The General Setup section is where you configure the codes used in module such as booking type, event category, locations, and items used by the event, special packages and profiles of the event required when creating an event. The following setup will assist you in organizing and placing the necessary orders for items required by an event.
Figure 1-1 System Setup
The Event Settings Overview is the main configuration window for setting up parameters and settings for furniture fitting, sound systems, utensils, and other equipment needed by the ship operator to organize an event. The Configuration Type features Booking Groups, Event Category, Event Code, Group Type, In-House, Item Type, Location Type, Location Link, Package Type, Price By, Providers, and Set Up Type Functions.
Configuration Type
Configuration Type contains all the general settings used in the Event module and are described below:
Booking Group: The Booking Group holds the security codes that determine who is allowed to book or change an event location.
Event Category: The Event Category code is used to categorize the type of event and is mainly used in report printing.
Event Code: The Event Code holds the Priced By, Event Category, and Event Name that enables a quick entry of an Event on the Event Detail Form.
Group Type: The Group Type code defines the specific type of Group, which vary from one Cruise Line to another.
In-House: The In-House code defines an event category associated with the department or area for a non-group event.
Item Type: The Item Type code defines the items by groups, for example, cutleries, linens, furniture and much more.
Location Link: The Location Link holds a generic code for a location that groups a few locations, to facilitate the copying of templates from one ship to another.
Package Type: The Package Type defines the packages used to help find a specific package.
Price By: This stores the price by codes available to the cruise liner. See the table below:
Table 1-1 Price by Configuration Type
Field Name | Description |
---|---|
C |
Consumption |
F |
Fixed |
A |
Fixed Guests |
R |
Fixed Cabins |
L |
Calculated Guests |
S |
Calculated Cabins |
Providers: The Providers code defines the shipboard group responsible for fulfilling items required by the event.
Setup Type: The Setup Type defines the available seating or set up for the location. For example, U-Shape seating, Theatre, Pool Party, Conference, and others.
Figure 1-2 New Configuration Codes Window
Figure 1-3 Events Overview
The Events Overview shows the summary of events for today and upcoming events with the summary of total events pending approval. Click the functions available on the window to view additional event information details.
Double-clicking on any available event in the Today’s Events or Upcoming Events section launches the Event Booked window.
Figure 1-4 Event Booked
Clicking the number of events in the Events section displays the event in Date, Week, Month or Timeline grid. You can also add or edit an event from this window. See Event Management section for steps to add, delete, and edit an event.
Figure 1-5 Events —Timeline View
Clicking the number in the Pending Approval section displays the list of events that are waiting to be approved.
Figure 1-6 Event - Pending Approval Tab
Figure 1-7 Locations Tab
The Locations Setup is accessible through the General Setup, Locations icon on the ribbon bar. It shows the location available for an event booking and is grouped by location category.
In each location, you can define the location details, determine the seating style suitable for that location, attach a photo gallery and set the minimum/maximum person allowed. All of these settings are linked to codes configured in Event Settings Overview.
To edit a location, select the location from the location tree view and edit the information and then click Save to save the changes.
Figure 1-8 Items Tab
The Items Setup allows you to define every item used for an event from the type of cutleries, flower arrangements, furniture and others. Multiple prices per item based on a date period is allowed, enabling a selection based om the cruise selection and Effective From and Effective To dates.
Table 1-2 Control Key in Item Price
Field Name | Description |
---|---|
Private |
Determines whether the item is available for a private or public event and this is based on the item’s status. |
Package Only |
An indicator that item can be used as a package. |
Show in Refund Report |
An indicator shows whether the items should appear in the Refund report used by Affair Where. |
Daily |
Controls the quantity of the item to be multiplied by the number of days in the cruise. |
More Info |
A control to prompt the Item Form for additional information to be entered when items are added to an event. |
Breakdown Time |
The number of minutes required to take down the item at the end of an event. |
Setup Time |
The number of minutes required to set up the item at the beginning of an event. |
Delivered Before |
A number of minutes the item to be delivered before the start of the event. |
Fixed to Location |
An indicator that the item is fixed to a certain location and is movable. |
Availability |
Indicates the item’s availability during a specific period. |