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Siebel eEvents Management Guide > Preparing for an Event > End-User Procedures for Preparing for an Event >

Site Preparation Tasks

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Event management requires site preparation. This section provides information about preparing the event site, including researching and choosing a venue, assigning rooms within a venue to individual sessions, arranging for needed materials, and setting up the site just before the event begins.

Researching and Choosing a Venue

A venue is a physical facility where an event may be held, such as a conference center or hotel. In Siebel eEvents Management, you can store information about possible venues ahead of time, including their rental rates, and later choose which venue or venues to associate with an event. A subevent can be associated with multiple venues. A session within a subevent can be associated with only one venue.

During or after an event, you can enter review comments about how well each selected venue functioned for your event. These comments can be useful for planning future events.

The following procedure lets you record information about the equipment that is available in a potential room for an event.

To enter a location for a subevent venue

From the application-level menu, choose View > Site Map > Events > Sub-Events.
In the Sub-Events list, select the subevent for which you want to enter a venue.
Click the Venues view tab.
In the Venues list, create a new record.

NOTE:  You can also select a venue on the More Info form's Venue field on both Sub-Events and Sessions lists.

After you have entered a location as an event venue, you can specify venue rate codes for a subevent. If the venue is a hotel where event attendees stay, or if you do business with the venue regularly, you may have negotiated special rates for hotel rooms, conference rooms, and so on. Special rates may be associated with codes that attendees or event managers mention to the venue representative. The following procedure describes how to store information about venue rate codes.

To associate venue rate codes with a subevent

From the application-level menu, choose View > Site Map > Events > Sub-Events.
In the Sub-Events list, select the subevent for which you want to record venue rate codes.
Click the Venues view tab.
In the Venues list, select the venue for which you want to enter information.
Scroll down to the subview tabs, and click the Rate Codes subview tab.
In the Rate Codes list, create a new record.

The following table describes some fields in the Rate Code list.

Field	Comments
Code	The code to mention to the venue representative in order to receive the special rate, such as SEBL123.
Comments	A text field to record other information, such as Customer must mention rate code at time of check-in.
Name	A name of your own choosing, to identify the rate code, such as Marriott Siebel User Week Promotion.
Type	A description of the special rate, such as 20% discount off lodging rates.

At any time during the event management process, you can enter review comments regarding the venues you are working with. For example, you might want to note the name of a particularly helpful venue representative, or mention that a particular work crew might need closer supervision if the venue is reused for a future event. For more information about entering reviews, see Entering Venue and Vendor Performance Reviews.

Entering Venue Billing Information

After you have entered a location as an event venue and specified venue rate codes for a subevent, you can enter venue billing information. The following procedure describes how to enter venue billing information.

To enter venue billing information

From the application-level menu, choose View > Site Map > Events > Sub-Events.
In the Sub-Events list, select a subevent, and then click the Venues view tab.
In the Venues list, select the venue for which you want to enter billing information.

NOTE:  A subevent must have venue before you can add a venue to its session. Rooms can only be selected after a venue for the session is selected.

Click the Billing subview tab, and then create a new record.

The following table describes some fields in the Billing list.

Field	Comments
Room	A required field that displays the rooms available within the venue. You can select a room from the dialog box.
Billing Basis	A value for the interval at which the room use is charged. The drop-down list displays typical values of Per Person, Per Item, Hourly, Daily, Weekly, and so forth.
Billing Rate	The negotiated rate from the account screen for the venue. You can edit the billing rate amount.
Quantity	A value for the number of rooms within the venue.
Flat Fee	The flat charge for the room. For instance, there may be a setup or booking charge that is not reflected in the Billing Basis or Billing Rate fields.
Total Cost	The actual room cost calculated by multiplying the billing rate times the quantity plus the flat fee. {(Rate*Quantity)+Flat Fee}
Comments	A text field for other information associated with the billing record.

Assigning Rooms to Sessions

After you have designated one or more locations as event venues and have entered rooms associated with those locations, you can assign specific rooms to individual sessions within the event. The following procedure describes how to assign a room to a session.

To assign a room to a session

From the application-level menu, choose View > Site Map > Events > Sessions.
Select the session to which you want to assign a room.
In the Session form, review the current value in the Venue field. If necessary, select another venue that is associated with the selected event.
In the Room field, select a room.

Arranging for Event Materials

Depending on the complexity of your event, you may need to arrange for a variety of materials to be available at the event site. In this guide, the term materials covers all items that you need at the site, with the exception of event collateral, which has its own category. Typical materials might include decorations, food and beverages, seating, give-away items such as CD-ROMs, and any electronic equipment that is not associated with a specific room at a venue.

Siebel eEvents Management allows you to associate the materials needed with a subevent and with individual sessions. Because session materials are considered to be subsets of subevent materials, you must first associate materials with a subevent before you can associate them with sessions.

The following procedure describes how to associate materials with a subevent.

To associate materials with a subevent

From the application-level menu, choose View > Site Map > Events > Sub-Events.
Select the subevent with which you want to associate materials.
Click the Materials view tab. In the Materials list, create a new record.

The following table describes some fields in the Materials list.

Field	Comments
Item	The name of the item needed for the event.
Source	The account serving as supplier of the item.
Unit Cost	The cost of each item.
Qty	The quantity of this type of item needed for the event.
Status	The status of the item. Typical values include Pending, Shipped, Delivered, On-Site, and Committed. LOV Type: EVENT_MATERIAL_STATUS
Total Cost	The Qty multiplied by the Unit Cost, which is automatically calculated when you save the record.

The following procedure describes how to associate materials with a session.

NOTE:  Materials needed for individual sessions must first be associated with a subevent.

To associate materials with a session

From the application-level menu, choose View > Site Map > Events > Sessions.
Select the session with which you want to associate materials.
Click the Materials view tab.
In the Materials list, create a new record.

The Pick Materials dialog box appears, containing a list of materials specified for the subevent.

You can change the entries in the Qty or Comments fields to reflect session-specific information.

NOTE:  Changes made to session materials quantities or comments are not reflected at the parent subevent level.

Setting Up at the Venue

When you have chosen a venue, assigned rooms to sessions, and arranged for materials, most of the remaining preparation activities take place on-site, within a few hours of the start of the event. On-site activities may vary across events, but the following list includes some typical setup activities:

Setting up chairs
Setting up and testing computers
Setting up and testing audio-visual equipment
Setting up collateral displays
Setting up a check-in area for registered attendees
Setting up a registration area for walk-in attendees

Siebel eEvents Management does not provide special screens, lists, or forms for on-site setup tasks. Use the Activities list to plan and track these actions, as described in Activity and Staff Management Tasks.

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