EventKey Glossary

Booking Types

Booking Types is a feature that allows setup of grouping and labeling codes for properties or venues to report on the type of source event bookings are coming from (in addition to Event Sources, listed below).

Examples could include: Direct Booking, Meeting Planner.

Cancellation Policies

Cancellation Policies defines the penalty (amount or percentage) if the client cancels the event during the defined penalty period.

Cut Off Policies

Cut Off Policies define the date when all event and/or room reservations must be made.  Typically, any unused room reservations being held in a group block will be released back to transient inventory after the cut off date.

Deposit Policies

The Deposit Policies feature allows for defining a deposit schedule of when, and how large a payment must be received to hold the event.  Deposit policies can have single or multiple deposit schedules on a event.

Diary Configurations

Diary Configurations allow for the font, header weight, sub-heading weight and a background image to be defined on spaces.

Event Contracts

The Event Contracts feature enables management of contracts (Events, Group Blocks, etc.) that can be associated to a specific event type and sent to a client for signatures.

Event Coordinators

Event Coordinator is a feature for designating hotel or venue staff who are available to be assigned to an event type as Coordinator. 

Event Profiles

Event Profiles allows for booking rules to be configured on each event type.  These rules include Restrictions (i.e., custom pricing, requires deposit, requires cut off, etc.), Booking Flow (what screens in EventKey will display during the booking of the event type), Event Coordinators, Sources and Contracts.

Event Sources

Event Sources is a feature that allows setup of grouping and labeling codes for properties or venues to further report on where event inquiries are coming from (in addition to Booking Types, listed above).

Examples could include: Contact Form, Email, Phone.

Event Types

Event Types are the types of meetings and events (i.e., Board Meeting, Conference, Weddings, etc.).  

Market Segments

Market Segments is a feature that allows setup of codes to group clients based on their reason for booking the event. Typically there are three primary event market segments: transient, corporate, and group.  Segments can be further defined within these categories based on reporting needs of the property or venue.

Other Policy Texts

Other Policy Texts are text box fields provided on the Agreement, Confirmation, Banquet Event Orders (BEO) Policy, and Folio Thank You Text panels, allowing the user to enter text specific to the property or venue.

Package Categories

Package Categories groups packages by category in order to display them by category on BEOs (i.e., AV Equipment, Meals, Breakout Sessions, etc.).

Package Pricing

Package Pricing allows for the managing of rates by price plans for each individual package.

Package Setup

Package Setup contains all the items or "add ons" that will be included in the Event (i.e., AV Package, Plated Dinner, Buffett, Beverage Stations, etc.). 

Price Plans

Price Plans are categories used to manage rates. Each space or package can have one or more price plans attached, with pricing options on the space or package shown as selection options when the user creates an event.

Product Lists

Located under RetailKey Administration, the Product Lists database catalogs the entire portfolio of goods or services that are offered in EventKey as packages. 

Select Company

Select Company allows the property or venue to add specific event data to a company profile, such as the event contact at a company, event market segments, property account owner, and more.

Select Contracts

The Select Contracts feature allows the property or venue to add a company or event to a guest profile.

Service Charges

Service Charges is a feature for setup of a percentage or fixed amount to be applied to the total bill for the the overhead costs of doing business (banquet staff, etc.).

Space Arrangements

Space Arrangements is a feature that allows for addition of a description and image for a space type.  Example:  Classroom Setup, 10 chairs across with a max of 10 rows. [with uploaded layout image]

Space Pricing

Space Pricing allows for rates to be managed by price plans for each individual space.

Space Types

Space Types are the configuration options, typically table setup and layout options, that are available inside the space (Boardroom, Classroom or Rounds. Space types can be configured to be applicable to certain Event Types (Conferences, Trade Shows, etc.).

Spaces

Spaces are the meeting rooms, sometimes called conference or function rooms, at the property. Spaces is where meeting rooms are set up. It contains information such as room dimensions, attributes, capacity, hours, when the space is available, whether the space can be linked to other meeting rooms, and more.