Conference Host Event Management Led by Michael Fogarty Adirondack Solutions Users Group 2017 Conference Host Event Management Led by Michael Fogarty Tuesday 10:00AM – 11:00AM

Agenda Review Configurations/Setup of Meeting Rooms How to Schedule Events Search for Available Spaces Calculate Charges for Events Held Reportable Fields

Event Management Configurations – Types Setup -- > Conferences Event Types Meeting vs. Registration vs. Meal Setup --> Rooms Meeting Room Configurations Conference Style vs Board Room vs Rounds Allows you to plan for “Set-up” and “Take-Down” Minutes

Event Management Configurations Set-up and Takedown Minutes will factor into scheduling and event costs when charges are calculated.

Event Management Mtg Rooms Rooms -- > Mtg Room Rooms are added to the conference template and then rolled forward to ALL Conferences Optional labels: Part of a multi-room Food permitted Dining Hall Billing Account for charges

Event Management Rooms: Configurations EACH CONFIGURATION CAN HAVE SEPARATE CHARGES BASED ON THE LABOR/RESOURCES NEEDED TO HOST AN EVENT IN THE SCHEDULED ROOM

Event Management Mtg Rooms: Furnishings

Event Management Equipment/Furnishing’s Setup Drop Down Menu = Customizable List Set-up -- > Equipment Equipment Types Set-up -- > Equipment -- > Equipment Types Audio Visual vs. Computers vs. Tools Equipment Sources “Price per”… Best practice is to check “minimum charge of 1 hour”

Scheduling Events Conferences -- > Schedules Events are scheduled by conference manager Added either individually or by “Clone Event” Can be emailed or printed from “Scheduled Events” screen

DOWNLOADED AS A .CSV OR .TXT FILE “Scheduled Events” DOWNLOADED AS A .CSV OR .TXT FILE

Adding A Scheduled Event Cloning Events are best used when adding in events for Meal Types that will be invoiced.

Searching for Event Locations Times will be imported in MUST click on the configuration desired ONLY rooms meeting the date/time (& capacity if checked) will return at the bottom Descriptions on the bottom right are READ- ONLY

These amounts can be edited before being invoiced to a client Calculating Charges Charges are applied to a Client’s Invoice in Conferences -- > Billing These amounts can be edited before being invoiced to a client

Remember to use the appropriate date filter for your report Reportable Fields Advanced Reporting: Dashboard report of Scheduled Events for Conference Scheduled Email Action for All Events in a specific location sent to a location manager Overview -- > Daily Planner -- > Gantt Chart Remember to use the appropriate date filter for your report

Contact Information Thank you for participating! Should you have any questions regarding this presentation, please use the contact information below: Michael Fogarty mfogarty@adirondacksolutions.com 800.372.3165 x 220