12Setting Up Meeting Packages
Setting Up Meeting Packages
This chapter describes how to set up meeting packages. It includes the following topics:
About Meeting Packages
A meeting package is a packaged collection of meeting event essentials that can include meeting rooms, catering, audio-visual equipment, and sleeping rooms. A meeting package encompasses a function agenda, function spaces, and, optionally, nonfunction line items and sleeping rooms. Each meeting package applies to a specific property, and is usually available at a promotional price. A property can have multiple meeting packages that can be applied to specific events.
Meeting packages can accommodate the following types of attendees:
Complete meeting package (CMP) attendees purchase sleeping rooms as part of the package.
Day delegate (DD) attendees do not purchase sleeping rooms as part of the package.
A meeting package can have DD attendees, CMP attendees, or both.
Administrators create and maintain meeting packages and their associated components as generic objects. Administrators can also associate specific components with meeting packages. Subsequently, sales representatives can book meeting packages for specific events at their properties by applying instances of these generic meeting packages to quotes, event orders, and event checks. The booking procedures for sales representatives are described in the chapters that cover quotes, event orders, and event checks.
Process of Setting Up Meeting Packages (Administrators)
This topic lists the procedures that administrators typically perform to set up meeting packages with Siebel Hospitality. Your company might follow a different process according to its business requirements.
To set up meeting packages, perform the following tasks:
Creating Meeting Packages
You can create and edit meeting packages associated with a property that you select. You can create multiple meeting packages for a given property. To create a meeting package, follow this procedure.
This task is a step in Process of Setting Up Meeting Packages (Administrators).
To create a meeting package
Navigate to the Property Administration screen, Properties view, and find a property for which you want to create a meeting package.
Click the link in the Property Name field.
Click the Meeting Packages view tab.
In the Meeting Packages list, create a new meeting package, and complete the fields as required.
Some fields are described in the following table.
Field Comments Name
User-defined name for the meeting package. The value in this field must be unique for the current property.
Display Name
Enter a name to be displayed for this meeting package in the Siebel Hospitality user interface.
Type
Type of the record. Read-only. Meeting Package is displayed by default.
Description
User-defined description of the meeting package.
Start Date
The first date on which this meeting package is valid. The current date is the earliest date you can enter.
End Date
The last date on which this meeting package is valid. This date must be equal to or later than the value in the Start Date field.
Note: You cannot delete meeting packages. To prevent a meeting package from being selected on a quote, set this field to the last day on which to allow this meeting package to be selected.Min Duration
Minimum duration of the meeting package, in number of days. For information about the validations and requirements applied to this field, see the About Min Duration and Max Duration Field Validations section of this topic.
Max Duration
Maximum duration of the meeting package, in number of days. For information about the validations and requirements applied to this field, see the About Min Duration and Max Duration Field Validations section of this topic.
Min DD/Day
Minimum number of day delegates for each day of the meeting package. If this field has a value greater than 0, then when the meeting package is booked in a quote, Siebel Hospitality validates that the number of day delegates each day is equal to or greater than the value in this field.
Min CMP/Day
Minimum number of complete meeting package delegates for each day of the meeting package. If this field has a value greater than 0, then when the meeting package is booked in a quote, Siebel Hospitality validates that the number of CMP delegates each day is equal to or greater than the value in this field.
Tax Inclusive
Select to include tax in the meeting package price. Clear to indicate that the meeting package price does not include tax. If this field is selected, then all items in the meeting package are considered to be tax inclusive.
Srv Charge Inclusive
Select to include service charges in the meeting package price. Clear to indicate that the meeting package price does not include service charges. If this field is selected, then all items in the meeting package are considered to be inclusive of service charges.
Single Occ. Offset
The price offset that can be applied to single-occupancy sleeping rooms. If this field has a value greater than 0, then when the meeting package is booked in a quote, Siebel Hospitality calculates the price for single-occupancy rooms, according to the following formula:
Single Price plus Single Occ. Offset
Double Occ. Offset
The price offset that can be applied to double-occupancy sleeping rooms. If this field has a value greater than 0, then when the meeting package is booked in a quote, Siebel Hospitality calculates the price for double-occupancy rooms, according to the following formula:
Single Price plus Double Occ. Offset
Triple Occ. Offset
The price offset that can be applied to triple-occupancy sleeping rooms. If this field has a value greater than 0, then when the meeting package is booked in a quote, Siebel Hospitality calculates the price for triple-occupancy rooms, according to the following formula:
Single Price plus Triple Occ. Offset
Quad Occ. Offset
The price offset that can be applied to quadruple-occupancy sleeping rooms. If this field has a value greater than 0, then when the meeting package is booked in a quote, Siebel Hospitality calculates the price for quadruple-occupancy rooms, according to the following formula:
Single Price plus Quad Occ. Offset
About Min Duration and Max Duration Field Validations
Completing the Min Duration and Max Duration fields is optional. You can enter values in both, either, or neither of the fields. If both the Min Duration and Max Duration fields are populated, then Siebel Hospitality validates that the Min Duration value is less than or equal to the Max Duration value.
When the meeting package is booked in a quote, Siebel Hospitality performs the following validations:
If the Min Duration field is populated, then when the meeting package is booked in a quote, Siebel Hospitality validates that the value in the Duration (Days) field of the quote is equal to or greater than the value in this field.
If the Max Duration field is populated, then when the meeting package is booked in a quote, Siebel Hospitality validates that the value in the Duration (Days) field of the quote is equal to or less than the value in this field.
If Min Duration is equal to Max Duration, then when the meeting package is booked in a quote, Siebel Hospitality validates that the CMP attendance figures each day are the same. In other words, the number of CMP attendees and occupancy values for each room on the quote must be the same for each day of the event.
The TNT Apply Package Workflow controls the previously listed validations. If you want to remove these validations, then remove the validation steps from the workflow. For more information, see TNT Apply Package Workflow.
If any functions or nonfunction line items exist in the meeting package with a Posting Rhythm of Per Stay, then Min Duration must equal Max Duration.
Associating Functions and Function Line Items with a Meeting Package
You can create, edit, and delete functions and function line items. One or more functions can be associated with a meeting package. For each function, you can specify one or more function line items.
This task is a step in Process of Setting Up Meeting Packages (Administrators).
To associate a function and function line items with a meeting package
Navigate to the Property Administration screen, Properties view, and find a property with an associated meeting package.
Click the link in the Property Name field.
Click the Meeting Packages view tab.
In the Meeting Packages list, select a meeting package with which you want to associate functions and function line items.
In the view link bar, click Function Line Items, and scroll to the end of the view.
In the Functions list, create a new function, and complete the fields as required.
Some fields are described in the following table.
Field Comments Function Type
The type of function that is planned. The options include the Function Type LOV values defined for the current property.
Name
Name of the function.
Posting Rhythm
The selection options are: Per Day and Per Stay.
Applies To
The selection options are: DD, CMP, and DD/CMP.
If the UoM of the function line item is Per Room, or if the Posting Rhythm of the function is Per Stay, then this field value must be CMP.
FS Rental/Person
The rental allocation for each person for a function space.
Function Space
The default space that is assigned to the function at booking time. The options include the function spaces available for the current property. If the FS Rental/Person field is populated, then this field cannot be null.
When a meeting package is applied to a quote, Siebel Hospitality automatically populates the function space for the function with the value set in the meeting package administration record. This default function space can be updated on the quote.
Note: It is recommended that you designate a default function space for all functions in meeting package administration records. If a function space is not displayed by default, and Best Fit does not find a suitable function space, then any function space that is added after a meeting package is applied to a quote is identified by Siebel Hospitality as a noncore line item. If a noncore line item is added to the meeting package at the time the quote is created, then that line item will have a zero price, so as not to affect the package price for each day.Total Function Allocation
Read only. Calculated field that equals the sum of all line item allocations plus the rental allocation of the function. The rental allocation is considered to be the per person allocation for a function space.
This field displays a value only if all the associated line item Adjustment Type values are Price Override or Per Person Allocation. If not, then this field is blank.
With the function record selected, create one or more line items for the function in the Line Items list and complete the required fields.
Some fields are described in the following table.
Field Comments Item
Select a product to associate with the function. This field is constrained to products that are available for the current property and products that are not associated with a specific property.
Display Name
Read only. Name to be displayed for this line item in the Siebel Hospitality user interface. This field value is copied from the associated product record.
Qty
The quantity of this item that is included in the function. The default value is 1.
List Price
Seasonal price for this line item.
Adjustment Type
The type of price adjustment applied to the item. For information about the selection options for this field, see the About Adjustment Type Field Values section of this topic.
If UoM is not equal to Per Person or Per Room, then the value in this field must be Per Person Allocation.
Value
The value of the adjustment. How this value is used depends on the selection in the Adjustment Type field. For more information, see the About Adjustment Type Field Values section of this topic.
Unit of Measure
Displays the UoM value of the associated product by default:
If the value of this field is not Per Person or Per Room, then the Adjustment Type value must be Per Person Allocation.
If the Applies To field in the associated function is set to DD or DD/CMP, then this field cannot be Per Room.
Revenue Sub Category
The revenue subcategory associated with this line item. It displays the Revenue Sub Category of the selected product by default.
Repeat Step 6 through Step 7 for each additional function and associated line items.
About Adjustment Type Field Values
Price adjustments are used to define a meeting package allocation for a meeting package item. The Adjustment Type field allows you to specify the type of adjustment to apply to meeting package function line item discounts. The entry in the Value field specifies the adjustment amount or percentage, depending on the selection in the Adjustment Type field. The selection options are as follows:
Discount %. The adjustment value is a percentage that is subtracted from the product list price. For example, 10 percent is deducted from the 200.00 list price for an allocation of 180.00.
Discount Amount. The adjustment value is subtracted from the product list price. For example, 5.00 is deducted from the 50.00 list price for an allocation of 45.00.
Markup %. The adjustment value is the percentage that is added to the product list price. For example, 20 percent is added to the 100.00 list price for an allocation of 120.00.
Markup Amount. The adjustment value is added to the product list price. For example, 10.00 is added to the 30.00 list price for an allocation of 40.00.
Per Person Allocation. At quote booking time, the adjustment value is multiplied by the number of expected attendees for the associated function. Use this adjustment type for items that do not have a Per Person or Per Room unit of measure but toward which each attendee must contribute revenue.
For example, a function includes one projector. The line item record for the projector has a Unit of Measure field value of Each. In other words, each attendee is required to contribute revenue for the projector. The Per Person Allocation value is 10.00, and at quote time there are 50 expected attendees for the function. The projector will therefore contribute a total of 10.00 multiplied by 50, or 500.00 of revenue for the function.
Note: Per Person Allocation is not a selection option in the Adjustment Type field of the Sleeping Rooms view, Sleeping Room Prices list. This adjustment type is not applicable to sleeping rooms.Price Override. The adjustment value is the product allocation, overriding the original product list price. For example, a 15.00 allocation price overrides a 20.00 list price.
Caution: For sleeping rooms, if the Adjustment Type is not equal to Price Override and the meeting package allocation is based on the benchmark rate for that day as specified on the quote at run-time, then the package price is not calculated in the meeting package administration record.
Because the product for this line item might appear on more than one price list, Siebel Hospitality cannot assign a price list until the quote is created. Consequently, if you select an Adjustment Type other than Price Override or Per Person Allocation, then the Total Function Allocation field of the function record is blank.
Associating Nonfunction Line Items with a Meeting Package
Nonfunction line items are items that are not used in or part of any specific function. Typically, nonfunction line items are perks given to a customer as part of the meeting package. Examples are free Wi-Fi, gift certificates, golf credits, and spa credits. You can associate one or more nonfunction line items with a meeting package.
To create nonfunction line items for a meeting package, follow this procedure.
This task is a step in Process of Setting Up Meeting Packages (Administrators).
To associate a nonfunction line item with a meeting package
Navigate to the Property Administration screen, Properties view, and find a property with an associated meeting package.
Click the link in the Property Name field.
Click the Meeting Packages view tab.
In the Meeting Packages list, select a meeting package with which you want to associate nonfunction line items.
In the view link bar, click Non Function Line Items, and scroll down to the list at the end of the view.
Create a new nonfunction line item in the list, and complete the fields as required.
Some fields are described in the Function Line Items field table in Associating Functions and Function Line Items with a Meeting Package.
Complete the additional fields as required.
Some fields are described in the following table.
Field Comments Posting Rhythm
The selection options are: Per Day and Per Stay. If the Min Duration and Max Duration values of the current meeting package are equal, then this value must be Per Stay.
Applies To
The selection options are: DD, CMP, and DD/CMP. If UoM is Per Room or if Posting Rhythm is Per Stay, then this field value must be CMP.
Associating Sleeping Room Types and Pricing Intervals with a Meeting Package
You can associate one or more sleeping room types with a meeting package. For each sleeping room type, you can specify one or more pricing intervals.
This task is a step in Process of Setting Up Meeting Packages (Administrators).
To associate sleeping room types and pricing intervals with a meeting package
Navigate to the Property Administration screen, Properties view, and find a property with an associated meeting package.
Click the link in the Property Name field.
Click the Meeting Packages view tab.
In the Meeting Packages list, select a meeting package with which you want to associate sleeping rooms and pricing intervals.
In the view link bar, click Sleeping Rooms, and scroll down to the end of the view.
In the Sleeping Rooms list, create a new sleeping room, and complete the SR Type field.
The selection options for this field are constrained to the sleeping rooms that are available for the current property and that have Type values other than ROH Sleeping Room. The other fields are populated from the selected SR Type record.
With the sleeping room type record selected, create one or more pricing intervals for the sleeping room in the Sleeping Room Prices list, and complete the required fields.
Some fields are described in the following table.
Field Comments Start Date
Must be earlier than the End Date. The Start Date and End Date range of a pricing interval cannot overlap that of other pricing intervals associated with the same sleeping room type.
End Date
Must be later than the Start Date. The Start Date and End Date range of a pricing interval cannot overlap that of other pricing intervals associated with the same sleeping room type.
Adjustment Type
The type of price adjustment applied to the item. For information about the selection options for this field, see About Adjustment Type Field Values.
Value
The value of the adjustment. How this value is used depends on the selection in the Adjustment Type field. For more information, see About Adjustment Type Field Values.
Starting Meeting Package Price Per Day Calculations
After you enter sleeping room types and pricing intervals, Siebel Hospitality can perform meeting package price calculations. Your Siebel application displays the calculated results by attendee type and sleeping room type, and it shows a total meeting package price per day per attendee type. The calculation is for single occupancy for each pricing interval of each sleeping room type. Additionally, a meeting package price per day, minus sleeping rooms, is calculated for day delegates. For more information about price calculations, see About Meeting Package Price Per Day Calculations.
The price adjustment is calculated from the Benchmark Price at the time of the quote booking. The Benchmark Price is the price from the Property Pricing Admin screen, Sleeping Room view, Sleeping Room Pricing Controls list. For more information about benchmark prices, see Setting Up Rates for Sleeping Rooms.
This task is a step in Process of Setting Up Meeting Packages (Administrators).
To start meeting package price per day calculations
Navigate to the Property Administration screen, Properties view, and find a property with an associated meeting package.
Click the link in the Property Name field.
Click the Meeting Packages view tab.
In the Meeting Packages list, select a meeting package for which you want to calculate pricing.
In the view link bar, click Sleeping Rooms.
The Sleeping Rooms subview displays fields with information relevant to pricing calculations. The fields under the Occupancy Offsets heading display values as described in the following table.
Field Comments Single Price Offset
The price offset that can be applied to single rooms.
Double Price Offset
The price offset that can be applied to double rooms.
Triple Price Offset
The price offset that can be applied to triple rooms.
Quad Price Offset
The price offset that can be applied to quadruple rooms.
In the Sleeping Rooms subview, in the meeting package form after the view link bar, click Price Package.
Siebel Hospitality calculates the pricing of the meeting package and displays the results in fields in the Sleeping Rooms subview. A field in the Sleeping Room Prices list in the lower part of the view displays a value for each sleeping room pricing interval, as described in the following table.
Field Comments Pkg Price (Per Day/Single Occ)
Read only. Price per day for each complete meeting package for a single occupancy sleeping room.
Note: You can also click Price Package in the Function Line Items subview and the Non Function Line Items subview.
About Meeting Package Price Per Day Calculations
This topic describes how Siebel Hospitality calculates the meeting package price per day:
Sleeping Rooms. For sleeping room records (in other words, CMP price per day for an SR Type), the formula is as follows:
Meeting Package Price Per Day, Single Occupancy = (Sleeping room allocation for the SR Type) + (Sum of Per Day meeting package line item allocations for a CMP) + ((Sum of Per Stay meeting package line item allocations for a CMP) / (meeting package duration))
This price does not include occupancy pricing offsets.
Day Delegates. For Day Delegate records, the formula is as follows:
Meeting Package Price Per Day = Sum of meeting package line item allocations for a DD
The line item allocations and SR allocation are calculated from the price adjustments input.
Example of Meeting Package Price Per Day Calculations
This example shows price per day calculations for a meeting package with a two-day duration. Multiple functions, function line items, and sleeping rooms are associated with the meeting package. In the tables in this topic, NA stands for Not applicable.
The items and values for the Breakfast Meeting function are shown in the following table.
Table Function 1 - Breakfast Meeting
| Parent Function — Child Item |
Posting Rhythm | UoM | Applies To | List Price | Adjust-ment Type | Value | Quan-tity | Function Space Rental |
|---|---|---|---|---|---|---|---|---|
Breakfast Meeting |
Per Day |
NA |
DD/CMP |
Not applicable |
NA |
NA |
NA |
50.00 |
— Breakfast Menu |
NA |
Per Person |
NA |
15.00 |
Price Override |
10.00 |
1 |
NA |
— Projector |
NA |
Each |
NA |
500.00 |
Per Person Allocation |
10.00 |
1 |
NA |
The items and values for the Happy Hour function are shown in the following table.
Table Function 2 - Happy Hour
| Parent Function — Child Item |
Posting Rhythm | UoM | Applies To | List Price | Adjust-ment Type | Value | Quan-tity | Function Space Rental |
|---|---|---|---|---|---|---|---|---|
Happy Hour |
Per Stay |
NA |
CMP |
NA |
NA |
NA |
NA |
50.00 |
— Appetizers |
NA |
Per Person |
NA |
10.00 |
Price Override |
5.00 |
1 |
NA |
The items and values for the Meet and Greet function are shown in the following table.
Table Function 3 - Meet and Greet
| Parent Function — Child Item |
Posting Rhythm | UoM | Applies To | List Price | Adjust-ment Type | Value | Quan-tity | Function Space Rental |
|---|---|---|---|---|---|---|---|---|
Meet and Greet |
Per Day |
NA |
DD |
NA |
NA |
NA |
NA |
50.00 |
— Appetizers |
NA |
Per Person |
NA |
10.00 |
Price Override |
9.50 |
1 |
NA |
— Projector |
NA |
Each |
NA |
500.00 |
Per Person Allocation |
10.00 |
1 |
NA |
The nonfunction items and their values are shown in the following table.
Table Nonfunction Line Items
| Item | Posting Rhythm | UoM | Applies To | List Price | Adjust-ment Type | Value | Quan-tity |
|---|---|---|---|---|---|---|---|
Tour Book |
Per Stay |
Per Room |
CMP |
100.00 |
Price Override |
75.00 |
1 |
Wi-Fi |
Per Day |
Per Person |
DD/CMP |
25.00 |
Price Override |
10.00 |
1 |
Valet Parking |
Per Day |
Per Person |
DD |
35.00 |
Price Override |
30.00 |
1 |
The sleeping room types and their values are shown in the following table.
Table Sleeping Room Types
| Item | List Price | Adjustment Type | Value |
|---|---|---|---|
Standard King |
Can vary by day. |
Price Override |
200.00 |
Deluxe King |
Can vary by day. |
% Discount |
10.00 |
For this example, the Package Price (Per Day) for each Sleeping Room Type is calculated as shown in the following table.
Table Package Price (Per Day) for Each Sleeping Room Type
| Item | Standard King | Deluxe King |
|---|---|---|
SR Allocation |
200.00 |
Cannot be calculated because this value depends on the benchmark rate for the day on the quote. |
Function 1 - BF menu |
10.00 |
10.00 |
Function 1 - Projector |
10.00 |
10.00 |
Function 1 - Fxn Space Rental |
50.00 |
50.00 |
Function 2 - Appetizers |
2.50 |
2.50 |
Function 2 - Fxn Space Rental |
25.00 |
25.00 |
Tour Book |
37.50 |
37.50 |
Wi-Fi |
10.00 |
10.00 |
Package Price (Per Day) |
345.00 |
Cannot be calculated because the SR allocation is variable. |
For this example, the Package Price (Per Day) for DD is calculated as shown in the following table.
Table Package Price (Per Day) for DD
| Item | DD |
|---|---|
F1 - BF menu |
10.00 |
F1 - Projector |
10.00 |
F1 - Fxn Space Rental |
50.00 |
F3 - Appetizers |
9.50 |
F3 - Projector |
10.00 |
F3 - Fxn Space Rental |
50.00 |
Wi-Fi |
10.00 |
Valet |
30.00 |
Package Price (Per Day) |
179.50 |