★ Detailing Your Events
Once your event is confirmed, it is time to gather all the details you need to execute the event: the event schedule and functions, inventory items needed, catering, and more. You'll use that information to create event orders and invoices, and you can track all of your to-do's via tasks and task templates. This article will walk you through how all this works in VenueOps, and we'll link to articles with step-by-step instructions for specific items.
Before you can begin detailing events, you'll need to ensure that the tools you'll be using are set up on your account. These include:
- Inventory and Price Schedules: Your inventory library contains all the goods and services your venue offers to your clients: AV equipment, furniture, food and beverage, labor, etc. Your price schedules list the standard pricing for each of those items. Anything you wish to charge a client for will need to be set up in your inventory library. We have a master overview article about inventory and price schedules here; please also feel free to contact us if you have any questions or need guidance in getting this set up.
- Document Templates: During your account setup, we will create event order document templates. If your account does not have these templates or if you need your templates updated, please contact us!
- Task Templates: Task templates are not required to detail an event, but they are a useful tool to help you track all the milestones of event prep and execution. For more information about task management, please see this article, and we have a task template gallery here for inspiration.
You'll be doing the bulk of your work on the detailing tab of the event's details page.
Building the Event Schedule
The first step in detailing your event is to build the event schedule. You will do this by creating functions. A functions is a specific part of your event that happens in a specific place at a specific time, such as breakout sessions, meals, etc. You may also create no-room functions for schedule items that aren't specific to a certain place in the venue, such as when to open the building doors.
You are able to create functions several different ways:
- If you wish to have one function for each day for each booked space, click the plus at the top of the function list - the function fill button. With one click, you'll create a function in each space in each day. The time of the function will match the time of the booked space, and attendance and room setup on the booked space will be added to the function.
- The mass editor gives you a spreadsheet-style interface to quickly build many functions, and allows you to create no-room functions. Click the at the top of the function list to access the mass editor. For instructions on using the mass editor, please see this article.
- You may also add individual functions to a room by clicking the plus icon by the room. For instructions, see this article.
- If you need to edit a function, simply click the function name to open its details slider, and click the pencil icon to edit the function's name, space, date/time, setup, attendance, or to display the function on the calendar. On the details slider you can also start adding items and instructions - more info about that in the next section!
- If you have several functions with similar details and items, you may wish to create and detail the first function, and then copy it and all its information to create the other functions. We'll talk more about copying functions below.
Adding Requirements: Items and Instructions
Now that you have your functions built, you can add inventory items as well as instructions to those functions. Inventory items can include any item you need to execute the event, such as tables, chairs, staging, food and beverage (meals, coffee stations, snack breaks) and labor. Anything you would like to bill the client for will need to be added as an item to the event, either on a function or in the event-wide details.
Each function (or the event-wide details) has a details slider. You'll add items and instructions via that slider. To view the details of a function or the event-wide details, click on its name.
- To add items, click the plus by a department or category type to open the Add Items slider. Step-by-step instructions are here.
- To add instructions, click the paper icon by a department or category type to open the add instructions slider. Step-by-step instructions are here.
- If there is information which can be the same from event to event, such as designated entrances, closed/open sections, or standard instructions for certain event types, you may wish to create information items. Info items do not require a quantity and are stored in your inventory library just like your items. Please see this article for more information.
- To edit an item or instruction, simply click the item or instruction you wish to edit to open its details slider. Instructions for editing items are here and for editing instructions are here.
- You may also mass edit the quantity and pricing for items in a department or category type by clicking the pencil icon for that department or category type. Full instructions are in this article.
We also have several options for copying items from function to function or from another event:
- You can copy an entire function, including all or selected items and instructions, to a new function.
- You can copy a function's items and instructions (all or selected) to another function which has already been created on the event.
- If this is a repeat event, you can copy the event's functions, items, and instructions from the previous event. Please note that the events must have matching booked spaces to do this!
We have an article all about the various copying options here.
Creating Event Orders
Once your event details have been added, you can now generate event orders - this is done on the event orders tab. Some notes about event orders:
- You have the option to create one event order for the entire event, create an event order for each function, or combine functions into a single event order (such as if you want to create one event order for all the functions in a space for each day of the event). We have several filtering options in the create event order slider to help you easily select which function you would like to include.
- You are also able to upload a room diagram or other attachment that will be included at the end of your event order. If you are creating multiple event orders at a time, the attachment will be added to each one. The attachment must be in a PDF format, and you are able to edit the event order later to remove and upload an updated attachment (such as if the room diagram changes).
- If any event details change, you'll be prompted to regenerate any existing event orders. In fact, you'll have to regenerate it before you can download any documents - this will ensure the event order contains the updated information.
For more information:
- Creating Event Orders
- Editing Event Orders
- Removing an Event Order
- Updating an Event Order Attachment
- Regenerating an Event Order
Invoices and Payments
- If you would like to enter a payment schedule for the event, you may do so on the Financials > Payments tab. The payment schedule can be pulled into various documents, such as the proposal and contract. For instructions, see this article.
- Invoices for the event may be created on the Financials > Invoices tab. You can create as many invoices as you need for the event, but anything you would like to bill the client for must be added as an item to a function or event-wide details. For more information about creating invoices, please see this article.
- If you have the Accounts Receivable role you will be able to record payments and allocate them to invoices. Payments are added to the account - there's a handy link to the account's financials page on the Financials > Payments tab. See this article for more information about adding a payment, or this article about allocating a payment.
- If you would like additional background information about Event Financials in general, please see this overview article.
Tasks and Task Templates
In an event's Tasks tab, you can create reminders and tasks to help you remember and track all the moving pieces for the event. Any tasks which are assigned to you will also appear on your Tasks page, and if you wish you can receive an email digest each morning of your tasks for the day. If you create a task and assign it to someone else, you can even get an email alert when they complete it!
If you have an event checklist, we highly recommend adding the checklist to VenueOps as a task template. You can have one master checklist, or create different checklists based on the type of event. We have a task template gallery here to get you thinking.
Rather than link to individual articles, this link will take you to our task management section in the help desk. The starred articles at the top will give you an overview of how tasks work in VenueOps, and below are articles with step by step instructions for all you'll need to do.