Event-Wide Details vs. Functions
On an event's Detailing tab, there are two places where you can add items and instructions — in event-wide details and in functions.
When do you use event-wide details, and when do you use functions?
Event-wide details are for those instructions or items which are not specific to a certain time or place during the event but pertain to the overall event, such as wi-fi, parking, or security. There is also a General Instructions section which is not tied to any category or department.
Functions allow you to break out a large event into its smaller components. A large conference can have a general session in one space on the first day, meals on each day in the ballroom, breakout sessions in various meeting rooms. and coffee and water stations in pre-function spaces throughout the conference. You are able to create a separate function for each of these sessions, specifying the room, date, and time. You can then assign items and instructions needed in that room at that time. You can also create event orders for those individual sessions, or combine them into one event order for the room or for the entire event.
Even if your event is a single day event in a single space, though, still create a function. This will attach a location to those items and instructions and improve the usability of other parts of VenueOps.
To Summarize (TL;DR)
- Are these details for a specific room at a specific time within the event? Use a function.
- Are these details for the event as a whole and not specific to a room? Use event-wide details.