EventKey FAQ

EventKey is HotelKey’s event management platform for managing inquiries, proposals, contracts, banquet event orders (BEOs), function space, group blocks, event billing, tasks, and sales reporting.

Need more information? Click here to view the full Knowledge Base Article: EventKey Operations Hub.

From HotelKey, navigate to Home > Event Management. Access may vary depending on your property setup and user permissions.

Need more information? Click here to view the full Knowledge Base Article: Reading the EventKey Dashboard.

The dashboard gives teams a centralized view of upcoming events, event statuses, cut-off dates, pending actions, and operational activity. It helps sales, catering, banquet, and front desk teams understand what is happening today and what needs follow-up.

Need more information? Click here to view the full Knowledge Base Article: Reading the EventKey Dashboard.

Use the calendar or daily event count link, often shown as an “X Events” link, to open the list of events scheduled for that date. Filters may be used to narrow by venue, status, event type, or assigned user.

Need more information? Click here to view the full Knowledge Base Article: Reading the EventKey Dashboard.

• Prospect: An early opportunity or inquiry that has not yet been formally held or contracted.

• Tentative: Space, rooms, or services may be held while the client decides or completes the booking process.

• Confirmed: The event has been accepted, contracted, or otherwise finalized according to property workflow.

Need more information? Click here to view the full Knowledge Base Article: Event Life Cycle.

Today’s Cut-Offs identify bookings that require action by the current date. Staff should review whether to extend the cut-off, release inventory or space, or move the booking forward in the sales process.

Need more information? Click here to view the full Knowledge Base Article: Today’s Cut-Offs.

An Inquiry captures initial client interest. A Proposal presents availability, pricing, function space, sleeping room blocks, and preliminary event details. A Confirmed Event is the finalized booking used for operational planning, contract execution, BEO production, and billing.

Need more information? Click here to view the full Knowledge Base Article: Event Life Cycle.

Create an Inquiry when a potential client contacts the hotel but has not yet committed to dates, space, pricing, or contract terms. This allows the sales team to track the opportunity and follow up.

Need more information? Click here to view the full Knowledge Base Article: Action Menu: Inquiries.

Create a Proposal when the client needs a formal quote or offer. Proposals may include meeting room rental, catering, packages, sleeping room blocks, or a combination of these items.

Need more information? Click here to view the full Knowledge Base Article: Create Event Proposal Meeting Room Only.

Need group rooms too? Click here to view the full Knowledge Base Article: Create Event Proposal with Group Block.

A Group-Only Event is used when the booking involves sleeping rooms only and does not require function space, banquet setup, catering menus, or BEO planning. Examples include tour groups, wedding room blocks, sports teams, or corporate room blocks.

Need more information? Click here to view the full Knowledge Base Article: Group Only Events.

Yes. EventKey supports events that include function space, catering, and group room blocks. If integrated with HotelKey PMS, room inventory and pickup can be managed through the group block workflow.

Need more information? Click here to view the full Knowledge Base Article: Create Event Proposal with Group Block.

Yes, users with the appropriate permissions can update event details, dates, status, attendance counts, contact information, space assignments, menus, pricing, and billing details. Some changes may be audited or restricted depending on configuration.

Need more information? Click here to view the full Knowledge Base Article: Edit Event Records.

Quick Edit allows authorized users to update key event details quickly without navigating through every full event setup screen.

Need more information? Click here to view the full Knowledge Base Article: Edit Event Records.

When integrated with HotelKey PMS, EventKey can reference house inventory and group block availability so sales teams can evaluate whether rooms are available before committing to a group.

Need more information? Click here to view the full Knowledge Base Article: Action Menu: House Inventory.

House Inventory displays sleeping room availability for the hotel. It helps sales teams understand total available rooms, blocked inventory, transient demand, and whether a proposed group can be accommodated.

Need more information? Click here to view the full Knowledge Base Article: Action Menu: House Inventory.

Group Blocks reserve sleeping room inventory for an event or group. They help track contracted rooms, pickup, release dates, room types, and availability across the event dates.

Need more information? Click here to view the full Knowledge Base Article: Create Group Block (V2 Groups) in EventKey.

Yes, depending on user permissions and property policy. Room block dates, room types, quantities, rates, and cut-off dates may be modified. Changes should be reviewed carefully because they can affect PMS inventory, pickup reporting, and client commitments.

Need more information? Click here to view the full Knowledge Base Article: Manage Group Blocks.

EventKey uses function space assignments and availability controls to help prevent overlapping bookings. Staff should always review the function space calendar and event status before confirming space.

Need more information? Click here to view the full Knowledge Base Article: Event Space Availability Report.

“Do Not Move” indicates that an assigned space should not be reassigned without approval. This is useful for VIP events, specific client requirements, or operational constraints.

Need more information? Click here to view the full Knowledge Base Article: Do Not Move.

Space Arrangements define room layouts such as classroom, theater, banquet rounds, reception, boardroom, or custom setups. They help teams plan capacity, setup labor, and BEO instructions.

Need more information? Click here to view the full Knowledge Base Article: Space Arrangements.

A Banquet Event Order, or BEO, is the operational document used by hotel teams to execute an event. It typically includes event timing, room setup, menu items, guaranteed counts, service notes, billing instructions, and internal comments.

Need more information? Click here to view the full Knowledge Base Article: Print Banquet Event Orders (BEO).

A BEO should be generated when event details are ready for operational review. Many properties generate initial BEOs after confirmation and final BEOs after guarantees, menu selections, and setup details are finalized.

Need more information? Click here to view the full Knowledge Base Article: Print Banquet Event Orders (BEO).

Yes. Bulk printing allows banquet, culinary, operations, and leadership teams to print multiple BEOs for a date range or event set.

Need more information? Click here to view the full Knowledge Base Article: Action Menu: Print Bulk BEO’s.

BEO versioning preserves a history of generated BEOs. When event details change, users can generate a new BEO version so teams can distinguish the latest version from previous versions.

Need more information? Click here to view the full Knowledge Base Article: Print Banquet Event Orders (BEO).

Versioning helps prevent teams from working from outdated information. It also provides an audit trail showing when a BEO changed and supports better operational accountability.

Need more information? Click here to view the full Knowledge Base Article: Print Banquet Event Orders (BEO).

Yes, where configured. EventKey can support digital contract delivery and electronic signatures, allowing clients to review and sign without printing or scanning.

Need more information? Click here to view the full Knowledge Base Article: Sending and Signing BEOs & Contracts Electronically.

Yes, if the hotel uses compatible payment configuration. Web payment links may be included so clients can pay deposits or event charges online.

Need more information? Click here to view the full Knowledge Base Article: Sending and Signing BEOs & Contracts Electronically.

Yes. Authorized users can add custom text or notes and determine whether the text should appear on the BEO, the contract, or both, depending on template configuration.

Need more information? Click here to view the full Knowledge Base Article: BEO Text.

Depending on configuration, hotels may hide sensitive package breakdowns or internal pricing details from certain client-facing documents while still preserving operational detail internally.

Need more information? Click here to view the full Knowledge Base Article: Event Quotation Letter.

Event billing may include room rental, catering charges, packages, service charges, taxes, deposits, commissions, adjustments, and payments. Charges may be posted to event folios or routed according to property procedures.

Need more information? Click here to view the full Knowledge Base Article: Billing Information.

Fast Posting allows teams to post standard or recurring charges more efficiently across one or more events or folios, depending on configuration.

Need more information? Click here to view the full Knowledge Base Article: Action Menu: Fast Posting.

Yes, future-dated charge posting can be used for planned charges such as deposits, room rental, catering minimums, or scheduled billing milestones, subject to accounting controls and business date rules.

Need more information? Click here to view the full Knowledge Base Article: Future-Date Charge Posting Logic.

Deposits may be configured according to property policy. A deposit schedule can define when deposits are due, how much is due, and whether tasks or reminders should be created for follow-up.

Need more information? Click here to view the full Knowledge Base Article: Deposit Policies.

For eligible bookings, EventKey may support IATA agency association, direct commission deduction, net invoicing, and reporting. Exact behavior depends on property configuration and accounting workflow.

Need more information? Click here to view the full Knowledge Base Article: Direct Commission Deduction & Net Invoicing.

Closing or ending an event indicates that the operational event has concluded and billing should be complete or ready for final review. Some properties use this step to restrict additional changes and confirm folio settlement.

Need more information? Click here to view the full Knowledge Base Article: Closing the Event.

• All actual charges have been posted.

• Deposits and payments have been applied correctly.

• Taxes, service charges, and package charges are accurate.

• Commissions or routing instructions are complete.

• The folio balance has been reviewed and settled according to property policy.

Need more information? Click here to view the full Knowledge Base Article: Closing the Event.

Function spaces are configured in EventKey Administration. Setup may include room names, capacities, space arrangements, pricing, availability, and active or inactive status.

Need more information? Click here to view the full Knowledge Base Article: Spaces (Meeting Rooms).

Space Price Plans define how function space is priced. Pricing may vary by season, day of week, client type, attendance, package, or property-specific rules.

Need more information? Click here to view the full Knowledge Base Article: Price Plans.

Per-person pricing calculates charges based on attendance counts, guarantees, or selected package rules. Hotels should confirm whether pricing is based on expected attendance, guaranteed attendance, actual attendance, or another configured value.

Need more information? Click here to view the full Knowledge Base Article: Price Plans Day Delegate Rates (DDR).

Cancellation policies define fees or penalties if a client cancels after certain milestones. These may vary by event date, lead time, revenue type, contract value, or property rules.

Need more information? Click here to view the full Knowledge Base Article: Cancellation Policy.

Attrition policies define the financial impact if a group does not meet its contracted room block, food and beverage minimum, or other commitment.

Need more information? Click here to view the full Knowledge Base Article: Attrition Policy.

A cut-off policy defines when held space or room inventory should be released if the client has not confirmed, paid, or met required booking conditions.

Need more information? Click here to view the full Knowledge Base Article: Cut Off Policies.

Event Auto Actions automatically create tasks or trigger follow-up steps based on event status, dates, or milestones. Examples include sending a contract, collecting a deposit, requesting final menu selections, or generating a BEO.

Need more information? Click here to view the full Knowledge Base Article: Event Auto Actions.

They can usually be inactivated rather than deleted. Inactivation prevents future use while preserving historical reporting and past event records.

Need more information? Click here to view the full Knowledge Base Article: Event Classifications.

Tasks help teams manage follow-up work such as sending proposals, collecting deposits, confirming menus, checking room blocks, generating BEOs, or reviewing final billing.

Need more information? Click here to view the full Knowledge Base Article: Task Management.

Yes. Tasks may be assigned to individual staff members, departments, companies, or unassigned queues, depending on configuration.

Need more information? Click here to view the full Knowledge Base Article: Managing Tasks From the Event Record.

Yes. Event Auto Actions can create tasks based on event activity, status changes, or milestone dates.

Need more information? Click here to view the full Knowledge Base Article: Event Auto Actions.

Operations teams should review BEOs, event timing, room setup, menu details, guest counts, service notes, and any special instructions. Teams should confirm they are using the latest BEO version.

Need more information? Click here to view the full Knowledge Base Article: Manage Started Events.

Front desk teams may reference group block details, arrival dates, cutoff dates, rooming list status, billing instructions, and contacts. They should coordinate with sales or reservations before making changes that affect group commitments.

Need more information? Click here to view the full Knowledge Base Article: Create Group Block (V2 Groups) in EventKey.

Sales leadership may use production, pace, revenue, event activity, deposit, and productivity reports to evaluate performance against goals and prior periods.

Need more information? Click here to view the full Knowledge Base Article: EventKey Sales & Catering Reports.

The Sales Manager Production Report helps leadership track sales performance by user, event, account, revenue category, or date range, depending on report configuration.

Need more information? Click here to view the full Knowledge Base Article: Sales Manager Production Report.

This report helps track coordinator activity, workload, and output, which may include events managed, tasks completed, bookings supported, or revenue influenced.

Need more information? Click here to view the full Knowledge Base Article: Event Coordinator Productivity Report.

Use the Event User Activity Report or event audit logs, where available. These tools help identify user activity, timestamps, status changes, rate changes, date updates, and other key modifications.

Need more information? Click here to view the full Knowledge Base Article: Event User Activity Report.

Audit logs support accountability, troubleshooting, revenue protection, and operational accuracy. They are especially useful when investigating rate overrides, billing discrepancies, or last-minute event changes.

Need more information? Click here to view the full Knowledge Base Article: Event Audit Logs.

Your user role may not have the required permissions. Contact your property administrator or support team to review your access.

Need more information? Click here to view the full Knowledge Base Article: Application Configuration.

The event may be locked by status, closed, restricted by permission, or controlled by property workflow. Review the event status and contact an administrator if access is needed.

Need more information? Click here to view the full Knowledge Base Article: Application Configuration.

Check filters, event dates, space assignments, room block dates, PMS sync timing, and whether inventory is already held by another booking. If the issue persists, escalate to support.

Need more information? Click here to view the full Knowledge Base Article: Event Space Availability Report.

The BEO may have been generated before the latest event changes. Generate a new BEO version if permitted, and confirm teams are using the most recent version.

Need more information? Click here to view the full Knowledge Base Article: Print Banquet Event Orders (BEO).

Payment links may depend on gateway setup, contract template configuration, event status, deposit schedule, or folio configuration. Confirm setup and escalate to the accounting or support team if needed.

Need more information? Click here to view the full Knowledge Base Article: Sending and Signing BEOs & Contracts Electronically.

Verify the group block details, date range, room types, and PMS connectivity. Avoid duplicate manual changes until the sync issue is understood. Escalate if inventory or pickup does not update as expected.

Need more information? Click here to view the full Knowledge Base Article: Create Group Block (V2 Groups) in EventKey.

New users should begin with dashboard navigation, inquiry and proposal creation, event status definitions, group block basics, BEO review, task management, and core reports relevant to their role.

Need more information? Click here to view the full Knowledge Base Article: EventKey Glossary.

• Create and manage inquiries, proposals, and confirmed events.

• Review availability before promising space or rooms.

• Track cut-offs, deposits, contract status, and client follow-up.

• Use production and pipeline reports to monitor performance.

Need more information? Click here to view the full Knowledge Base Article: EventKey Operations Hub.

• Maintain accurate event details, menus, counts, setup notes, and timelines.

• Generate and review BEOs and contracts.

• Coordinate changes with banquet, culinary, front desk, and accounting teams.

• Use tasks and auto actions to manage deadlines.

Need more information? Click here to view the full Knowledge Base Article: EventKey Operations Hub.

• Review the latest BEO version before setup and service.

• Confirm room layout, equipment, timing, menu, guest count, and service notes.

• Escalate conflicts or missing details before the event begins.

Need more information? Click here to view the full Knowledge Base Article: Print Banquet Event Orders (BEO).

• Review group block details and rooming list status.

• Confirm arrival and departure dates, rates, pickup, and billing instructions.

• Coordinate with sales before changing group-related inventory or reservations.

Need more information? Click here to view the full Knowledge Base Article: Create Group Block (V2 Groups) in EventKey.

• Review deposits, payments, routing, taxes, service charges, and commissions.

• Confirm folio balances before event closure.

• Investigate discrepancies using billing records and audit reports.

Need more information? Click here to view the full Knowledge Base Article: Billing Information.

• Keep event statuses accurate so teams understand the booking lifecycle.

• Review availability before confirming space or sleeping rooms.

• Use cut-off dates to avoid holding inventory longer than intended.

• Generate new BEO versions after meaningful event changes.

• Confirm final guarantees before posting final catering charges.

• Use tasks and auto actions to reduce missed deadlines.

• Preserve auditability by avoiding undocumented manual workarounds.

• Review folios carefully before closing or ending an event.

Need more information? Click here to view the full Knowledge Base Article: EventKey Operations Hub.

If an EventKey issue cannot be resolved at the property level, gather the following information before escalating:

• Property name and environment, if applicable.

• Event name and event ID or booking reference.

• Dates affected.

• User experiencing the issue.

• Screenshots or screen recording.

• Steps to reproduce the issue.

• Expected result versus actual result.

• Whether PMS inventory, billing, payment, or reporting is impacted.

This information helps administrators and support teams investigate quickly and accurately.

Need more information? Click here to view the full Knowledge Base Article: Application Configuration.