EventKey Glossary

Category	What it means
Administration	Configuration, setup, audit, and system governance terms.
Billing	Financial ledger, invoicing, payments, fees, and posting terms.
Contacts	Client and stakeholder relationship terms.
Documents	Contracts, proposals, signatures, and customer-facing document terms.
Event Status	Lifecycle stages that describe where an event sits in the sales or operations process.
Event Type	Classifications that describe the kind of event or booking being managed.
Inventory	Stock, product, and room inventory tracking terms.
Navigation	Menus, dashboards, shortcuts, and screens users navigate to in EventKey.
Operations	Day-to-day event execution, setup, staffing, BEO, and service workflow terms.
Packages & Pricing	Rate structures, package setup, discounts, and bundled pricing terms.
Platform	Core EventKey product and system-level platform terms.
Policies	Rules governing deposits, cancellations, attrition, cut-offs, and financial conditions.
Reports	Analytical, audit, revenue, sales, and operational reporting terms.
Space Management	Function room assignment, availability, layouts, occupancy, and space control terms.

Term	Definition
Action Menu Navigation	The main navigational sidebar in EventKey providing quick access to operational screens such as Inquiries, Availabilities, Shift Management, House Inventory, Calendar, Print Bulk BEOs, and Fast Posting.
Application Configuration Administration	Global system settings controlling space display order, time formats, default system emails, and availability color coding across the platform.
Attrition Policy Policies	Contractual clause establishing the allowable percentage reduction in committed guest room nights or food and beverage spend before financial penalties apply.

Term	Definition
Banquet Event Order (BEO) Operations	The master operational document detailing setup requirements, timelines, menu selections, AV needs, and billing instructions distributed to banquet, kitchen, and setup teams.
BEO Text Operations	Customizable narrative blocks, disclaimers, or thank-you notes added directly onto printed or digital Banquet Event Orders.
Booking Type Administration	Classification framework used to distinguish events, such as Corporate, Social, Wedding, or Conference, and automate pricing, rules, and workflows.
Bulk BEO Printing Operations	An operational tool used to batch-generate BEOs across multiple upcoming events for departmental distribution.

Term	Definition
Cancellation Policy Policies	Financial policy defining client cancellation penalties, tiered timeframe thresholds, and automatic fee calculations based on cancellation dates.
Cancelled Event Event Status	An event that has been terminated, releasing assigned spaces, room blocks, and equipment while recording a cancellation reason code.
Confirmed Event Event Status	An event status indicating that all required contracts are signed and necessary initial deposits have been received.
Custom Fields Administration	User-defined data fields added to event records to capture property-specific details, purchase order numbers, or special requests.
Cut-Off Policy Policies	Automatic timeframe rule specifying when unconfirmed prospect holds or unassigned group block rooms are released back into general inventory.

Term	Definition
Day Delegate Rate (DDR) Packages & Pricing	A bundled daily per-person pricing model combining function space rental, continuous coffee breaks, lunch, and standard AV equipment into a single rate.
Deposit Policy Policies	Configuration establishing advance payment schedules, payment deadlines, and minimum deposit percentages required to secure a booking.
Direct Bill (Bill to Company) Billing	Financial arrangement allowing event charges to be invoiced directly to an approved corporate account based on established credit terms.
Discount Offer Packages & Pricing	Admin-configured promotional or rate reduction rules applied to space rentals or packages while maintaining audited billing records.
Do Not Move (DNM) Space Management	A space management override lock placed on an event space assignment to prevent unauthorized space reassignments, especially for VIPs or complex setups.

Term	Definition
Electronic Document Signing (e-Signature) Documents	Built-in feature allowing BEOs and contracts to be sent digitally to clients for online signature, with signed copies automatically attached to the event record.
Ended Event Event Status	A completed event status signifying that functions have concluded, paving the way for post-event financial auditing and closing.
Event Amenities Operations	Standard operational items or equipment, such as podiums, microphones, whiteboards, and flipcharts, automatically bundled into event setup rules.
Event Audit Logs Administration	System records that track user edits, field modifications, status transitions, and rate overrides across an event record for compliance and accountability.
Event Auto Actions Administration	Automated system rules that trigger task generation and staff assignments based on custom events or milestones, such as sending contract reminders before an event.
Event Books Report Reports	Strategic report tracking total lifecycle revenue, including Space, Package, and Group Sleeping Rooms, across all event statuses against targets.
Event Cancellation Reason Codes Administration	Standardized codes assigned during event cancellation to analyze lost business trends, such as Price, Date Unavailable, Competitor, or Event Cancelled.
Event Commission Report Reports	Accounting report tracking IATA travel agency profiles, calculating commission payouts, and streamlining distribution.
Event Contact Contacts	An external client stakeholder assigned to an event record, such as Booker, On-Site Contact, or Contract Signer.
Event Contract Documents	The legally binding document establishing space holds, room block allocations, pricing guarantees, deposit schedules, cancellation terms, and attrition rules.
Event Coordinator Productivity Report Reports	Operational performance report tracking coordinator-level event execution, revenue contributions, and annual target progress.
Event Covers Report Reports	Financial contribution report analyzing guest or cover counts alongside space, package, and lodging revenues.
Event Deposit Schedules Report Reports	Financial audit tracking advance deposit due dates, received funds, pending balances, and projected cash flow.
Event Folio Billing	The master financial ledger associated with an event record where charges, such as space, food and beverage, packages, rooms, payments, and deposits, are posted and audited.
Event Group Blocks Report Reports	Audit report mapping PMS Group Masters to EventKey event records to verify room block sync and pickup.
Event Pace Report Reports	Analytical report measuring current booking pace against annual budgets and historical same-time-last-year variance.
Event Profile Administration	Admin configuration defining booking rules, required coordinator assignments, restriction policies, and permitted booking sources for specific event categories.
Event Proposal Documents	A preliminary agreement or quotation sent to a client detailing function space reservations, food and beverage packages, guest room block commitments, and estimated costs.
Event Quotation Letter Documents	A formal document issued to prospective clients detailing estimated expenses, room setups, and booking conditions prior to contract issuance.
Event Revenue Summary Report Reports	High-level and itemized report breaking down revenue into Space Rental, Packages, Food and Beverage, Miscellaneous Charges, and Tax or Service fees.
Event Source Administration	Operational tracking code identifying lead acquisition channels, such as Direct Inquiry, Website, Repeat Client, or Referral, for marketing performance analysis.
Event Space Availability Report Reports	Operational schedule report identifying available booking windows and open venue slots to optimize booking density.
Event Space Occupancy Report Reports	Utilization report tracking monthly and annual room usage percentages across all venue spaces.
Event Task Types Operations	Categories for organizing staff task lists, deadlines, and follow-up activities across planning and operational execution.
Event Type Administration	Categorization that links function spaces, packages, and policy rules during event setup.
Event User Activity Report Reports	Administrative audit log recording user logins, status updates, rate overrides, and timestamped system modifications.
EventKey (Sales & Catering) Platform	HotelKey’s integrated module for managing corporate events, group business, banquet catering, function spaces, and event revenue.
EventKey Dashboard Navigation	The primary landing page featuring event calendars, revenue projections, housekeeping and maintenance status, daily operational boards, and quick action shortcuts.

Term	Definition
Fast Posting Billing	A bulk billing tool that allows operators to post standard or recurring charges across multiple events simultaneously.

Term	Definition
Group-Only Event Event Type	An event booking that reserves a sleeping room block without attaching meeting or event function spaces.

Term	Definition
House Inventory Inventory	A real-time availability view pulling sleeping room inventory directly from the Property Management System to coordinate group block allocations and prevent overbooking.

Term	Definition
Inquiry (Lead) Event Status	A preliminary request from a potential client expressing interest in hosting an event at the venue, used to track early-stage leads before generating quotes or proposals.

Term	Definition
Master Menus Operations	Centralized repository of pre-priced food, beverage, and banquet menus uploaded for attachment to sub-events and proposals.
Meeting Room Only Event Event Type	An event proposal or booking that reserves function spaces and catering without attaching a sleeping room block.

Term	Definition
Package Packages & Pricing	A bundled offering combining function spaces, food and beverage menus, and equipment at a flat-rate or per-person price.
Package Category Packages & Pricing	Grouping mechanism used to organize packages in the admin panel for easy selection during quote building.
Package Classification Packages & Pricing	High-level category used for financial roll-up reporting and aggregate revenue analysis across package lines.
Price Plan Packages & Pricing	A flexible rate structure defining room rental and package rates based on seasonality, days of the week, or client classifications.
Product Inventory Dashboard Inventory	Real-time stock management screen tracking item availability, sub-event consumption, and potential supply shortages.
Product Setup Inventory	Catalog of individual saleable items categorized into perishable items, such as food and beverage, and non-perishable items, such as AV gear, linens, and chairs, with stock tracking controls.
Prospect Event Event Status	The initial pipeline status of an event after an inquiry is converted to won. It represents a qualified lead in the active sales funnel requiring proposal drafting.

Term	Definition
Reinstated Event Event Status	A previously cancelled event that has been reopened, restoring space holds, room blocks, and billing accounts.

Term	Definition
Sales Manager Production Report Reports	Performance tracking report measuring confirmed booking volume, generated revenue, and sales activity per manager.
Service Charge Billing	An automated percentage-based or flat fee applied to food, beverage, and space rentals to cover administrative and operational overhead.
Shift Management Operations	An operational tracking feature allowing staff to log shift start and end times and record daily user activity for operational reporting.
Space Arrangement (Room Layout) Space Management	Pre-configured seating and table layouts, such as Banquet, Theater, Classroom, U-Shape, or Boardroom, assigned to function spaces with specific capacity limits.
Space Type Space Management	Category used to group function spaces based on room function or layout, such as Ballroom, Boardroom, Outdoor Terrace, or Meeting Room.
Started Event Event Status	An active, live event status triggered when the event date or time arrives, enabling live operational charge posting to the event folio.
Subevent Operations	A distinct activity or session within a larger parent event, such as a breakout session, morning coffee break, or dinner banquet within a multi-day conference.

Term	Definition
Tentative Event Event Status	A pipeline status indicating that a formal proposal or contract has been presented to the client, but signatures or required deposits remain pending.
Today’s Cut-Offs Navigation	Dashboard view highlighting events reaching their cut-off date today, prompting managers to confirm, extend, or release bookings.

EventKey Knowledge Base Glossary

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