Target Roles: Event Managers, Sales Coordinators, Group Sales Representatives, System Administrators
Last Updated:
Executive Overview
A Proposal (also referred to as an Event) serves as the core record for booking, managing, and executing functions—such as corporate meetings, weddings, or conferences—within EventKey. Proposals unite meeting space reservations, catering packages and billing rules into a single centralized workflow managed across the entire event lifecycle from lead to final execution.
System Navigation Path
Home > Event Management > Dashboard > Create a Proposal
Step
Action
Platform Guidance & Operational Details
Initiate Setup
Click Create a Proposal on the Dashboard. Select Proposal Type and initial Event Status (Tentative or Confirmed).
Auto-applies configuration templates. Note: Defaults to Prospect status if no status is chosen. Click Next.
Step 1: Basic Data
Complete the Event Information and Other Information sub-tabs.
Enter event details, estimated revenue, Market Segment, Booking Type, and sales team assignments. Click Next.
Step 2: Contact Info
Enter booker details or select Select Existing Guest. Optionally attach Local Company, Travel Agent, or Loyalty profiles.
Configure travel agent commissions if applicable (Amount vs. Percentage and Base). Click Next.
Step 3: Sub Events
Select meeting space, set dates/times, verify availability, and click + Add. Configure guest counts, arrangement, price plan, timing, and packages.
Covers sub-event creation, package assignment (with DDR auto-population), and multi-day copying. Click Next when schedule is complete.
Step 4: Guarantee Information
Assign Cancellation Policy, Sub Event Policy (optional), Advance Deposit Policy, Cut-Off Date, PO Number, and Guarantee Type.
Inspect all event components on the Event Review screen.
Click Previous to edit, Discard to cancel, or Confirm to generate the active event record.
📷 VISUAL CALLOUT:
(Left) Create a Proposal on the main EventKey Dashboard; (Right) Proposal Type selection during Create a Proposal workflow.
Create a Proposal from Dashboard
Select a Proposal Type
Detailed Configuration Field Breakdown
Step 1: Basic Data Sub-Tabs
Event Information: Event Name, Start/End Dates (or check Recurring Event), Primary Source, Sub Status (Open), House Account linking (choose existing permanent vs. temporary), Max Attendees, Estimated Event Revenue, Remarks, and property Custom Fields.
⚠️ Note: Custom Fields are created by the property EK Admin and will be unique to each hotel.
Other Information: Market Segment, Booking Type, Event Manager, Catering Contact, Group Sales Rep, Conference Coordinator, Group Sales Administrator, DUNS Number and Rating.
DUNS Number: A unique nine-digit identification number issued by Dun & Bradstreet (D&B) that acts as a digital fingerprint to verify a business's legal identity, location, and commercial credit profile.
Rating: Often called D&B Rating, informs the hotel's event finance team how safe it is to extend credit or sign a large-scale deferred-payment catering agreement
⚠️ Note: Estimated Event Revenue is optional but if left blank will impact the Revenue & Estimate Revenue Comparison on the Sales Dashboard.
Step 2: Contact Information & Profile Attachments
Booker Details: Input primary contact details including First Name, Last Name, Address, City, State, Country, Postal Code, Phone Number, and Email Address.
Select Existing Guest: Click to search and attach an existing guest record for returning clients.
Add Company Profile (Optional): Click Local Company, search by company name, and click Confirm to link corporate revenue tracking to the event.
⚠️ Note: A local company profile must be attached to the event to enable tracking on the Top Account report and direct bill privileges.
Click Select Travel Agent, search by Agency Name or IATA Code, and select the profile. ⚠️ Note: When EventKey is connected to a client's Travel Agent database, searching for a Travel Agent by name may be disabled.
Configure Commission Parameters: Select Commission Type (Amount, Percentage, or None).
If Amount or Percentage is selected, define the Commission Value and set the Commission Base (Space, Sleeping Room, Package, Space and Package, Space and Sleeping Room, or Total Revenue).
Configure Posting Type:
Select Net and EventKey automatically calculates and posts the commission as a negative manager charge (credit) on the folio, deducting the commission from the gross total so the final invoice
Select Gross and EventKey keeps the commission included in the gross total and included in Revenue calculations.
Click Confirm.
Add Loyalty Profile (Optional): Click Loyalty Profile, search by Loyalty Number or Name + Email, and select the record. ⚠️ Note: Loyalty point processing is handled outside EventKey
📷 VISUAL CALLOUT:
Contact Lookup and Commission Setup
Step 3: Sub Events (Space Selection, Packages & Multi-Day Setup)
3a. Meeting Space Selection: Choose the target room or area from the left-hand Spaces menu listing.
3b. Date, Time & Space Availability Check:
Sub Event Date: Defaults to the primary event start date; modify via the date picker if configuring multi-day functions.
Start Time & End Time: Select function duration using the drop-down time selectors.
Availability Indicator & Space Reservation:
If the room is available during the selected timeframe, a blue + Add button displays. Click + Add to launch the sub-event creation form.
If the room is reserved or unavailable, Not Available displays and the + Add button is hidden. Click Show Occupancy to open a modal displaying which existing event currently holds the room.
3c. Sub-Event Parameters:
Sub Event Name: Title displayed on internal schedules and guest-facing Reader Boards.
Guest Counts (Expected, Guaranteed, Actual):
Expected: Estimated guest attendance.
Guaranteed: Contracted count used as the primary multiplier for all event and package pricing to safeguard minimum revenue.
Actual: Final headcount recorded at function conclusion (defaults to Expected prior to event end).
Room Setup (Space Arrangement): Select layout format (e.g., Theater, Classroom, Banquet Rounds) or click View Arrangements to enable diagramming and create a custom room setup.
Price Plan & Rental Rate: Select space rental rate plan. ⚠️ Note: A manual rate override is available if the Price Plan is configured to be editable.
Setup & Teardown Time: Input preparation and cleanup minutes required before and after the event.
Attachments & Description/Remarks: Upload floor plans or AV diagrams. Use Description for general event summaries and Remarks for operational instructions that display directly on BEOs. Click Save.
📷 VISUAL CALLOUT:
Sub Event Walkthrough
3d. Package Selection & DDR Auto-Population:
Click the Package button next to a sub-event row. The Package screen opens displaying any existing packages.
Click + Add a Package to browse available options (e.g., Audio Visual Package, Beverage Package, Plated Diners, Buffet, etc).
⚠️ Important DDR Rule: If the sub-event uses a Day Delegate Rate (DDR) pricing plan, the associated packages will automatically populate on the screen based on the rate. Manual selection is not required for DDR events.
3e. Detailed Package Parameters:
Package Category & Package: Filter by category (e.g., Catering, AV, Beverage) and select the specific package name.
Package Classification (Optional): Assign an internal reporting classification to track package usage.
Guest Counts (Expected, Guaranteed, Actual): Auto-populates from the sub-event configuration but can be manually adjusted for F&B or service variations. Counts display directly on BEOs for catering teams.
Expected: Estimated guest attendance.
Guaranteed: Contracted count used as the primary multiplier for all event and package pricing to safeguard minimum revenue.
Actual: Final headcount recorded at function conclusion (defaults to Expected prior to event end).
Package Timing & Serving Times:
Set overall Start Time (when the service must be set up/ready) and End Time (when the package can be removed).
Add Serving Time: Click Add Serving Time to define specific delivery/service windows (e.g., "Morning Tea Break" from 10:00 AM to 10:30 AM). All custom serving times print directly on the BEO for precise operational execution.
Expected Consumption %: Enter the anticipated consumption percentage (e.g., for partial food service or staggered groups) to ensure precise inventory and kitchen planning.
Hide Unit Price on BEO Toggle: Enable Hide Unit Price on BEO if unit pricing should be suppressed on guest-facing Banquet Event Orders.
Price Plan: Select the applicable rate plan for the package.
Package Remarks: Input specific operational directions (e.g., "Package must be fully set up by 5:45 PM; guests arrive at 6:00 PM"). ⚠️ Note: Remarks print directly on the BEO.
Package Items & Product Selection: Under the Package Items section, review the menus and products linked to the package. Check the boxes for required products (e.g., Podium, Projector, specific menu dishes) and enter the exact delivery quantity for each item. This gives the operational catering and AV teams exact itemized requirements.
3f. Finalizing Packages: Click Confirm to save the package configuration. Repeat to add additional packages as needed, then click Confirm on the main package screen to advance to the next wizard step.
📷 VISUAL CALLOUT:
Package Setup Custom Serving Time Walkthrough
3g: Multi-Day Event Configuration
If an event spans multiple days, sub-events and packages must be established for each additional calendar date. Choose one of two methods:
Option 1: Manually Add a New Event Day:
Locate the next empty row in the event schedule grid.
Click the date picker to select the next date.
Enter Start Time and End Time and click + Add.
Repeat Steps 3 and 4 to build sub-events and assign packages manually. (Best used when the new day requires different rooms, times, or menus).
Option 2: Copy a Previous Event Day:
Click the blue Copy button next to an existing sub-event row you wish to duplicate.
A pop-up window lists all event dates.
Check the target dates where the identical setup (same room, times, and packages) applies.
Click Save to automatically populate sub-events across all selected dates.
📷 VISUAL CALLOUT:
Sub Event Copy Walkthrough
Step 4: Guarantee & Policy Information
In this step, assign key operational and legal terms governing cancellation penalties, deposits, and payment guarantees:
Cancellation Policy: Select the property-configured master cancellation policy for the overall event (e.g., 28-Day Cancellation).
Sub Event Cancellation Policy (Optional): Assign specific cancellation terms to individual meeting rooms/components. (Most commonly used for large multi-room functions where partial cancellation fees apply). ⚠️ Note: If this level of cancellation protection isn’t needed, applying the policy to the overall event is sufficient.
Advance Deposit Policy: Select the deposit schedule (e.g., Deposit Due 90 Days Before Event Start) defining payment collection deadlines.
Event Cut-Off Date: Use the date picker to set the hard deadline by which the event must transition to Confirmed status.
PO Number: Enter an optional Purchase Order number for corporate accounts requiring formal billing references.
Rate & Revenue Summary: Displays calculated space, package, and total estimated event revenue.
Available Review Actions:
Confirm (Blue Button): Click Confirm to save all parameters and finalize the creation of the event proposal in the system. Creation routes directly to the live Event Record file (e.g., in Prospect, Tentative, or Confirmed status).
Previous (White Button): Click Previous to step back through the wizard and adjust any sub-event, package, or block fields.
Discard (Red Button): Click Discard to immediately cancel the setup process and permanently erase all entered data.
📷 VISUAL CALLOUT:
Review Event Booking
UI Visibility & System Integration
Once created, Event Proposals surface across core platform modules:
Event Management Screen: Active event files display in Prospect, Tentative, or Confirmed status with live Revenue Summary blocks.
Banquet Event Orders (BEOs): Outputs sub-events, setup arrangements, serving times, and package remarks directly to operational BEO sheets.
PMS Integration: Writes sleeping room blocks and billing instructions directly to the Property Management System.
