Creating Event Master

You can use the Event Master screen to create, modify, or copy Event Master data. You can manage the Event Reservations associated with the Event Master.

To create an Event Master:

  1. Select Group Sales > Events > Event Master. Alternatively, click Event Master on the Event Reservation screen.
  2. Click New Record.
  3. Specify this information:
    Event Master
    The name of the Event Master.
    Event Type
    The type of the event for which you want to create the reservation
    Booker Type
    The type of the user, who makes the booking for the Event Master.
    Status
    The status of the Event Master.
    Note: 
    • Depending on the status, the action and status icons are enabled.
    • When you select the Activate option, a warning message is displayed, and you must transfer the deposit manually if:
      • The BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to Fully or CheckIn and
      • A pending deposit balance exists for the guest stay.
  4. Specify this information in the Event Details section:
    Start Date
    The start date of the event master.
    End Date
    The end date of the event master.
    Note: 
    • The end date must be the same as or later to the Hotel Date.
    • The values for fields such as, Room Price details, Item Price details and Contact details are populated from the Room Reservations, if the status is Tentative or Definite.
  5. Specify the required information in the Contact Details section. The values in this section are populated based on the selected Booker Type.
    Last Name
    The last name of the event organizing contact person.
    First Name
    The first name of the event organizing contact person.
    Nationality
    The country to which the guest belongs.
    Note: 

    You must specify the value in this field to perform the Tax Id verification for Spain.

  6. Specify this information in the Associations section:
    Organization
    The organization associated with the event master. You can select the organization from the list of organizations.
    Group
    The group associated with the event master. You can select the group from the list of groups.
    Booking Agency
    The booking agency associated with the event master. You can select the organization from the list of available booking agencies.
    A/R Account
    The A/R account for the Event Master.
    Billing Reference
    The billing reference for the selected A/R account.
    Note: The e-Invoicing Partner ID field is required for the Italy’s electronic invoicing platform to identify the e-invoicing partner.
  7. Specify this information, in the Payment Details section:
    Deposit Due Date
    The date by which the specified amount must be deposited with the property for the event.
    Deposit Amount
    The amount deposited for the event.
    Deposit Received
    The deposit amount received for the event.
  8. Click Save Record.
    Note: 
    • You can create an event master only when the VVIP parameter is not selected.
    • You can print reports such as Banquet Event Order (BEO) and Event Proforma using the Print option for the specific event.
    • You can use the Events tab to:
      • Review all the events associated with the event master.
      • Create new events using Action >Add New Event Reservation.