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Creating Hospitality Event Opportunities

An opportunity can be created from a number of screens. For example, in addition to using the Opportunity screens and views, you can create opportunities from the Accounts and Contacts screens by clicking the Opportunities view tab associated with those screens.

This task is a step in Process of Capturing Hospitality Opportunities.

To create an opportunity from the Opportunity screen

1. Navigate to the Opportunities screen.
2. From the Opportunities Home view, complete the fields in the Add form, and then click Add & Go.
3. Click the More Info view tab and complete additional fields for the opportunity.

   The following table describes some of the fields.

   Section	Field	Comments
   Key Information	Name	The opportunity name.
   	Projected Property	The property that is most likely to win the bid in the case of more than one property bids. If the property is flagged, the property is associated with the opportunity's estimated revenue when the quote is generated. You can also choose a nonparticipating property for the opportunity if you want.
   	Revenue	The total rolled up amount from the projected property revenue. This is a read-only field.
   	Currency	The currency that is used for the opportunity transaction.
   	Business Type	Signifies whether the opportunity is group business or local. A local opportunity typically does not require sleeping rooms.
   	Sales Status	When the opportunity record is created, the status is automatically set to prospect. This is a read-only field.
   	Peak # Function Spaces	The number of function spaces required for this particular opportunity.
   	Peak # Rooms	The number of rooms required for this particular opportunity.
   Arrival Information	Arrival Date	The date and time the event begins on the property.
   	# of Nights	A value can be entered, or the value can be calculated from the arrival and departure dates.
   	Departure Date	The user can enter the date of departure, or it can be calculated from entries in the Arrival date and # of Days fields.
   	Decision Date	The date when the customer must make a decision about the terms of the event. Managers may reference this date when developing revenue forecasts or releasing inventory.
   Account and Contact Information	Account	The account associated with the opportunity function. A new account can be added; existing account information cannot be edited from this view.
   	Intermediary Account	The intermediary account that brought the business to the property.
   	First Name, Last Name	Name of the account contact. When selecting the contact, select the Primary check box if the individual is the primary contact for the event. Click the Contract check box if the contact should be included as the primary in the event contract record.
   General Information	Description	A text description of the opportunity.
   	Post as Name	The name that appears on the customer documents and announcement boards.
   	Parking Code	The contractual terms for guest parking, which may include a parking fee or valet services.
   	Sales Team	Members of the sales organization involved in the event sale. The default is the user ID of the opportunity creator.
   	Opportunity #	A unique identifier for the opportunity.
   Dates	Alternate Dates	The alternate dates for the event opportunity in case the desired dates cannot be booked.
   	Preferred Dates	The preferred dates for the event. These dates are entered for informational purposes, until dates can be set at the function and function agenda level.
   Tracking Information	Sales Status Date	Date of last status change.
   	Reason Won/Lost	The reason the opportunity was lost. Examples are Price, Relationship, Terms, Property Physical Attributes, Lost to Competition, and so on. NOTE:  Values are only available for selection if the Sales Status is set to Lost/Turndown.
   	Originating Property	The property originally requested by the customer. This field is used when the original customer request cannot be fulfilled and another property is selected.
   Capacity Requirements	Total # Nights	Read-only. The total number of nights allocated to the opportunity.
   	Peak # Attendees	The maximum number of attendees expected for the event.
   Classification Information	Opportunity Type	Means of classifying the opportunity—for example, Board Meeting, Job Fair, Bar/Bat Mitzvah.
   	Group Type	An additional classification means for the opportunity group.
   	Opportunity Market	Specifies whether or not the sales representative is selling within his or her assigned territory (In Market) or outside of it (Out of Market).
   	Opportunity Segment	The default is the market segment value but the value can be changed to reflect a different user segment. For example, a corporate account typically would be associated with a corporate segment. However, if the corporation holds a social function, the segmentation attributes may be different (social segment rather than corporate).
   Influence Mechanism	External Event	Another external event that is a compelling factor for the new opportunity. An example would be a scheduled sports event in the area.
   	Lead Source	The source of the opportunity. Options include Convention & Visitors Bureau, Direct Response, EBC, Field Sales, Inquiry, and so on.
   Qualification Information	Opportunity Overview	An overview of the opportunity provided by the sales representative.
   	Customer Needs/Objectives	Key factors that the client must consider when selecting the property. For example, a new product launch function may have special requirements.
   	Concession	Any concessions that the property may have to make—for example, if the customer requires free transportation to and from an airport.
   	Competitor	The customer may mention another company that is also competing for the opportunity.
   	Budget Considerations	Details the amount that the client generally spends on an event and the amount spent on the last event.
   	History	Comments on the previous history of this customer.
   Manager Information	Sales Manager	The name of the sales manager for the opportunity. The person who creates the opportunity is the sales manager for this opportunity by default, but this can be changed if necessary. When a quote is generated, the Sales Manager's name is transferred to the quote. Similarly, when the quote becomes an order, the Sales Manager's name is transferred to the order.
   	Event Manager	The name of the event manager for this opportunity. When a quote is generated, the Event Manager's name is transferred to the quote. Similarly, when the quote becomes an order, the Event Manager's name is transferred to the order.
   Relationship Information	Relationship Type	The type of relationship between the opportunity and other opportunities. For more information on the values available, see About Recurring Events and About Host-Affiliate Relationships.
   	Affiliate Accounts	The affiliate account for this opportunity. For more information, see About Host-Affiliate Relationships.
   	Parent Opportunity	The parent opportunity.

Specifying Sleeping Room Rates for the Opportunity

When you create an opportunity, one of the fields that you must complete is the Opportunity Segment field. This field is important for determining the sleeping room costs to be applied to the opportunity. In this field, you can specify that the opportunity is part of the government segment. If you do this, government rates are applied to the sleeping room. If you do not specify a government rate, then ordinary sleeping room rates are applied to the sleeping rooms for the opportunity.

NOTE:  The government rate cannot be offered to a group unless the government rate is open for every day that the group is resident at the property. That is, if the government rate is not available for a single day of the room block, then the whole room block cannot be offered at the government rate regardless of the segment with which the opportunity is associated.

To specify the sleeping room rates to be used for an opportunity

1. Navigate to the Opportunities screen > Opportunities List view.
2. In the Opportunities list, query for and select the required opportunity.
3. Click the Show More button on the opportunity form.
4. Scroll down to the Classification Information section of the form, and in the Opportunity Segment Field, do one of the following:
   • If you want government sleeping room rates to be applied to the sleeping rooms for the opportunity, select Federal Government, Government Contractor, International Government, Local Government, or State Government in this field.
   • If you want regular sleeping room rates to be applied to the sleeping rooms for the opportunity, select any option other than Federal Government, Government Contractor, International Government, Local Government, or State Government in this field.

     The appropriate government rate is applied to the opportunity's sleeping rooms.