Event Life Cycle (Prospect, Tentative, Confirmed, Started and Ended)

The event life cycle begins when a proposal is created for a potential client or when an inquiry (lead) is marked as won.

At this stage, the event is typically assigned a Prospect status. This indicates that the event is still under evaluation, and no space, rooms, or resources have been officially reserved.

The Prospect status is primarily used to track early-stage interest and initial communication with the client. If a group block is created while in this status, it will also be sent to the Property Management System (PMS) as a Prospect.

Important:
Events in Prospect status:

• Do not have access to a folio screen for posting charges or deposits.

• Cannot generate or send contracts or Banquet Event Orders (BEOs) for review.

Updating an Event to Tentative Status

When a client provides a verbal agreement or expresses strong interest in booking, the event should be updated to Tentative status.

This status indicates that space has been held for the client; however, a signed contract has not yet been received. Marking an event as Tentative reserves the necessary space and resources, allowing the client time to confirm their decision without risking availability.

How to Promote an Event to Tentative:

1. Navigate to the Action Menu in the upper right corner of the event screen.

2. Select Tentative from the dropdown list.

The event will then be automatically updated to Tentative status.

Important:
Events in Tentative status:

• Have access to a folio screen for posting charges or deposits.

• House Account is now created and opened in the Event name.

• Can generate or send contracts or Banquet Event Orders (BEOs) for review.

• Attached Group Blocks will automatically move to Tentative status deducting allocations from room type inventory.

Promoting an Event to Confirmed Status

Once the signed contract has been received and any required deposit has been collected, the event should be updated to Confirmed status.

This status reflects a formal commitment from the client and signals that internal teams can begin detailed planning and execution. Events in Confirmed status are considered definite business.

How to Promote an Event to Confirmed:

1. Go to the Action Menu in the upper-right corner of the event screen.

2. Select Confirmed from the dropdown menu.

3. Click the blue Confirmed button to finalize the update.

The event will now be set to Confirmed status.

Important:
When an event is marked as Confirmed:

• Any attached group blocks will automatically be promoted to Definite status.

• Room inventory is released and available for pickup by guests.

Event Transition to Started Status

As the event date arrives, any event in Confirmed status will automatically transition to Started status.

This status indicates that the event is actively taking place and signals operational teams—such as Banquets, AV, and Catering—to begin service execution based on the finalized event details.

How the Event Transitions to Started:

There is no manual action required to update an event to Started status.

This change occurs automatically during Night Audit as EventKey advances to the current business day of the event.

Important:
When an event transitions to Started status:

• All space and package charges are automatically posted to the folio.

Closing an Event: Transition to Ended Status

After the event has concluded, its status should be updated to Ended.
This final stage marks the completion of the event and allows for final billing, post-event reporting, and client follow-up to be completed.

Updating the event to Ended ensures accurate system reporting and officially closes the event life cycle.

Steps to End an Event:

1. Ensure the folio is balanced and settled to zero.

2. Navigate to the Action Menu in the upper-right corner of the event screen.

3. Select Close from the dropdown menu.

4. Click the blue Confirmed button to finalize the update.

The event will now be marked as Ended.