Create Event Proposal Meeting Room Only

Navigate to Home > Event Management > Dashboard.

Click the blue Create a Proposal button to start a new proposal (event).

Select Proposal Type and Status:

• From the Proposal Type dropdown menu, select the option that best matches the event you are creating.

• Choose the starting status for the event—either Tentative or Confirmed.

  ⚠️ Note: If no status is selected, the event will default to Prospect status.

Once both fields are completed, click the blue "Next" button to continue.

Selecting the correct proposal type and status ensures the appropriate template and configuration settings are automatically applied during the event creation and conversion process.

Step 1a: Basic Data - Enter Event Information

Begin by completing the Event Information tab with the following details:

• Name: Enter the name of the proposed event.

• When do you want to schedule the event?

  • Start Date: Use the date picker to select the first day of the event.

  • End Date: Use the date picker to select the last day of the event.

• Select Source: Choose the lead source (e.g., referral, website, phone inquiry) from the dropdown menu.

• Sub Status: This field will default to “Open” for new inquiries. You may select a different status from the dropdown if needed.

• Max Attendees: Enter the maximum number of attendees expected for the event.

• Estimated Event Revenue: Enter the total anticipated revenue the event is expected to generate.

• Remarks: Add any relevant notes or comments about the lead or event.

• Custom Fields: Enter relevant information.

• ⚠️ Note: Custom Fields are created by the property EK Admin and will be unique to each hotel.

✅ Once all required fields are filled out, proceed to the next step by clicking the Other Information tab.

Step 1b: Basic Data Complete Other Information

On the Other Information tab, enter the following details to help categorize and assign responsibility for the event:

• Market Segment:
  Use the dropdown to select the appropriate market segment code. This categorizes the event for reporting purposes and helps track revenue and room nights across different guest types.

• Booking Type:
  Choose the booking type from the dropdown that best describes the nature of the event (e.g., corporate, social, government).

• Event Manager:
  Select the onsite event manager who will be responsible for overseeing the event.

• Catering Contact:
  Select the onsite catering contact who will be responsible for managing the event catering.

• Group Sales Representative:
  Choose the group sales representative assigned to manage the sales process for this group.

• Conference Coordinator:
  Select the onsite conference coordinator who will assist in overseeing the event.

• Group Sales Administrator:
  Select the sales administrator who will assist with managing the group booking and related tasks.

• DUNS Number:
  Enter the nine-digit D-U-N-S® Number, a unique business identifier issued by Dun & Bradstreet, if applicable.

✅ Once all fields are completed, proceed to the next step by clicking the Next button.

Step 2a: Enter Contact Information

On the Contact Info screen, enter the booker's details, including:

• First Name

• Last Name

• Address

• Country

• Postal Code

• City

• State

• Phone Number

• Email Address

🔍 If the booker is a returning guest, click Select Existing Guest to search for and attach an existing guest record to the inquiry.

➡️ If the booker is not associated with a company or travel agent, click the blue Next button to continue. If they are, proceed to the next step to add company or agency details.

Step 2b: Add a Company Profile (If Applicable)

If the booker is associated with a company, follow these steps to attach a company profile:

1. Click the Local Company button.

2. In the search box, enter the name of the company you want to find.

3. From the list of matching results, click on the company name to select it.

4. Click the blue Confirm button to attach the company profile to the booker's contact details.

✅ Once confirmed, the company information will be linked to the inquiry.

Step 2c: Add a Travel Agent (If Applicable)

If the booker is associated with a travel agency, follow these steps to attach the correct IATA profile:

1. Click the Select Travel Agent button.

2. In the search box, enter the travel agent’s name.

   • Alternatively, use the dropdown menu to switch the search type to IATA Code, then enter the agency’s IATA number.

3. The system will return a list of matching results.

4. Click on the correct IATA profile to select it.

5. Click the blue Next button to attach the selected IATA profile to the booker's contact information.

Attaching the correct travel agency helps with accurate reporting and commission tracking.

Proceed to the Next Step

Once the booker’s contact information is complete and any associated Company and/or IATA profiles have been successfully attached:

• Click the blue _Next_ button to proceed to the Next Step.

Step 3a: Sub Events - Select a Space

On the Sub Event screen, select the room or area where the event will be held.

Step 3b: Sub Events – Enter Event Date, Start Time, and End Time

On the Sub Events screen, the first day of the main event will default as the sub-event date.
If needed, use the calendar date picker to change the date for this sub-event.

Next, enter or select the following using the dropdown menus:

• Start Time

• End Time

Availability Indicator:

• If the blue "Add" button appears, the selected space is available during the specified time.

• If the "Add" button does not appear, the space is already reserved or unavailable. A Not Available will appear.

To view which event has the space booked, click the "Show Occupancy" button.

Step 3c: Sub Events – Create the Sub Event

n this step, you will define the key details of the sub event. These details help ensure proper space usage, guest expectations, and operational readiness.

1. Enter Sub Event Name

Type the name of the sub event.

This name will display on internal schedules and guest-facing materials such as Reader Boards.

2. Confirm Date and Time

The date and time will auto-populate based on your selections in Step 3b.

3. Enter Guest Counts

• Expected: Estimated number of attendees.

• Guaranteed: Final count used for planning (often locked in prior to the event).

• Actual: The true number of attendees.

Note: Until the event concludes, the Actual count will default to match the Expected.

4. Select Room Setup (Arrangement)

Use the dropdown to choose the required room setup (e.g., Theater, Classroom, Banquet).

5. Select Price Plan

From the dropdown, choose the appropriate space rental price plan.

If you have the necessary permissions, you may manually override the rental cost in the price field.

6. Enter Setup and Teardown Time

Specify how much time is needed before and after the event for room setup and cleanup.

7. Add Attachments (Optional)

Attach any relevant documents such as floor plans, AV instructions, or client notes.

8. Enter Event Description and Remarks

• Use the Description field to summarize the purpose or nature of the event.

• Use the Remarks field to include special instructions or notes.

Remarks entered here will appear on the BEO (Banquet Event Order).

✅ Once all fields are completed, click the Save button.

Step 4: Sub Events – Add Packages

To enhance your event with additional services:

1. Click the “Package” button on the event details screen.

2. Select from the available package options, which may include:

   • Audio-Visual (AV) Equipment

   • Beverage Service

   • Food Packages (e.g., plated dinners, buffets)

⚠️ Note: If the event is using a Day Delegate Rate (DDR) pricing plan, the associated packages will be automatically applied based on the selected rate. Manual selection is not required in this case.

Step 4a: The Package screen displays all packages currently associated with the event.

To add a new package:

1. Click the blue “Add a Package” button to browse and select from available options.

⚠️ Note: If the event uses a Day Delegate Rate (DDR) pricing plan, the applicable packages will automatically appear on this screen based on the selected rate. No manual selection is required.

Step 4b: Adding a Package to an Event

Use the Package section to add service components (e.g., food, beverage, AV) to your event. Follow the steps below to configure a package correctly.

1. Select a Package Category

Use the Package Category dropdown to filter and display packages based on category (e.g., Catering, AV, Beverage). This helps narrow down your selection.

2. Choose a Package

Use the Package dropdown to select the specific package you want to apply to the event.

3. Assign a Package Classification (Optional)

Package Classification is used for internal reporting and categorization. This is optional but can be useful for tracking usage and performance.

4. Enter Guest Counts

Enter the number of guests for whom the package applies. These counts often populate from the sub-event configuration but can be adjusted as needed—especially for food and beverage packages.

• Expected – Estimated number of attendees.

• Guaranteed – Final count used for planning. Typically locked in a few days before the event.

• Actual – The true number of attendees.

  Note: Until the event concludes, the Actual count will default to match the Expected.

These counts will appear on the Banquet Event Order (BEO) for your catering team.

5. Set Package Timing

• Start Time – The time the package should be set up and ready.

• End Time – The time the package can be removed or concluded.

6. Enter Expected Consumption %

Specify the anticipated consumption percentage for the package (e.g., if not all guests are expected to consume a product). This helps with inventory and planning accuracy.

7. Optional: Hide Pricing on the BEO

If you do not want the package’s unit price to appear on the BEO, enable the “Hide Unit Price on BEO” toggle.

8. Select a Price Plan

Choose the appropriate price plan for the package based on your event’s rate structure.

9. Add Remarks

Use the Remarks field to enter helpful notes such as:

• “Guests will arrive by 6:00 PM”

• “Package must be fully set up by 5:45 PM”

These notes are visible on the BEO.

10. Configure Package Items

Under Package Items, you will see the menu and associated products included in the selected package.

• Select the products to be delivered with the package.

• Enter the quantity for each product.

This information will appear on the BEO to inform your catering team of the exact requirements for each item.

Click the blue Confirm button to save the changes.

Step 4C: Adding a Package to an Event

After adding a package, you will return to the Package screen, where the newly added package will now be listed.

To add more packages:

1. Click the blue “Add a Package” button.

2. Repeat Steps 4a and 4b to configure and apply additional packages as needed.

When you have finished adding all required packages, click the blue “Confirm” button to proceed to the next step.

Step 5: Adding Additional Event Days

If your event spans multiple days, you’ll need to create Sub Events and add Packages for each additional day.

There are two ways to do this:

Option 1: Manually Add a New Event Day

1. Locate the next available row in the event schedule.

2. Click on the Date Picker and select the next day of the event.

3. Enter the Start Time and End Time for the sub event.

4. Click the blue “Add” button.

5. Repeat Steps 3 and 4 to configure the sub event and assign packages.

Use this method when the new day has different details (e.g., different room, times, or packages).

Option 2: Copy a Previous Event Day

If the next event day will have the same setup as a previous day (same room, times, and packages), you can use the Copy function:

1. Click the blue “Copy” button next to the sub event you want to duplicate.

2. A pop-up window will display all event dates.

3. The original sub event will be automatically selected.

4. Choose the additional dates you’d like to copy the sub event to.

5. Click the blue “Save” button to apply the copies.

After completing either method, you will return to the Sub Event screen.

Once all Sub Events have been created and configured, click the blue “Next” button to continue.

Step 6: Guarantee & Policy Information

In this step, you’ll configure the guarantee details and policy requirements for the event. These settings help define cancellation terms, deposits, and guarantees associated with the event.

1. Select a Cancellation Policy

From the Cancellation Policy dropdown, choose the appropriate policy for the overall event (e.g., 28-Day Cancellation). These options are pre-configured by your property.

🔹 Note: This policy applies to the event as a whole.

2. (Optional) Add a Sub Event Cancellation Policy

You may also assign a cancellation policy at the sub-event level, though this is typically not required.

This option is most commonly used for large or complex events that include multiple rooms or meeting spaces, where a penalty might apply for canceling individual components.

📝 If this level of detail isn't needed, it's sufficient to apply the cancellation policy only to the overall event.

3. Select an Advance Deposit Policy

From the Advance Deposit Policy dropdown, select the appropriate policy (e.g., Deposit Due 90 Days Before Event Start).
These policies are configured by your property and define when and how deposits must be collected.

4. (If Applicable) Select an Attrition Policy

If your event includes a group room block and your property uses attrition policies, select the appropriate Attrition Policy from the dropdown.

These policies define the percentage of unused rooms that can be released without penalty.

5. Set the Event Cut-Off Date

Using the date picker, select the Cut-Off Date for the event.
This is the deadline by which the event should be moved to Confirmed status.

6. Enter a PO Number (If Provided)

If a Purchase Order (PO) Number has been provided for the event, enter it in the PO Number field.
This field is optional and used primarily for events with formal billing arrangements.

7. Select the Guarantee Type

Choose the Guarantee Type for the event. You can select from:

• Credit Card Guarantee

• Property Guarantee (used when the property internally guarantees the event)

8. Proceed to the Next Step

Once all guarantee and policy information has been entered, click the blue “Next” button to continue.

Step 7: Skipping Group Block Creation

In this training scenario, you will not be creating a new group block.

To bypass this step, simply click the blue “Next” button to continue.

Step 8: Event Review Screen

The Event Review screen provides a final summary of all details entered for the event. This includes:

• Event Dates

• Meeting Space (Room)

• Packages

• Rate Summary

Take a moment to carefully review each section to ensure all information is accurate.

Available Actions:

• Click the blue “Confirm” button to finalize and create the event.

• Click the red “Discard” button to cancel and remove the event setup.

• Click the white “Previous” button to go back and make any necessary edits.

📌 Note: After the event is created, additional changes can still be made from the Event Management screen.

The event has been successfully created. You will now be taken to the Event Management screen for the newly created event.