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How to add details to an Event?

Empower Your Team with Comprehensive Event Information

Managing events is not just about creating amazing experiences for your guests; it's also about making sure your team is on the same page. The secret sauce? Adding all the nitty-gritty event details to your online platform.

By providing your team with all the necessary information, you'll not only ensure that every aspect of your event runs seamlessly but also elevate the quality of service that leaves a lasting impression on your guests.

If you need help finding out where you can create an event on Alkimii, please click here!

 

How to add the Event Details? 

  • Once created you will be directed to the Event Creater where you will need to add the relevant details for the event. 

There are several compulsory fields, that you must complete to create the event (Type, Status, Booking Source, Market Segment, Guests, and Locations). These will be marked with an asterisk (*)

Name:

This will appear on the Calendar / Availability Calendar. You will also be able to search the Name in the Search Bar on the Events Calendar.  

 

Contact: 

This is linked to the individual who has requested the event. If they are not available in the contact dropdown list, you can "Create a new contact" below. 

Type: 

Where you will be asked what kind of event this will be, i.e. a Wedding Event will come under a Wedding Event type. 

Status

This allows you to choose whether the Event is Confirmed, Provisional, Enquiry, Overnight Hold, Released, Refused, Lost, No Availability, or a Handover Event. 

Booking Source 

Where the event originated from. These can be selected from the dropdown

Market Segment 

This can be selected from the dropdown list.

⚠️ Market Segment is important for reporting purposes, as the reports will show how many events have been made for certain Market Segments, and give a realistic picture of what market segments are using booking spaces regularly or rarely. 

Commission

This can be added as free text (number) which will populate as a %

Guest 

It is important to select the correct amount of guests for the Event.

⚠️ If the Location is Multi-book and you have entered an event with more people than are estimated, this can impact bookings on the same day in the same location. You can find a Helpful Guide on how to use Multi-book Locations here.

Bedrooms 

Enter the number of Bedrooms if there is any associated with the Event. 

Estimated Value 

This is a breakdown of the total cost which can be entered when creating the event. \

  • We have a range of Add on values
  • To access these, click on Total Value and the Add on Values will appear.
  • A small selection of the Add on values are shown to the right.  
Once you have added the cost to the Add on values, Alkimii will calculate the Estimated Total Value of the Event. 

Start and End Dates & Times 

  • A calendar will appear where you can select the start/ end date.
  • The time is displayed in 24-hour format.   

Locations 

The locations will be the areas in the Hotel where the event will take place. If the Event will be covering multiple different spaces, you will need to input them into the booking. 

If the number of Guests for the Event is over the Capacity for the Location, you wont to be able to choose that Location. You can either,

  • change the number of guests to match the max capacity of the location.
  • choose a different location.

You can amend the Capacity of the location in your App Settings, however,  this will alter the capacity for all Events for that Location.

    • Price
    • Optional Setup can be selected and will appear on the Function Sheet for the day. 
    • Start and End Date/ Time
    • Choose your Event Category.

Multiple Locations

  • Completing the same steps as above.
  • To add multiple locations select '+Add New location' and fill in the fields. 
  

You can select different Start Dates/Times for different locations which will appear on the Function Sheets. 

Extra 

  • If there is an Agent in CRM that needs to be attached to the Event they can be added to the First and Second CRM Agent. 
  • Reference One and Two
  • A PM
  • PO number
  • Any Description that is added will appear on the Function Sheets.
  

REMINDER: Always ensure you click Save once you have filled in all the information. 

Next, you will start to Build your Event. Here, you will be able to apply any Event packages, Duplicates, Room Hires, Detail Charges, Deposits, Tasks, Notes, and Files to a repository for the Event. 

For help Building your Event, click HERE