Create Event Proposal with Group Block

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 Group Block tab.

Step 1b: Complete the Group Block Information

Navigate to the Group Block tab and enter the following details:

• Total Rooms: Enter the total number of room nights (allocations) needed for the entire event duration.

• Max Allocations per Night: Specify the maximum number of rooms to be allocated per night.

• Estimated Room Rate: Enter the average nightly rate for the group block.

• Estimated Room Revenue: This value is automatically calculated based on the Total Rooms × Estimated Room Rate.

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

Step 1c: 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: Creating a New Group Block

To create a group block associated with this event:

1. Click the blue “New Group Block” button.

This will open the group block setup screen, allowing you to define room block details, dates, and allocations linked directly to the event.

Step 7a: Creating a New Group Block – Basic Data Screen

Use the Basic Data screen to configure key details for the group block associated with the event.

1. Enter Group Block Dates

• Start Date:
  Select the first arrival date (night) for the group.

  📌 Note: This may be different from your Event Start Date.

• End Date:
  Select the group checkout (departure) date.

  📌 Note: This may be different from your Event End Date.

2. Select Group Block Cut-Off Date

Choose the Cut-Off Date for the group block.

📌 Note: This date is specific to the group block and may differ from the overall event cut-off date.

Depending on your CRS capabilities, you may choose one of the following options:

• Fixed Cut-Off Date:
  A set date when all unreserved rooms in the block are released back to general inventory.

• Rolling Cut-Off Date:
  Unreserved rooms are released one night at a time, starting a specified number of days before arrival.

• No Cut-Off Date:
  The system may use the block's arrival date as the default cut-off if no specific date is provided.

Use the Date Picker to select a Fixed Cut-Off Date, or enter the number of days for a Rolling Cut-Off Date.

3. Select Additional Group Block Details

• Rate Plan:
  Choose the appropriate Rate Plan from the dropdown menu.

• Source:
  Select the source of the booking inquiry (e.g., Sales Call, RFP, Online Form).

• Pickup Restriction:
  This setting defines how reservations can be made for the group block. Options may vary based on your CRS, but generally include:

  • Open to All Channels: Reservations can be made through any supported channel where a group code can be entered.

  • Restricted to PMS: Reservations are limited to the Property Management System or hotel staff only.

• Market Segment:
  Select the relevant corporate or managed market segment from the dropdown.

• Local Market Segment:
  Choose the property-specific market segment applicable to this group.

4. Commission Tracking (Optional)

If the group block should be commissionable, enable the Commission Tracking toggle.

5. Continue to the Next Step

Once all required fields are completed, click the blue “Next” button to proceed.

Step 7b: Creating a New Group Block – Allotment Screen

On this screen, you will enter the inventory allocations for each room type associated with the group block.

1. Review Room Availability

For each day, the system will display the number of rooms currently available in the PMS under the Contracted and Authorized columns. Use this information to guide your allocation entries.

2. Enter the Contracted Amount

In the Contracted Amount field, enter the number of rooms the group is allowed to book—provided inventory is available at the time of reservation.
This represents the maximum number of rooms the group can pick up.

3. Enter the Authorized Amount

In the Authorized Amount field, enter the number of rooms you are reserving exclusively for the group.
This amount will be deducted from general inventory and held for the group until the cut-off date.

🔹 Note: The Contracted Amount must be equal to or greater than the Authorized Amount. You cannot contract fewer rooms than are authorized.

4. Continue to the Next Step

After entering allocations for each room type, click the blue “Next” button to proceed.

Step 7C: Creating a New Group Block – Pricing Screen

The Update Pricing screen displays the Start Date and End Date of the group block, along with all available room types at the hotel.

1. Understanding Group Block Pricing in HotelKey

In HotelKey, every room type in a group block must have a rate, even if no inventory is currently allocated to that room type.
This is a safeguard to prevent a scenario where inventory is later added to a room type without assigning a rate, which could result in a $0 booking.

2. Entering Rates

• If the rate is the same for every night of the stay:

  • Enter the rate for the first room type and click the copy button located to the left of the currency box. This will automatically apply the entered rate across all stay nights and room types.

• If the rate varies by night:

  • Use the End Date Calendar Picker to enter different rates for each stay night.

3. Setting Extra Person Pricing

To enter or modify extra person pricing:

• Click the “Edit” icon (person with a pencil).

• This opens the detailed pricing view where you can:

  • Set a specific Extra Person Rate

  • If your CRS supports Occupancy-Based Pricing, enter separate rates for each adult in the room.

📌 Note:

• If Occupancy-Based Pricing is enabled in your CRS, the Extra Person Price field will be disabled.

• Instead, you will enter rates for each adult directly in the edit screen.

If you do not open the edit screen, the rate entered in the main input field will apply uniformly to all adults in the room.

4. Continue to the Next Step

After entering allocations for each room type, click the blue “Next” button to proceed.

Step 7D: Creating a New Group Block – Pricing Review Screen

After entering the room rates, you will be taken to the Pricing Review screen. This screen provides an overview of the rates for all room types and stay dates, and allows you to make edits if needed.

🔧 Editing Options

You have three ways to update pricing:

1. Edit an Individual Day & Room Type

• Click directly on the rate amount for a specific day and room type.

• This will open the Update Pricing screen where you can adjust the rate for that specific day and room type only.

2. Edit All Dates for a Room Type

• Click the pencil icon next to the room type name.

• This opens the Update Pricing screen.

• Any changes made here will apply to all dates for that room type.

3. Edit All Room Types for a Single Date

• Click the pencil icon next to the date.

• This opens the Update Pricing screen.

• Changes made here will apply to all room types for the selected date only.

✅ Final Step

After reviewing and making any necessary changes, click the blue “Next” button to continue to the next step.

Step 7E: Creating a New Group Block – Guarantee Information Screen

In this step, you will select the Billing Type for the group block. This determines who is responsible for which charges—the group or the individual guests.

Use the Billing Type dropdown menu to select one of the following options:

🔘 Custom Billing

Allows for a combination of charges split between the group and the guest.
Example: The group pays for Room Accommodations and Parking, while the guest is responsible for all other charges.

🔘 Full Coverage

The group is responsible for all charges, including accommodations, incidentals, and any additional services.

🔘 Individual Billing

Each guest is responsible for all charges, with no charges billed to the group.

🔘 Room Coverage Only

The group pays for Room Accommodations only. Guests are responsible for all other charges (e.g., meals, parking, incidentals).

📌 Note: Once the group block is created and reservations are made, you can manage or override the billing type for individual reservations within the PMS, if needed.

When finished, click the blue “Next” button to continue.

Step 7F: Creating a New Group Block – Contact Information Screen

In this step, you’ll enter the final group details before creating the block in the PMS.

1. Group Contact Information

The Group Contact is automatically populated based on the Booker or Contact selected during Step 2 of the event setup.
This person will serve as the primary contact for the Group Block.

📌 No additional action is required. You can change this information once the block is created in the PMS.

2. Enter the Group Block Name

Enter the Group Block Name — this is the name guests will reference when calling to make a reservation (e.g., "Smith Wedding Block", "ABC Corporation Conference").

3. Enter or Confirm the Group Code

• Enter a Group Code, which serves as the unique identifier for the group block.

📌 Important Notes:

• Depending on your CRS integration, the Group Code may be auto-generated.

• In some systems, this code is used for online booking (e.g., via a brand website).

• If your CRS does not use or auto-generate a Group Code, you can enter any custom code that helps you easily identify the group in the PMS.

4. Create the Group Block

Once all information has been entered, click the blue “Create” button.

This action will write the Group Block to the PMS, completing the setup process.

Step 7G: Creating a New Group Block – Review Screen

The Group Block has now been successfully created in the PMS.

On the Review Screen, you’ll see a summary of the key details related to the group block, including:

• Group Name

• Stay Dates

• Billing Type

🔄 If Changes Are Needed

If you need to start over for any reason, you can click the red “Cancel and Create New Group Block” button to discard the current block and begin a new one.

⚠️ Use this option only if you need to fully reset the group block setup. You can make edits from the PMS now that the block is created.

✅ Continue Event Setup

In most cases, you’ll simply click the blue “Next” button to continue building the rest of your Event.

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

• Group Block Details

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.