator	N/A
Confirmation Date	Both Sections	Calendar date on which the event status was changed to confirmed.	Event Master > Confirmation Date	N/A
CONFIRMED PACKAGES REVENUE	Both Sections	Total confirmed revenue generated from bundled event packages.	Event Ledger > Confirmed Packages	❌ No
Confirmed Space Revenue	Both Sections	Total confirmed revenue generated from function room space rentals.	Event Ledger > Confirmed Space	❌ No
Confirmed Total Revenue	Both Sections	Total confirmed net revenue combining confirmed space and package revenues.	Calculated: Confirmed Total Yield	❌ No
Created By	Both Sections	User login or staff name of the individual who created the event record.	System Audit Trail > Created User	N/A
DUNS Number	Both Sections	Unique Data Universal Numbering System (DUNS) identifier for the client business.	Corporate Profile > DUNS ID	N/A
Estimated Event Revenue	Both Sections	Estimated total revenue anticipated for the event.	Event Ledger > Estimated Event Total	❌ No
Estimated Max Allocations Per Night	Both Sections	Maximum estimated room block allocation required per night.	Event Block > Max Allocations	N/A
Estimated Max Attendance	Both Sections	Maximum estimated guest attendance headcount planned for the event.	Event Master > Max Attendance	N/A
Estimated Room Rent	Both Sections	Estimated net lodging room rental revenue for attached guest room blocks.	Event Ledger > Est Room Rent	❌ No 🟢 Yes if tax inclusive
Estimated Room Revenue	Both Sections	Estimated total room revenue for attached guest room blocks.	Event Ledger > Est Room Revenue	❌ No
Estimated Total Rooms	Both Sections	Estimated total guest room count required across the event stay.	Event Block > Est Total Rooms	N/A
Event Confirmation Number	Both Sections	Primary unique alphanumeric confirmation ID assigned to the master event (e.g., `OXFBR005173`).	Event Master > Confirmation ID	N/A
Event Contact Email	Both Sections	Primary email contact address for the event organizer or client representative.	Event Profile > Email Address	N/A
Event Contact Name	Both Sections	Full name of the primary client contact person for the event.	Event Profile > Contact Name	N/A
Event Contact Phone	Both Sections	Primary telephone contact number for the event organizer.	Event Profile > Phone Number	N/A
Event Cut Off Date	Both Sections	Cut-off date for event room block pick-up and catering menu finalize commitments.	Event Master > Cutoff Date	N/A
Event End Date	Both Sections	Calendar date on which the master event officially concludes.	Event Master > End Date	N/A
Event Manager	Both Sections	Full name of the primary sales or event manager responsible for the account.	Event Master > Event Manager	N/A
Event Name	Both Sections	Official title or descriptive name of the event (e.g., `15th Annual River City Chess Tournament`).	Event Master > Event Title	N/A
Event Start Date	Both Sections	Calendar date on which the master event officially begins.	Event Master > Start Date	N/A
Event Status	Both Sections	Operational lifecycle state of the master event (e.g., `ENDED`, `CONFIRMED`).	Event Master > Lifecycle Status	N/A
Event Type	Both Sections	Classification category of the event (e.g., `Half Day Meeting`, `Internal`).	Event Master > Event Category	N/A
Group Sales Administrator	Both Sections	Full name of the sales administrator managing event contract administration.	Event Master > Sales Admin	N/A
Group Sales Representative	Both Sections	Full name of the group sales representative who negotiated the event agreement.	Event Master > Sales Rep	N/A
Leader	Both Sections	Name of the designated group or event leader.	Event Master > Group Leader	N/A
Market Segment	Both Sections	Primary market segment classification linked to the event (e.g., `Corporate_Business Segments`).	PMS Setup > Market Segment	N/A
Number Of Nights	Section 1	Total duration of the event in overnight stay counts.	Event Master > Overnight Nights	N/A
Onsite	Both Sections	Name or contact details of the designated on-site client representative during event execution.	Event Master > Onsite Contact	N/A
Others	Both Sections	Additional staff or internal notes assigned to the event.	Event Master > Other Notes	N/A
Prospect Package Revenue	Both Sections	Projected package revenue for event bookings in prospect status.	Event Ledger > Prospect Packages	❌ No
Prospect Space Revenue	Both Sections	Projected space rental revenue for event bookings in prospect status.	Event Ledger > Prospect Space	❌ No
Prospect Total Revenue	Both Sections	Total projected revenue combining prospect space and package revenues.	Calculated: Prospect Total	❌ No
Rating	Both Sections	Internal account or event priority rating classification.	Event Master > Priority Rating	N/A
Remarks	Both Sections	General operational notes or special event handling instructions.	Event Master > General Remarks	N/A
Service Manager	Both Sections	Full name of the banquet or service manager executing event floor operations.	Event Master > Service Manager	N/A
Signer	Both Sections	Full name of the authorized client signatory on the event agreement.	Event Master > Contract Signer	N/A
Source	Both Sections	Lead origin or booking channel source for the event (e.g., `Phone calls`, `Email & Online Inquiries`, `Internal`).	Event Master > Booking Source	N/A
Space Name	Section 2	Name of the specific function room or meeting space assigned to the sub-event.	Facility Master > Space Name	N/A
Sub Event Date	Section 2	Calendar date on which a specific sub-event function takes place.	Sub-Event Schedule > Function Date	N/A
Sub Event End Time	Section 2	Scheduled completion timestamp for a specific sub-event function.	Sub-Event Schedule > End Time	N/A
Sub Event Start Time	Section 2	Scheduled start timestamp for a specific sub-event function.	Sub-Event Schedule > Start Time	N/A
Sub Status	Both Sections	Secondary operational status or internal workflow state of the event (e.g., `OPEN`, `QUALIFIED`).	Event Master > Workflow Sub-Status	N/A
Tentative Packages Revenue	Both Sections	Projected package revenue for event bookings in tentative status.	Event Ledger > Tentative Packages	❌ No
Tentative Space Revenue	Both Sections	Projected space rental revenue for event bookings in tentative status.	Event Ledger > Tentative Space	❌ No
Tentative Total Revenue	Both Sections	Total projected revenue combining tentative space and package revenues.	Calculated: Tentative Total	❌ No
Travel Agent	Both Sections	Name of the travel agency or third-party event planning agency linked to the event.	Profile Master > Agency Name	N/A
Travel Agent Commission	Both Sections	Calculated commission rate or monetary amount payable to the travel agency.	Event Ledger > Agency Commission	Yes

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:
- Section 1: Event Summary
  - Event Identifiers & Lifecycle Status (Cols 1–5): Event Name | Event Confirmation Number | Event Status | Sub Status | Event Type
  - Schedule & Key Operational Timelines (Cols 6–12): Event Start Date | Event End Date | Number Of Nights | Event Cut Off Date | Booking Date | Confirmation Date | Cancellation Date
  - Account & Client Contact Profile (Cols 13–19): Company Name | Event Contact Name | Event Contact Phone | Event Contact Email | DUNS Number | Rating | Travel Agent
  - Attendance Volume & Revenue Estimates (Cols 20–28): Estimated Max Attendance | Confirmed Total Revenue | Confirmed Space Revenue | CONFIRMED PACKAGES REVENUE | Estimated Event Revenue | Estimated Room Revenue | Estimated Room Rent | Estimated Total Rooms | Estimated Max Allocations Per Night
  - Pipeline Revenue Breakdown (Cols 29–35): Tentative Total Revenue | Tentative Space Revenue | Tentative Packages Revenue | Prospect Total Revenue | Prospect Space Revenue | Prospect Package Revenue | Travel Agent Commission
  - Staff Accountability & Management Assignments (Cols 36–43): Event Manager | Catering Manager | Service Manager | Conference Coordinator | Group Sales Representative | Group Sales Administrator | Created By | Others
  - Event Roles & Onsite Contacts (Cols 44–46): Leader | Signer | Onsite
  - Market Segmentation & Remarks (Cols 47–49): Market Segment | Source | Remarks
- Section 2: Sub Event Details
  - Sub-Event Schedule & Space Locators (Cols 1–7): Sub Event Date | Sub Event Start Time | Sub Event End Time | Space Name | Event Start Date | Event End Date | Event Cut Off Date
  - Sub-Event Identifiers & Lifecycle Status (Cols 8–12): Event Name | Event Confirmation Number | Event Status | Sub Status | Event Type
  - Key Booking Dates (Cols 13–15): Booking Date | Confirmation Date | Cancellation Date
  - Account Profile & Client Contacts (Cols 16–22): Company Name | Event Contact Name | Event Contact Phone | Event Contact Email | DUNS Number | Rating | Travel Agent
  - Attendance Volume & Revenue Estimates (Cols 23–31): Estimated Max Attendance | Confirmed Total Revenue | Confirmed Space Revenue | CONFIRMED PACKAGES REVENUE | Estimated Event Revenue | Estimated Room Revenue | Estimated Room Rent | Estimated Total Rooms | Estimated Max Allocations Per Night
  - Pipeline Revenue Breakdown (Cols 32–38): Tentative Total Revenue | Tentative Space Revenue | Tentative Packages Revenue | Prospect Total Revenue | Prospect Space Revenue | Prospect Package Revenue | Travel Agent Commission
  - Staff Accountability & Management Assignments (Cols 39–46): Event Manager | Catering Manager | Service Manager | Conference Coordinator | Group Sales Representative | Group Sales Administrator | Created By | Others
  - Event Roles & Onsite Contacts (Cols 47–49): Leader | Signer | Onsite
  - Market Segmentation & Remarks (Cols 50–52): Market Segment | Source | Remarks

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.

Advanced Controls

Pipeline Revenue Forecasting: Review Section 1 revenue columns (Prospect Total Revenue, Tentative Total Revenue, Confirmed Total Revenue) to project upcoming event department cash flows.
Sub-Event Function Execution: Filter Section 2 (Sub Event Details) by Sub Event Date and Space Name to verify operating hours (Sub Event Start Time, Sub Event End Time) and ensure no overlapping space bookings exist.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value confirmed events (Confirmed Total Revenue > $5,000), approaching cut-off dates (Event Cut Off Date), or unconfirmed tentative bookings.

Within 🤝 Sales, Groups & Events Reports & 🥂 Event Management (EventKey):

Event Detail – Detailed chronological timeline of all daily functions and space allocations.
Event Revenue Summary – Granular line-item posting log for event catering charges, service fees, and taxes.
Event Space Occupancy – Occupancy and yield analysis across property ballrooms and meeting rooms.

Cross-Pillar Deep Dives:

👥 Group Block: Cross-reference group-related events with Group Activity Report, Group Reservation Details, and Group Room List to align function schedules with room block stay windows.
📊 Financial & Food & Beverage Management: Reconcile confirmed event revenues (Confirmed Total Revenue) with monthly financial trial balances and banquet event orders (BEOs).