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Creating a Booking Manually


Bookings can be added into your system in two ways

  • Converting a Opportunity  to a booking
  • Adding a booking manually

To create a new Booking manually;

  1. Navigate to Bookings - Function Diary
  2. Check availability of the required dates.
  3. Select the Add button.
     

     
  4. Select Booking - Note that if you do not create a quote (and a Opportunity ) a BCC email address will not be created.
  5. You will then be taken through to the Booking Screen
  6. Change the Booking reference if required.
  7. Add a purchase order # if required.
  8. Enter the Event Name.
  9. Select the Contact Type.
  10. Select your Contact or add a new contact.
  11. Select the Event Type.
  12. Select your Event Type
    • Simple
      1. Set the Start Date (No end date required as simple bookings are intended to be single-day)
      2. Specify whether you will require accommodation for your event. If yes you will need to include Arrival and Departure dates
      3. Specify who is to pay for the Food & Beverage for the event; the main account or the guests
      4. If you have a Simple Package set up you can select it from the dropdown otherwise select "Create Session" and the following options will become available:
        • Space - Select Space and Layout
        • Override Pax
        • Start Time
        • End Time
        • Setup Time (Minutes)
        • Pack Down Time (Minutes)
        • Space Hire Price - Select if there is a cost associated with hiring the space or if no cost is associated If "Enter a Price" is selected from the above you also need to enter:
        • Room Hire Plan
        • Price Type
        • Space Hire Price
        • Cost Centre
        • Signage
    • Detailed
      1. Specify if the booking is recurring. If yes fill in the details for the time period and how often to repeat
      2. Specify whether you will require accommodation for your event. If yes you will need to include Arrival and Departure dates
      3. Specify who is to pay for the Food & Beverage for the event; the main account or the guests
      4. Specify if the event includes a package. If yes you will need to fill out cost breakdown, space etc.
    • Accommodation Only: Simply specify a start and end date
  13. Add the Total # of guests.
  14. Add Billing Address or tick "Same as Company Address".
  15. If you have a list of payment terms added to your venue you can select one from the drop down to add it to the payment terms tab
  16. Specify if the booking is Commissionable and if so include details for the agent.
  17. If you are adding an Opportunity fill out the required fields; Stage, Opportunity Type, Source and add a Channel and Salesperson if required. Otherwise select No.
  18. Select Return to this Booking.
  19. Press Save.

The following details should now be added to the booking where known or required.

  • Package
  • Sessions
  • Food & Beverage
  • Resources
  • Products
  • Notes
  • SetUp Requirements
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