EventPro User Manual

Location Rate Codes

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Location Rate Codes

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Location Rate Codes

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Under Location Rate Codes, you will enter every kind of rate that could apply to any location in your facility, and define to whom these rates apply.

At this point, you are not actually entering the numerical rates. You will enter the numbers later when you apply these Location Rates to the appropriate location(s) (see Step 8: Locations, Applying Location Rates to Locations below).

Creating a Rate Code

1.Select Setup | Rate Codes from EventPro's main menu.
2.From the drop-down list in the upper left corner, choose Location Rate Codes.
3.Click the New button to the right of the selection grid.
4.The Location Standard Rate Code [New] window will open.  There are two tabs in the Rate Code [New] window: Rate and Criteria.
Click to expand/collapse textRate

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1.Enter the name of the Rate Code.
2.When you tab down from the Rate Code field, the Description field will default to the rate code except without all capital letters, but you can alter this if you prefer.  
3.Under Options, check the Auto Lookup checkbox if you want EventPro to automatically assign the new rate when the criteria you enter for the rate code are fulfilled.
4.Check the Discountable checkbox if you want to be able to apply discounts to this rate.
5.In the Charge Type drop-down list, select how the room rental will be calculated: Flat Rate, Hourly, % Ticket Revenue, Per Ticket or Per Person.  Hourly rates, for example, will allow you to select different rate codes for events of different durations.
Click to expand/collapse textCriteria

There are two sub-tabs under the Criteria tab: Applies To and Event.

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1.Use the drop-down lists to select the Company Categories and Event Categories to which you want the rate to apply.  You defined these Company Categories and Event Categories and Subcategories earlier in Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables.
2.If you do not select specific Company Categories and Event Categories for the rate, the fields default to <Any>, and the rate can apply to any company and event category.

Click on the Event sub-tab to choose the times during which the rate will apply.

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1.Use Booked or Event Times:
a.Choose from the Use Times drop-down list whether you want EventPro to use the Booked Times or the Event Times when finding the correct rate code and calculating the rent.  
b.For example, an “event” may take place from 6 p.m. to 11 p.m., but the room is actually “booked” from 5 p.m. to midnight to allow for setup and teardown time.
2.Season:
a.Check the Season checkbox if you want the rate to be in effect over a series of days, weeks or months.
b.Select dates from the From and To drop-down calendars. For example, if you want a rate to apply over the Summer season, select June 1 to August 31.
3.Days:
a.Check the Days checkbox if you want the rate to apply to certain days of the week.
b. Select the days or day range from the Day From and Day To drop-down lists. For example, you may want a rate to apply only Mondays through Thursdays.
4.Duration:
a.Check the Duration checkbox if the rate is based on a certain length of time, such as a three-hour rate, a half-day rate or a full-day rate.
b.Enter the range of hours in the Hours From and Hours To fields, and check the Round Hours box if you want EventPro to round event times up to the nearest hour.
c.Remember to note whether you have selected Booked Times or Event times in the Use Times drop-down list above.
5.Time:
a.Check the Time checkbox if you want the rate based on a specific time range.   Enter the time range in the Time From and Time To fields.  Select from the drop-down list whether you want it to be based on the Start Time, Booked Between or End Time of the booking or event.
b.Remember to note whether you have selected Booked Times or Event Times in the Use Times drop-down list above.
c.Note that some redundancies may arise if you use both Duration and Time to define rates.  It will generally cause less confusion to use either Duration or Time to define a rate.
6.Attendance:
a.Check the Attendance checkbox if you want the rate to depend on the number of people at the event.  
b.Select the range of attendance by entering numbers in the Attendance From and Attendance To fields.
5.When you have entered all of the information you need for the rate code in the Rate Code [New] window, click Save.
6.The rate code will be added to the selection grid.  Continue adding as many rate codes as you need.