1. 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

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

3. 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

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

5. 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

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

7. Event Management Mtg Rooms: Furnishings

8. 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”

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

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

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

12. 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

13. 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

14. Remember to use the appropriate date filter for your report
Reportable Fields
Advanced Reporting:
Dashboard report of Scheduled Events for Conference
Scheduled 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

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