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to provide the same message in a different language.The main purpose of this step is to enter dates for the event.
IMPORTANT: Any of these settings can be changed as necessary at a later time, except for the event language and currency. If not using the default settings, ensure the correct locale and currencies are being used to create the event.
Event dates and contract inventory dates are copied from the CREATE EVENT pop-up.
Modify these dates as needed. To add extended stay nights, use the Nights Before Contract and Nights After Contract fields to add dates before and after the event, respectively. The event dates are displayed on the website and in the Call Center form after the event is created.
Modify these dates as needed. End of Day is midnight of the following day (11:59:59 p.m. of the selected day), based on the event timezone.
Optionally, click the Open Web and Call Center Dates link to display and modify the reservation dates for the website and Call Center. By default these are the same dates as entered for Reservation Dates. However, if you modify the reservation dates, the web and Call Center dates must be updated as well.
By default, changes by agents on the Call Center form after the cutoff date are not allowed. To allow changes by agents after the cutoff date, check the Allow call center changes after cutoff box.
Use to add specific users to the event. Users assigned to the event will see this event when using the My Events filter from the Home page. My Event users will also receive SmartAlerts that are being sent to My Event users if that option is selected for the event.
By default, the user creating the event will be added. Additionally, if the event was created using a bundle that has My Event Users established, those users will be added by default. Individual users may be added or removed by selecting Click here from the accordion and then using the arrow option between the Assigned and Unassigned boxes.
Enter the name and address of the venue. Use the Internal Contact for Planner field to enter the email address of the person managing the event, such as the Group Coordinator or Housing Manager.
Check the Update from address box on the map to have the map show the location based on the address you enter.
Enter the Projected Pickup % for each time interval. These numbers are later used in the Pickup Pace chart to show the actual pickup pace compared to projected pickup pace. You can change the expected pickup pace numbers at any time.
To view this and the following sections, click Open Advanced Event Settings.
The default locale of the event determines the primary language used to register attendees. Choose the locale and the currency to use for this event. In addition, select each additional language that is to be supported, which in turn will appear as language options on the website for the attendees.
The contact information should be a person or a group that guests could contact if they need information about the event. This section also includes the email for the event and the event URL (event website address).
Check Enable Wait List to allow a Wait List to be taken for rooms. However, each Room Type (in each hotel) must also be configured to allow a Wait List.
When this box is checked, the automatic acknowledgements are allowed and auto fulfill reservations are allowed. Entering a message here will appear on the Attendee Website.
If multiple languages are supported, click
the translate icon ()
to provide the same message in a different language.
Check the specific hotel options and information that applies to the booking process. The following options can be allowed or disallowed:
Allow blank or partial addresses in Reservations. This is only applicable to the Call Center form. If not checked, the guests are required to enter their address.
Allow Call Center users to change an attendee's payment method. If not checked, Call Center users do not have this permission.
Allow guests to book multiple rooms with a single name on the Attendee Website. If not checked, each room must be booked separately. This field affects the Attendee Website only.
Enable custom travel information questions enables the collection of travel-related information for individual guests on a reservation. The instructions and layout you define determine what the guest sees on the attendee website, and the defaults you see come from the bundle or profile. Uncheck the box if you do not want to collect travel information from guests for this event. Note: Run the Travel Details report to quickly gather guests' travel preferences.
Edit. Opens a panel where you can edit the layout for the travel information section.
Instructions to guest. Provides translatable instructions to a guest booking on the attendee website.
Offer transportation to and from hotel. Check the box if you want to offer transportation options to a guest on the attendee website. The options include: Not Needed, To Hotel, From Hotel, and Round Trip. Tip: The instructions can be used to offer more details on this option and/or pricing information.
Preview. Click to show an example of what the guest will see on the attendee website when booking. The preview dynamically updates for the instructions you provide and also for the checkbox to offer transportation.
Done. Click to close the panel when you have finished editing the defaults.
If Enable secondary name fields is checked, the collection of a Surname and Given Name (in addition to the First Name and Last Name) is enabled for individual guests on a reservation.
If Enable Group Booking workflow is checked, the Group Booking feature is enabled for reservations. Enter the number of rooms (2 or more) which trigger the collection of booking contact information in the Attendee Website and Call Center.
Enter notes that users of the Call Center
form will see when making reservations. The user must click on the Event
Name when in the Call Center form in order to view what has been entered
in the Event Call Center Notes
field. If multiple languages are supported, click the translate
icon () to provide the same
message in a different language.