EventKey Glossary

Action Menu

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

Global system settings controlling space display order, time formats, default system emails, and availability color coding across the platform.

Attrition Policy

Contractual clause establishing the allowable percentage reduction in committed guest room nights or food and beverage spend before financial penalties apply.

Banquet Event Order (BEO)

The master operational document detailing setup requirements, timelines, menu selections, AV needs, and billing instructions distributed to banquet, kitchen, and setup teams.

BEO Text

Customizable narrative blocks, disclaimers, or thank-you notes added directly onto printed or digital Banquet Event Orders.

Booking Type

Classification framework used to distinguish events, such as Corporate, Social, Wedding, or Conference, and automate pricing, rules, and workflows.

Bulk BEO Printing

An operational tool used to batch-generate BEOs across multiple upcoming events for departmental distribution.

Cancellation Policy

Financial policy defining client cancellation penalties, tiered timeframe thresholds, and automatic fee calculations based on cancellation dates.

Cancelled Event

An event that has been terminated, releasing assigned spaces, room blocks, and equipment while recording a cancellation reason code.

Confirmed Event

An event status indicating that all required contracts are signed and necessary initial deposits have been received.

Custom Fields

User-defined data fields added to event records to capture property-specific details, purchase order numbers, or special requests.

Cut-Off Policy

Automatic timeframe rule specifying when unconfirmed prospect holds or unassigned group block rooms are released back into general inventory.

Day Delegate Rate (DDR)

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

Configuration establishing advance payment schedules, payment deadlines, and minimum deposit percentages required to secure a booking.

Direct Bill (Bill to Company)

Financial arrangement allowing event charges to be invoiced directly to an approved corporate account based on established credit terms.

Discount Offer

Admin-configured promotional or rate reduction rules applied to space rentals or packages while maintaining audited billing records.

Do Not Move (DNM)

A space management override lock placed on an event space assignment to prevent unauthorized space reassignments, especially for VIPs or complex setups.

Electronic Document Signing (e-Signature)

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

A completed event status signifying that functions have concluded, paving the way for post-event financial auditing and closing.

Event Amenities

Standard operational items or equipment, such as podiums, microphones, whiteboards, and flipcharts, automatically bundled into event setup rules.

Event Audit Logs

System records that track user edits, field modifications, status transitions, and rate overrides across an event record for compliance and accountability.

Event Auto Actions

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

Strategic report tracking total lifecycle revenue, including Space, Package, and Group Sleeping Rooms, across all event statuses against targets.

Event Cancellation Reason Codes

Standardized codes assigned during event cancellation to analyze lost business trends, such as Price, Date Unavailable, Competitor, or Event Cancelled.

Event Commission Report

Accounting report tracking IATA travel agency profiles, calculating commission payouts, and streamlining distribution.

Event Contact

An external client stakeholder assigned to an event record, such as Booker, On-Site Contact, or Contract Signer.

Event Contract

The legally binding document establishing space holds, room block allocations, pricing guarantees, deposit schedules, cancellation terms, and attrition rules.

Event Coordinator Productivity Report

Operational performance report tracking coordinator-level event execution, revenue contributions, and annual target progress.

Event Covers Report

Financial contribution report analyzing guest or cover counts alongside space, package, and lodging revenues.

Event Deposit Schedules Report

Financial audit tracking advance deposit due dates, received funds, pending balances, and projected cash flow.

Event Folio

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

Audit report mapping PMS Group Masters to EventKey event records to verify room block sync and pickup.

Event Pace Report

Analytical report measuring current booking pace against annual budgets and historical same-time-last-year variance.

Event Profile

Admin configuration defining booking rules, required coordinator assignments, restriction policies, and permitted booking sources for specific event categories.

Event Proposal

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

A formal document issued to prospective clients detailing estimated expenses, room setups, and booking conditions prior to contract issuance.

Event Revenue Summary Report

High-level and itemized report breaking down revenue into Space Rental, Packages, Food and Beverage, Miscellaneous Charges, and Tax or Service fees.

Event Source

Operational tracking code identifying lead acquisition channels, such as Direct Inquiry, Website, Repeat Client, or Referral, for marketing performance analysis.

Event Space Availability Report

Operational schedule report identifying available booking windows and open venue slots to optimize booking density.

Event Space Occupancy Report

Utilization report tracking monthly and annual room usage percentages across all venue spaces.

Event Task Types

Categories for organizing staff task lists, deadlines, and follow-up activities across planning and operational execution.

Event Type

Categorization that links function spaces, packages, and policy rules during event setup.

Event User Activity Report

Administrative audit log recording user logins, status updates, rate overrides, and timestamped system modifications.

EventKey (Sales & Catering)

HotelKey’s integrated module for managing corporate events, group business, banquet catering, function spaces, and event revenue.

EventKey Dashboard

The primary landing page featuring event calendars, revenue projections, housekeeping and maintenance status, daily operational boards, and quick action shortcuts.

Fast Posting

A bulk billing tool that allows operators to post standard or recurring charges across multiple events simultaneously.

Group-Only Event

An event booking that reserves a sleeping room block without attaching meeting or event function spaces.

House Inventory

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

Inquiry (Lead)

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.

Master Menus

Centralized repository of pre-priced food, beverage, and banquet menus uploaded for attachment to sub-events and proposals.

Meeting Room Only Event

An event proposal or booking that reserves function spaces and catering without attaching a sleeping room block.

Package

A bundled offering combining function spaces, food and beverage menus, and equipment at a flat-rate or per-person price.

Package Category

Grouping mechanism used to organize packages in the admin panel for easy selection during quote building.

Package Classification

High-level category used for financial roll-up reporting and aggregate revenue analysis across package lines.

Price Plan

A flexible rate structure defining room rental and package rates based on seasonality, days of the week, or client classifications.

Product Inventory Dashboard

Real-time stock management screen tracking item availability, sub-event consumption, and potential supply shortages.

Product Setup

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

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.

Reinstated Event

A previously cancelled event that has been reopened, restoring space holds, room blocks, and billing accounts.

Sales Manager Production Report

Performance tracking report measuring confirmed booking volume, generated revenue, and sales activity per manager.

Service Charge

An automated percentage-based or flat fee applied to food, beverage, and space rentals to cover administrative and operational overhead.

Shift Management

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)

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

Category used to group function spaces based on room function or layout, such as Ballroom, Boardroom, Outdoor Terrace, or Meeting Room.

Started Event

An active, live event status triggered when the event date or time arrives, enabling live operational charge posting to the event folio.

Subevent

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.

Tentative Event

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

Dashboard view highlighting events reaching their cut-off date today, prompting managers to confirm, extend, or release bookings.