SETTING UP EVENT MANAGEMENT IN RMS:
Under the Setup Menu – General Information – Modules Tab, tick the option for Event Management.
Quit out of RMS then log back into to refresh new changes.
CREATING NEW ACCOUNT CODES:
New account codes will need to be setup to accommodate for new categories and new sundry charges that will relate to the tasks to be performed within each event.
CREATING NEW SUNDRY CHARGES:
New sundry charges will need to be created for your tasks. E.g. Lunches, Labour Hire, Morning Tea, Afternoon Tea etc.
CREATING NEW CATEGORIES:
Setup new categories;
Fill in short description as new category name. For example, function rooms.
Fill in the max. # of occupants per area to cover all scenarios
Fill in the account code (you may have to create a new account code if one does not already exist in the system)
The class of the category should be Facility and booked by Day.
Select your valid booking times for this Category. Also setup your available times, either excluding or including weekends.
Save and exit.
CREATING NEW ROOMS:
Add each individual room under the correct category.
If you have one room that may be broken down into many; create one room as the complete space, then, create a room for each individual component section attaching the complete space as the parent.
CREATING GROUPINGS FOR EVENT MANAGEMENT:
Add in your group headings from the setup menu - Groupings.
Select to use the heading for ‘Tasks’.
This allows you to place all providers of a similar task consecutively on reports together. For example, Catering, Internal, Entertainment etc
CREATING NEW USERS SECURITY PROFILES:
Employees that are involved in coordinating Events even if they do not use RMS will be required to be setup in the RMS system as a user.
For those that use RMS and control Event accounts will require to have both ‘Allow to Close Budget Costs’ and ‘Allowed to Transfer Sundries from the Event to the Account’ ticked.
TARIFFS:
Tariff Table is to be setup normally as an hourly Rate Type. The Base Tariff is only for the area or room hire charge.
Ensure that the 9th hour has a figure before exiting. Base adults and children do not apply.
You may also select daily charge if the hire fee changes depending on the day that the area/room is booked. For example, if Saturday is more expensive to book a particular room than Wednesday.
Deposit details may also be setup in this screen including ‘Days to Return’ which means the number of days that you require the deposit to be paid within from when the reservation is made.
EVENT MANAGEMENT:
To setup the Event Management information go to the Setup Menu – Event Management.
All entries to this area of the setup are across the board and should only be used for those providers and tasks that are required on a multiple basis.
SERVICE PROVIDERS:
The Service Provider is the ‘Who’ of the Event Management, this can be the Company Name (supplier) or Employee name.
Report Order is a way of selecting where you would like the provider ordered on all Event Reports.
Each tab corresponds to the contact details of the person that is employed in that area of the company.
Classification allows you to group providers together e.g. geographical area, providers which specialize in particular event types (weddings).
MASTER TASKS:
Task = Description of the particular task, this could include a menu etc.
Location = Where the task would be held.
Report Order = A way of selecting where you would like the provider ordered on all Event Reports.
Task Starts = Used if a task is not due until the second day of the event etc.
Days Duration = Used if the task is to extend beyond one day.
Associate Task To = Allows you to associate a particular task to a particular provider or many providers.
Grouping = Allows you to associate a particular grouping to a task.
Include on Run sheet = If this option is chosen then this task will only ever show on the run sheet, no other report. This is used internally; things that the organization would not need to know e.g. cleaning
Optional and Work Order = This area is under development.
SUNDIRES – ATTACHED TO TASKS:
After selecting save on the task, from the Sundries tab at the top of the Tasks screen;
Description: Select the sundry charge from the drop down menu under description.
Refundable: is currently under development.
Qty: will calculate out the cost and provide a total on a per head basis.
BUDGET;
This figure is only for the budget costs,
Cost = these figures only show on the P/L Report.
Charge = these figures show on the estimate operational costs reports and should include the markup if required.
ACTUAL;
This figure is only for the actual costs,
Cost = these figures only show on the P/L Report.
Charge = these figures show on the final operational costs reports and should include the markup if required.
Report Order is a way of selecting where you would like the task ordered on all Event Reports.
Cost Code and Report Type are not utilized at this time.
Include for totals lets the system know that this sundry is to be calculated within the totals. E.g. only one of the alternative tasks is charged.
EVENT ORDER FOOTER:
This footer is displayed at the foot of the Event Order Report and is used as an authorization or disclaimer.
EVENT RESERVATIONS:
To make an Event Reservation is almost identical to making an Accommodation Reservation following are the main differences;
You are required to use the drop down arrow to the right of the add reservation button on the top tool bar as seen below and select either to add a reservation or an event.
There are 4 arrival/departure dates and times.
Arrival Date/Time
Event Start Date/Time
Event Finish Date/Time
Departure Date/Time
All dates default to the days date
All arrival/departure times default to the general information settings.
Coordinator 1 and 2 relate to the employees that will be assigned to manage the Event.
You will now have both Pax and Est Crowd, where Pax would reflect your actual numbers and Est Crowd would be the estimate of attendance to the Event. It is Est Crowd that will print on your running sheets for your event.
Announced – Is only utilized when you have future reservations that are not to be released as they may not be announced, e.g. football matches when there is a booking for a match but they do not yet know who will be playing in that match.
Gates Open – When the Stadium/Ground gates open before the Event, however this does not appear on any reports.
The guest details are mainly used for the contact details of the hirer of the Event.
EVENT MANAGEMENT ON A RESERVATION:
COPY EVENT
This function is used to copy an existing Event from one reservation to another.
TASK
This allows you to add, edit, delete, allocate task grouping and view task groups.
ACCOUNTS
When tasks have been allocated to the event this function becomes active. Financial reports for the Event.
DAILY SCHEDULE
This allows you to place notes onto the event schedule report.
REPORTS
Event Reports.
REFRESH
This button is to refresh the screen incase someone else has added a task or note whilst you have been in the event screen.
ADDING A TASK TO AN EVENT:
Select or add in the service provider.
If tasks have been assigned to this provider they will show on the right field, which you may select from by double clicking on the task.
If no tasks have been assigned to this provider you may simply type the task into the Task field on the left of the screen. This can also be added to the master task list by ticking this option below.
Select the starting day and time, as well as the ending day and time.
Requested by is the person currently logged onto RMS.
Completed by is who has completed the task from the drop down list.
Venue is the venue that the task is to be completed at.
Rep Order is a way of selecting where you would like the provider ordered on all Event Reports.
Print on run sheet is only ticked if you do not wish the task to show on the Event Order or Event Schedule report. It will only appear on the Run Sheet and the Task List.
Work Order is not yet available.
The sundries field on the right of the screen has two uses;
At this stage only budget costs would normally be completed, Actual costs are done once the Event/Task is completed.
ACCOUNTS BUTTON:
P/L STATEMENT
This is a profit and loss statement of a particular Event.
ESTIMATED OPERATIONAL COSTS
This is a report/statement that you may give to the hirer which shows all of the tasks and the corresponding estimated costs.
FINAL OPERATIONAL COSTS
This is a report/statement that you may give to the hirer which shows all of the tasks and the corresponding actual/final costs.
TRANSFER SUNDRIES TO ACCOUNTS
This function is performed when an Event is finished; this will transfer in a one line charge onto the reservation account the final costs for the Event.
CLOSE BUDGET COSTS
This function is performed once all budget costs have been placed against all tasks required. Once this is closed it may not be reopened.
DAILY SCHEDULE
Select the date and type your note into the schedule field.
REPORTS:
EVENT ORDER REPORT
This report is given to the hirer to show them the schedule of tasks for the day/s events. This includes times, descriptions of tasks, run sheet (internal) tasks and also costs if selected.
EVENT SCHEDULE REPORT
This report is also given to the client or event organizer to show them the schedule of tasks for the day/s events but with a slightly different layout. It includes an automatic footer which the Event Order does not and also does not include run sheet (internal) tasks.
RUN SHEET
This report is used for internal use only. It will print all of the tasks that have been marked to print on the run sheet. It is given to the staff and/or coordinators.
TASK LIST (CHRONOLOGICAL)
This report shows all tasks set for an event placing them in time order. Including run sheet only tasks.
MEMO
This report is used to give to a particular provider, showing them what tasks have been assigned to them, when they should be completed and where.