How to Build an Event once you have created it?

Unleash the Full Potential of Your Event with the Platform's Tools

Your event is set, the foundation is in place, and now it's time to take it to the next level. Building out your event is where the magic happens, where you shape your vision into a full-fledged experience. In Alkimii, you have a treasure trove of tools and features at your disposal to bring your event to life. Click through the links below to learn more! 

How to apply Room Hire Charges

• Select the "+Add" button on the left 

• Select the location from the dropdown 

• If the location you want is not in the dropdown, click "Add Location" and fill in the information 

• In this new pop select the location from the dropdown list
• Enter the number of guests 
• Enter the Price
• Add set-up, if applicable
• Select Start and End date/times 
• Click "Add" 

Now back to the main room hire details 

• The details will automatically populate based on the information you enter in the location. You can amend these details if needed. 
• Provide any notes that may be applicable. These will appear on the Function Sheet. 
• If the Room Hire Charge is "Per Guest", tick the box. 
• If the Room Hire is "VAT Exempt", tick the box. 

• To save, you will need to click the "Create" button

Event Category 

You can now choose the category, which will then be grouped on the Function Sheets.

• This information will auto-populate based on the location information provided. 
• If you wish to amend this category you will need to click on the Room Hire Charge and change this accordingly
• To save your preference, click "Update" 

How Room Hire Charges looks on the Function Sheet

To access your Function Sheet, click on the bottom right-hand corner of your screen   

• The function sheet will include all Event Categories included in the Room Hire Charges. 

Adding Detail Charges

There is no limit on the number of Detail Charges you can add to an Event. 

• Select the "+Add" button on the left 

• Select the Add On from the dropdown list. 

• The Unit Price and Notes will auto-populate once the add on has been selected  
• You can edit any of these details before applying the Detail Charge. 
• Select the location from the dropdown list.  

• To save your detail charge, click the "Create" button

Adding Deposits

• Select the "+Add" button on the left 

• Select the "Deposit Kind" from the dropdown

• Enter whom the deposit was received from. 
• Enter the Monetary amount
• If you are entering a deposit, you must enter a Note alongside it
• You can also state whether the Deposit was refunded by ticking the checkbox 

• To save your deposit, click the "Create" button

Adding Tasks

If there are tasks associated with the event, they can be created and can be assigned to employees with a due date. 

• Select the "+Add" button on the left 
• If you have Tasks that need to be carried out before the event, these can be added here.

• Add a Task title
• Assign due date, if applicable.
• Add any assignees to the task 
• Add a department, if applicable 
• You can add a contact here 
• Add a description of the task for your team
• Set the level of priority 
• Add any relevant tags 
• There is an option to "Bulk Add" if you have multiple tasks, click the checkbox in the bottom left

• You can delete, edit and view a task by clicking on the three ellipses beside the task

Adding Notes

• Select the "+Add" button on the left 

• Select the Note Type
• You can edit and customise the text within the note type, if applicable 

• You can also Bulk Add Notes, if applicable. 
• You can set the note as internal if you wish to make the note visible to the internal team only.

• To save your note, click the "Create" button

 

File Repository

Any files associated with the event can be added here. 

• This will prompt you to select a file from your system to upload 
• Once you have selected the file, click "Open"