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 Events 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. An event can be associated with multiple venues. A session within an event 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 an event venue

1. Navigate to the Site Map > Events > Event Plans view.

2. In the Event Plans list, select and drill down on the event for which you want to enter a venue.

3. Click the Schedule view tab, and then click Events.

4. In the Events list, select and drill down on the event.

5. Click the Resources view tab, and then click Venues.

6. In the Venues list, create a new record.

Note: You can also select a venue on the Details form’s Venue field on both Events and Sessions lists.

After you enter a location as an event venue, you can specify venue rate codes for an event. 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 an event

1. Navigate to the Site Map > Events > Event Plans view.

2. In the Event Plans list, select and drill down on the event for which you want to record venue rate codes.

3. Click the Schedule view tab and then click Events.

4. In the Event list, select and drill down on the event.

5. Click the Resources view tab and then click Venues.

6. In the Venues list, select the venue for which you want to enter information.

7. Scroll down to the Billings list and select Rate Codes from the drop-down list.

8. In the Rate Code 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.