EFFICIENCY Event Management is a multi tier and multi functional system to manage every aspect of the multiple events and multiple venues.

The preparation of invitations from the database by unlimited selection criteria creates RSVP transactions in the system.  The RSVP maintenance system allows the user to enter acceptance, apology or cancellation of the attendance, produce comprehensive guest lists, and name tags.

The meeting venues as part of the buildings are maintained with all the required information and attributes available.

Guest list records can be for individuals, groups, organisations, members, staff and sponsors.  Each guest can attend single or multi venues for sub events or event.  The details and options can be maintained at each level from the individual attendance point to the single event.

The payments can be received for the events at various charge levels and the loyalty points can be applied to the events at sub events level.  The costs of the items for the event are accumulated in real time and totals are transferred to the financial systems.

Multiple To Do Lists for each event can be prepared to maintain the check lists for a successful event.

• Set up and Manage Multi Tier Events; Multi tier events are set up and maintained.

• Distribute Events to unlimited number of Sub Events (Splits) and Sub Events to unlimited number of Venues;

• Produce invitations automatically or by selecting via the selection criteria from the Mail Desk to generate invitations for individuals, groups or organisations;

• Provide a consolidated schedule of venue and facility bookings by event and event Splits;

• Manage RSVP, create guest lists, and name tags.

• Manage Event Sponsorships;

• Maintain Options for Events, Venues and Guests;

• Maintain activity history for corporations, sponsors and individuals;

• Maintain loyalty points for the Event splits;

• Receive Payments and Post the totals to the accounting systems;

• Produce management and decision support reports;

• Monitor and assist in the distribution and management of event and event task related information to/from all stake holders of an event;

• Monitor event booking, associated tasks, work orders and the resources required to stage the event together with the costs associated with these activities.

• Provide details of venue hire and their event requirements and manage venues in general.  Attach unlimited data to each event record in the form of static, transactional, audio, video and graphics

An Event is set up in three levels at the Events Tab Folder:

- Event Header
- Event Split
- Venues for the Event Split

This is the overall event definition.  Information captured is Description, Type, Status, Start and End Dates and Executive.  An example could be the Australian Open.

Event Split

Attached to each Event Header can be an unlimited number of Event Splits.

Examples of Event Splits could be the:

- Men’s semi finals at the Australian Open
- AFL Grand final

Attached to each Event Split will be the venues for each event split.  Examples of the Chicago Theatre Venue could be the Becco Restaurant or Bistro 1 Restaurant, or for the AFL Grand Final the venues will be the different Box Suites available.

Event Split Venue

The Event Split Venue is the level that all information is accumulated on and can subsequently be rolled up for a total Event Summary.  Costs and attendances are captured on both a budget and actual basis.

Each event split venue can have multiple ticket prices.

It is at this level that the guest list is maintained

Guest Maintenance

Guests can be attached in two ways:

1. By selecting the event split and then attaching the guests from a list of contacts that were invited to attend the event split venue e.g. via a mailing.
2. By manually selecting a company, contact or member from the database and then attaching the event split venue.

Bookings can be taken for an individual or a group of people attending the event.

The system will automatically create an activity against the company, contact or member record for all bookings taken.  This subsequently provides a full history of what events companies, contacts and members attend.

Booking Status available flags will be:

- Invited
- Attended
- Cancelled

Guests can be grouped and the group members can be public.

Invitations and RSVP

Invitations are prepared using the Mail Desk Module. Each Invitation creates an activity, which is used as the basis for RSVP maintenance

Multiple bookings for each sub event and event at multiple venues as well as the apologies are maintained from a single screen.

Payments

Credit Card, cash or cheques can be taken as payment and a receipt printed automatically.  Alternatively, an Invoice can be produced from the payment section.

Options

Guest Options allows the attachment of any additional information or choices relevant to the Event.  An example could be a particular menu choice.

Options can be attached to Guests, Split Venue, Event Split and Event Levels.

Campaign Management

Each Event is attached to a campaign split and therefore to a campaign header record. Marketing and sales departments will have an immediate access to all the activities, sales and cross sales generated due to the events being attended.

Notes

An unlimited number of notes and remarks can be added to each Event record,. This can be date and time stamped and assigned to an executive with a security level.

Profiles

An unlimited number of user-defined profiles can be assigned to each Event record.

Expansion and Transactions

An unlimited number of user-defined fields can be added to each event record.

User defined transactions can be attached to the event records.

Customer Loyalty Points

Loyalty points can be accumulated for each customer based on the event being attended. The corresponding products can be marked via the product management module in order to assign a point’s value or negative points value for redeeming points.

To Do Lists

Unlimited number of TO Do templates and lists can be set up for each event.

Each To Do item is maintained by the start and end date and times, responsible and sign of persons and the remarks.

New templates and lists can be created instantly from the previous lists.

Venue Maintenance

The detailed information about the Venue is maintained here.Each Venue Header Record (Building) can hold an unlimited number of venues (locations).

Reports and Enquiries

The basic Efficiency system is provided with various Event Management reports and enquiries.  The user can design any number of additional reports using the InfoMaker or any other ODBC report writer.

The following lists some of the typical Event Management reports supplied with the system:

Transaction list by:

- Venue/facility
- Event, Event type and/or booking range
- Booking period, range of dates and times

Event detail by:

- Hire
- Booking
- Event Type

Event Booking Schedule by:

- Venue
- Event Type
- Event

Management Reporting by:

- Budget/Forecast/Actual revenue and cost comparisons
- Budget/Forecast/Actual variance by % or $ amount
- Event Notification Report
- Post Event Analysis

Other Features

• Includes graphics, pictures, etc, attached to the event record.
• Drill down access to the event module from the other Efficiency modules.
• E-mail the user defined event sheet to a client or other members of your organisation by using direct E-mail or document Routing functions.
• Event Expansion provides practically unlimited ability to record event related transactions, which can be defined by the organisation.

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