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About the Diary Report

The event manager, revenue manager, and sales representative can use the Diary report (Figure 22) to make sure space discrepancies are operatively cleared. This promotes revenue and profit maximization through better function space management.

Users can use the Diary report to perform diary audits. A diary audit consists of a diary report that is run daily, weekly, and monthly for different spans of time. Daily diary audits should be conducted for a minimum of the coming ten days, weekly diary audits for a minimum of a one-year booking window, and monthly diary audits for booking windows beyond one year, based on the typical booking windows of the property.

This report allows users to generate a report for either or both of the following:

• Diary Transactions. This report option identifies when functions have been added, canceled, or moved.

  NOTE:  The audit trail on Function Space should be turned on to track transactions.

  Transaction types are:

  • Add. This transaction type includes transactions when function spaces are added to the report.
  • Move. This transaction type includes transactions when function space is moved to other function space.
  • Cancel. This transaction type includes transactions when function spaces are canceled.
• Diary Exceptions. This report option identifies where exceptions are occurring within the Diary such as overbookings, attendance levels, status reporting, turn time conflicts, and so on.

Event managers, revenue managers, and sales representatives can use the Diary report to:

• Verify that customer function space requirements are evaluated and adjusted based on the changing requirements of the customer
• Provide accurate assignment of space to meet customer requirements
• Use event staff more efficiently by matching setup styles and minimizing turns between functions
• Provide an accurate picture of remaining inventory availability for future business opportunities
• Return function spaces to the inventory at the earliest possible time and provide an accurate overview of remaining inventory availability for future business opportunities
• Communicate the defined Function Space Sales Strategy for consideration in evaluation of business opportunities
• Permit early identification of potential conflicts (double-bookings, traffic flow, noise, and so on)
• Use rooms and room combinations efficiently to best meet customer requirements while maximizing the available space for additional sales

Figure 22. Sample Diary Report

Related Topics

• Generating and Printing a Diary Report
• Diary Report Fields