Defining Event Templates

This chapter describes how to create and manage event templates that are used in the opportunity and quote phase in Siebel Hospitality. It includes the following topics:

About Event Templates

In the hospitality industry, there is a considerable repetition of events with similar function agendas and room blocks. For example, an existing customers might contact a sales representative and request an event similar to one that was held previously, such as an annual conference.

For such occasions, you can create predefined event templates that can be applied to opportunities or quotes. These templates automate a significant part of the work involved in defining opportunities and quotes, while allowing you to change details that make an opportunity or quote specific to a particular customer and event.

You can create two types of event templates for opportunities and quotes, as follows:

Generic Event Templates. A generic event template is a template that can be applied to an event opportunity before a property is identified. A generic template includes generic products, generic setup styles, generic function types, and generic room block types associated with it, which allows many properties to qualify for an opportunity. Generic templates can also include associated historical opportunities and properties.
Property-Specific Event Templates. A property-specific event template can be applied to an event quote when a property has been identified. A property-specific template identifies specific products available at the particular property, specific setup styles, specific function types, and specific room block types associated with the property.

Process of Creating Event Templates

This topic lists the tasks typically performed by a property manager when creating event templates. Your company might follow a different process according to its business requirements.

To set up event templates, perform the following tasks:

Creating a Generic Event Template

There are two ways in which a generic event template can be created:

Conversion of an opportunity to a generic event template. This process is described in the Opportunities chapter. For more information, see Applying an Event Template to an Opportunity.
Creation of a new template.

The following procedure details how to create the generic template record and details the overview information required for each generic template.

This task is a step in Process of Creating Event Templates.

To create a generic event template

Navigate to the Event Templates screen, then the Generic Template view.

In the Generic Template list, create a new record, click the Show More button, complete the required fields, and save the record.

The following table describes some of the fields.

Field	Comments
Name	Enter a name for the template.
Event Template #	This number is automatically generated.
Peak # Attendees	The peak number of attendees who can attend the event.
Peak # Sleeping Rooms	The peak number of sleeping rooms for the event.
Peak # Function Spaces	The peak number of function spaces for the generic event.
Total # Nights	The total number of nights for which the rooms are blocked.
Business Type	Choose the business type in this field, that is, either Group or Local.
# of Days	The duration of the event.
Accounts	Complete this field to make the template specific to an account or number of accounts.
Contacts	Complete this field to make the template specific to a contact or number of contacts.
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 Type	Means of classifying the opportunity, for example, Board Meeting, Job Fair, or Bar/Bat Mitzvah.
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 might be different (social segment rather than corporate).
Group Type	An additional classification means for the opportunity group.
Payment Method	Select a method of payment for the event.
Discount %	The percentage discount for the event.
Created Date	The date on which the template was created.
Created By	The User Id of the user who created the template.

Creating a Property-Specific Event Template

There are two ways in which a property-specific event template can be created, as follows:

Conversion of a quote to a property-specific event template. This process is dealt with in the Quotes chapter. For more information, see Applying a Property-Specific Event Template to a Quote.
Creation of a new template.

The following procedure describes how to create the property-specific template record and details the overview information required for each property-specific template.

This task is a step in Process of Creating Event Templates.

To create a property-specific event template

Navigate to the Event Templates screen, then the Property Specific Templates view.

In the Property Specific Templates list, create a new record, click the Show More button, complete the required fields, and then save the record.

The following table describes some of the fields.

Field	Comments
Name	Enter a name for the template.
Event Template #	This number is automatically generated.
Property	Choose a property with which this template is to be associated.
Peak # Attendees	The peak number of attendees who can attend the event.
Peak # Sleeping Rooms	The peak number of sleeping rooms for the event.
Total # Nights	The total number of nights for which the rooms will be blocked.
# of Days	The duration of the event.
Accounts	Complete this field to make the template specific to an account or number of accounts.
Contacts	Complete this field to make the template specific to a contact or number of contacts.
Post as Name	The post as name supplied here is applied to the quote.
Payment Method	Select a method of payment for the event.
Discount %	The percentage discount for the event.
Created Date	The date on which the template was created.
Created By	The User Id of the user who created the template.

Adding an Agenda and Line Items to an Event Template

The following procedure describes how to add function agendas and line items to both generic event templates and property-specific event templates. For more information about function agendas, see Adding a Function Agenda and Line Items to an Event Opportunity.

This task is a step in Process of Creating Event Templates.

To add an agenda and line items to an event template

Navigate to the Event Templates screen and do one of the following:
- To add a function agenda and line items to a generic template, click the Generic Templates link.
- To add a function agenda and line items to a property-specific template, click the Property Specific Templates link.
In the list, query for and select the required template.
Click the link in the Name field, and then click the Functions view tab.

In the Functions list, create a new record and complete the fields.

Make sure that you add a Function Space and Post As Name for property-specific templates. For more information on the remaining fields, see Adding a Function Agenda and Line Items to an Event Opportunity.

Scroll down to Line Items, create a new record, complete the fields, and save the record.

The following table describes the fields that relate to property-specific templates only.

Field	Comments
Part #	The part number associated with the specific product.
Revenue Sub Category	Pick a revenue category with which this product is to be associated.
Revenue Category	This field is automatically populated when the Revenue Sub Category field is completed.
Parent Revenue Category	This field is automatically populated when the Revenue Sub Category field is completed.
Resource Type	This field is automatically populated when the Item field is completed.
Sequence #	This field is automatically populated when the Item field is completed.

For more information on the remainder of these fields, see Adding a Function Agenda and Line Items to an Event Opportunity.

Adding nonfunction Line Items to an Event Template

A nonfunction line item is an item that is not used in or part of any specific function. Typically, nonfunction line items are perks given to a customer. Examples are wi-fi access, gift certificates, golf credits, and spa credits.

A property-specific event template can include nonfunction line items that are associated with an originating quote. You can also add nonfunction line items to a property-specific event template manually. Nonfunction line items can be included only in property-specific event templates. Nonfunction line items cannot be included in generic event templates. To add a nonfunction line item to an event template, follow this procedure.

This task is a step in Process of Creating Event Templates.

To add a nonfunction line item to an event template

Navigate to the Event Templates screen and click the Property Specific Templates link.
In the list, query for and select the required template.
Click the link in the Name field, and then click the Non-Function Line Items view tab.

In the Non-Function Line Items List, create a new record and complete the fields as required.

Some fields are described in the following table.

Field	Comments
Day #	Day number on which to apply the item.
Item	Product from which to generate the item.
Product Type	Type of product. Populated from the product administration record for the product selected in the Item field.
Qty	Number of items.
Extended Qty	Read only. Default is the value in the Qty field.
UoM	The unit of measure for the item.
Comments	If comments for line item were entered in the originating quote, then those comments are displayed in this field.
Revenue Sub Category	Read only. Populated from the product administration record for the product selected in the Item field.
Revenue Category	Automatically populated when a value is selected in the Revenue Sub Category field.
Revenue Parent Category	Automatically populated when a value is selected in the Revenue Sub Category field.
Resource Type	Read only. Displays the value that was set in the product administration record for the product selected in the Item field.

Adding Room Block Information to an Event Template

The following procedure details how to add room block information to both generic event templates and property-specific event templates. For more information about room block information, see Adding Room Block Information to an Event Opportunity.

This task is a step in Process of Creating Event Templates.

To add room block information to an event template

Navigate to the Event Templates screen, and click the appropriate link:
- To add room block information to a generic template, click the Generic Templates link.
- To add room block information to a property-specific template, click the Property Specific Templates link.
In the list, query for and select the required template.
Click the link in the Name field, and then click the Room Block Info view tab.
In the Room Block Info form, complete the fields and save the records. For more information about these fields, see Adding Room Block Information to an Opportunity.

Adding Room Blocks and Line Items to an Event Template

The following procedure details how to add room blocks and room block line items to a generic template. For more information about room blocks and line items, see Adding Room Block Information to an Event Opportunity.

This task is a step in Process of Creating Event Templates.

To add a room block and line items to an event template

Navigate to the Event Templates screen and do one of the following:
- To add room blocks and line items to a generic template, click the Generic Templates link.
- To add room blocks and line items to a property-specific template, click the Property Specific Templates link.
In the list, query for and select the required template.
Click the link in the Name field, and then click the Room Blocks view tab.

In the Room Blocks list, create new records, complete the fields, and save the records.

The following table describes the fields that relate to property-specific templates only.

Field	Comments
Contact	(Optional) Associate a contact with the room block for the generic template.
Email	This field is automatically populated when the Contact field is completed.
Fax #	This field is automatically populated when the Contact field is completed.
Phone #	This field is automatically populated when the Contact field is completed.
Address	This field is automatically populated when the Contact field is completed.

For more information about these fields, see Adding Room Blocks to an Opportunity.

Scroll down to the Room Block Line Items view, create new records, complete the fields, and save the records.
For more information on these fields, see Adding Room Blocks to an Opportunity.

Adding Historical Opportunities to an Event Template

The following procedure details how to add historical opportunities to an event template. Historical opportunities associated with an event template will be associated with any opportunities to which the template is applied. For more information about adding historical opportunities, see Entering Historical Data in the Histories Screen (User).

Note: Historical opportunities can only be added to generic event templates.

This task is a step in Process of Creating Event Templates.

To add a historical opportunity to an event template

Navigate to the Event Templates screen and click the Generic link.
In the Generic Template list, query for and select the required template.
Click the link in the Name field, and then click the Histories view tab.
In the Histories list, click New.
A new historical opportunity record appears in the list.
In the Opportunity field of the historical opportunity, click the multiple select button.
The Add Historical Opportunities dialog box appears with a row of query fields.
Enter query criteria for the historical opportunities to associate with the event template, and click Go.
The Add Historical Opportunities dialog box displays those historical opportunities that are visible on the Histories screen, and that meet the query criteria you entered.
Do one of the following:
- Select an existing historical opportunity to associate with the event template and click OK.
- Create a new historical opportunity by clicking New, completing the fields in the Add Historical Opportunities dialog box, and clicking Save.
The opportunity you selected or created appears in the Historical Opportunities list.
To view details of a historical opportunity such as associated quotes, functions, and room blocks, drill down on the Opportunity field.
Siebel Hospitality displays details of the opportunity in the Histories view.

Adding Properties to an Event Template

The following procedure details how to add properties to an event template. Properties associated with an event template will be associated with any opportunities to which the template is applied. For more information about adding properties, see Adding Property Records.

Note: Properties can only be added to generic event templates.

This task is a step in Process of Creating Event Templates.

To add a property to an event template

Navigate to the Event Templates screen and click the Generic link.
In the Generic Template list, query for and select the required template.
Click the link in the Name field, and then click the Properties view tab.
In the Property list, click New.
A new property record appears in the list.
In the Property field of the new record, click the single select button.
The Pick Property dialog box appears.
Click Query and enter query criteria for the properties to associate with the event template, and click Go.
The Pick Property dialog box displays a list of properties that meet the query criteria you entered.
Select a property to associate with the event template and click OK.
The property you selected appears in the Property list.