Managing Alternate Space Events

Selecting Alternate Spaces(s) for an Event

Properties typically configure outdoor function spaces to require an alternate space as a back-up space in the event of inclement weather. When creating an event in a function space that requires an alternate, you are forced to select one or more alternate function space(s) with the following exceptions:

The event status is actual.
The event type is excluded from requiring an alternate.
The event is a sub event.

An alternate event is automatically created for each alternate space you select. Forecast revenue does not populate on the alternate event, however, if the alternate space has a room rental charge, OPERA Cloud copies the expected room rental revenue to the forecast revenue.

When the Alternate Spaces screen opens:

Enter search criteria and click Apply Filter.

Note:
Select the Sort By list to change the display order of spaces.
Select one or more alternate spaces in the search results.
Click the Select Alternate Space(s) button. OPERA Cloud returns you to the Create Event or the Event Presentation screens.

Editing Alternate Events

OPERA Cloud creates an Alternate Event for every alternate space you add to an event. You can edit Alternate Events from the Alternate Event tab on the Event screen. The Alternate Event tab appears only when the event has an alternate event.

From the OPERA Cloud menu, select Bookings, select Events, and then select Manage Events.
Select or confirm the Property, enter search criteria, and click Search.
From search results, click the alternate event’s I Want To . . . action and select Event from the Go To column.
Click Edit and make your changes. For more information, see: Managing Events
Click Save.

Converting Alternate Events to Master Events

You can convert Alternate Events to Master Events. When converting the Alternate Event, OPERA Cloud deletes the Alternate Event and updates the Master Event with the Function Space, Rental code (not amount), Setup Style, and Setup/Teardown times of the Alternate Event. The original master event ID is retained.

If there are multiple Alternate Events:

The last one to covert takes the place of the Master and any previous Alternate events that were converted will be regular standalone events.
If there are resources attached to the master, the resources will remain on the master.
If there are existing sub events, those will remain untouched.

If the Alternate Master becomes Actualized, the Alternate Events are automatically deleted. If you change the status to Actual, you are prompted that the alternates will be deleted and asked to confirm proceeding.

From the OPERA Cloud menu, select Bookings, select Events, and then select Manage Events.
Select or confirm the Property, enter search criteria, and click Search.
From search results, select the alternate event’s I Want To . . . action and select Convert to Master Event from the Modify/Update column.