Describing an Event Facility, Room, and Staff
You should enter a detailed description of a facility at which you plan to hold an event in the Event Facility window. Aside from name and address information, you can:
- Enter directions to the facility
- View a summary of offerings previously held at a facility
- Keep a list of facility staff names and functions
- Enter details about specific rooms at the facility
Once a facility is described, you can enter it in the Event Offering window as the location you plan to hold an event.
The header information on the Facility sub tab has the following fields:
Code: A number that uniquely identifies the facility. Your system administrator decides if this field is entered by you or is system generated.
Name: The name by which the facility is known.
Rank: An indication of preference for this facility. Select from a list of values.
Type: Examples include convention center, hotel, and in-house. Your system administrator maintains the list of facility types.
Comments: Any information about the facility that you want to have readily visible. For example, "Facility under renovation. Cannot book events here until after February 5, 1996."
1. Select the Address sub tab.
2. Enter the facility's business address, phone number, and any other information in the Address tab.
This information is available to sales people enrolling contacts for a specific event when they view the Event Offering Summary window.
3. Choose Save on the toolbar to add the facility address to the database.
1. Select the Directions sub tab.
You can enter several sets of directions to cover different approaches to the facility such as driving from the airport or from a particular direction.
This information is available to sales people enrolling contacts for a specific event when they view the Event Offering Summary window.
2. Choose Save on the toolbar to add the directions to the facility to the database.
- Select the Event Offerings sub tab.
This region displays a summary of event offerings held at a selected facility regardless of the status of the event. Drill down on a selected line to open the Event Offering window where you can view event offering details such as date, time, cost, and enrollment numbers.
1. Select the Staff sub tab.
Any existing staff information is listed.
2. Select a blank line to enter a new staff person.
Enter first name, last name, job title, and telephone information by tabbing between fields. Use the comments field to enter any additional details about the person.
3. If appropriate, designate one primary facility contact by checking the Primary check box.
The primary staff name defaults into the Staff Name field in the Event Offering window when you choose a facility for an event offering.
4. Choose Save on the toolbar to add the list of facility staff to the database.
1. Select the Rooms sub tab.
Enter information in the Room Name, Capacity, and Cost Per Day fields. The Comments field lets you enter any special details about the room.
2. Choose Save on the toolbar to add the list of facility conference rooms to the database.
To describe a facility address: