EventPro User Manual

Creating Location Groups and Locations

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Creating Location Groups and Locations

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Creating Location Groups and Locations

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Select Setup | Location | Locations from EventPro's main menu to enter the Location Setup area.

In order to enter your venue locations, you must first create broad Location Groups. After you have created Location Groups, you can add individual Locations to each group.  The information you enter here will appear on the Booking Calendar. Once you have created your Locations, you are ready to add Location Details to each of the locations.

Click to expand/collapse textSelect or Create an Effective Date

An "Effective Date" is the date upon which the current prices, taxes and availability of your locations come into effect. If the pricing, taxes or availability of your locations will change on a certain future date, you can create a new effective date.  This is particularly useful for changes in tax structures.

If you have Multiple Effective Dates, and you want to see the pricing, taxes and availability of locations for other effective dates, use the arrows or drop-down list to select another date.

When you create a new effective date, you are not creating a duplicate list of your locations.   When you create an effective date, you are creating a new set of prices/taxes that will apply to your locations upon a selected future date.

Therefore, if you delete an effective date, you are not deleting the locations from your database.  You are only deleting that set of prices/taxes.  The locations still exist.  However, if you delete an actual location, that item is completely removed from EventPro.

Note that if an location has been used, you will not be able to delete it; you can only mark it as unavailable by unchecking the Available checkbox.  Locations can be available for one effective date while unavailable for another.

1.Click the New button next to the Effective Date drop-down list. The Location Effective Date [New] window appears.
2.Enter a new effective date or select a date from the calendar.
3.Enter a Description of the effective date.
4.Select a previous effective date from which you want to Copy Items.  This does not actually copy the locations; it copies the prices/taxes that applied to the locations during the effective time.  You will want to copy the prices/taxes from a previous date to use as a starting point.  If you do not copy prices/taxes from a previous date, you will have to start a price structure from scratch.  You will find it much easier to copy a set of prices/taxes from a previous date and make changes as required.
5.Click Save or Cancel.
1.Select the Effective Date you want to change from the Effective Date drop-down list.
2.Click the Change button next to the Effective Date drop-down list.
3.You can change the date and the description of the Effective Date.  You cannot change the Copy Items From date.
4.Click Save or Cancel.
1.Select the Effective Date you want to delete from the Effective Date drop-down list. Remember, deleting an Effective Date is not the same as deleting an location.  By deleting an effective date, you are deleting a set of prices/taxes that applied for a certain period of time.
2.Click the Delete button next to the Effective Date drop-down list.
3.In the Confirm dialog, EventPro asks you to confirm the command. Click OK if you are sure, or otherwise click Cancel.
Click to Expand/CollapseLocation Groups

Location groups are intended to help you categorize your locations according to criteria that suit the way you use your facility. For example, you may separate indoor locations from outdoor locations, or you may choose to create groups representing each floor of the building.  If you operate a small facility, you may only need one location group.  Think about how you operate your facility and create groups that suit your business.

1.Click the New button in the upper right corner, across from the top selection grid.
2.In the Location Group [New] window that appears, enter an abbreviated name in the field labeled Location Group. Examples might include “Outdoor,” “Convention,” “Mezzanine,” or “First,” “Second” and “Third” based on the floor numbers.

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3.In the Description field, enter an expanded description. Corresponding examples of descriptions might include, “Outdoor Locations,” “Convention Rooms,” and “Mezzanine Level Rooms,” or “First floor,” “Second floor” and “Third floor.”
4.In the Grid Position field, enter a number to represent where you want this location to appear, relative to other groups, on the Booking Calendar. If you do not select grid position numbers, the groups will appear alphabetically.
5.If you have the EPWeb module, check the Show on Web checkbox if you want the entire Location Group to show on the website.  If you only want certain locations within a Location Group to show on the web, leave this box unchecked.  You can select the Show on Web option later when you create or edit individual Locations.  Note that the EPWeb Module is an optional module in EventPro.  If you have not purchased this module, you will not see the related tabs and screens.  If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.
6.Click Save.
Click to Expand/CollapseLocations
1.In the top selection grid, select the Location Group in which you want the new location to be categorized.  If you have any related or connected locations – for example, a “Ballroom” which can be divided into “Ballroom A” and “Ballroom B” – ensure that the related or connected locations are both entered under the same Location Group.
2.Click the New button across from the middle grid.
3.In the Setup Location [New] window that appears, there are five tabs: General, Comments, Setup Info, Accounts and Address.  Information entered here will be pulled into the corresponding fields in a location booking when an event is created.

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1.Availability: From the drop-down list, select the effective dates for which this location will be available.
2.Location:
a.Location Code: Enter an abbreviated name for the location, but try to enter as much of the name as possible, since this is what you will see on the Booking Calendar.
b.Description: This field will initially default to the Location Code, except without all capital letters. Enter the full name or description of the location, which may just be the same as the Location Code.
c.Company/Owner: This field will be used if certain locations belong to different companies, e.g. corporate boxes at a stadium.  In order to select a company/owner from the drop-down list, ensure that you entered it in the Company/Contact database (see Step 6: Company/Contact, Entering a New Company).
d.Grid Position: Enter the position in which you would like this location to appear on the Booking Calendar. If you do not enter numbers, the entries will be sorted alphabetically.
3.Venue Check:  If you use VenueCheck™, enter the Venue ID and Room ID for this location.
4.Capacity: Enter the Minimum and/or Maximum capacity of the location.  EventPro will perform capacity checks to ensure that attendance falls within the minimum and maximum capacities.
5.Setup/Tear Down Hours:
a.Enter the usual amount of time required to setup and tear down the location. This figure is used as a default only and staff can easily override it when they are booking individual events.
b.You may also want to add different values for maximum capacity and setup/teardown hours according to the different setup types used in the location.  You will enter these other values later under Location Details.
6.Options:
a.Available: When you first create a new location, the Available checkbox will be pre-selected and disabled.  Later, when editing this location, you can uncheck this check box to indicate that a previously used location has been discontinued. This will prevent staff from selecting it for future events. EventPro cannot delete the location if it has been used for previous events.  If you later make a location unavailable, it will be highlighted red on the Locations selection grid when viewing all locations, or not visible when viewing just available locations.
b.Billable: Check this box to indicate that the location is usually billable.  Non-billable items will not show up in invoices.
c.Discountable: Check this box if you want to allow the location to be discounted.
d.Use Event Attendance: If you check this box, whenever the location is added to an event, its attendance will always, by default, be linked to the event attendance.
e.Show on Web: If you have the EPWeb module, check the Show on Web checkbox if you want the Location to be visible on your website.
7.Dimensions:
a.Enter the Length and Width of the location.  The figures can stand for whatever unit of measurement you want: feet, meters, yards, etc.
b.The Size (Area) will automatically calculate from those values.  You can also enter the Area directly, and the Length and Width values will be cleared.
c.You may also enter the Height of the room, and the Maximum Height and Width of the entrance
8.Cost, Price and Minimum Margin:
a.Enter the cost, price and minimum margin to be used as the base rate when no matching rate codes can be found.
b.Multiple rates are entered under Location Rates below.
c.The Minimum Margin is a percentage figure you enter to prevent staff from discounting below a set margin.
9.Applicable Taxes:
a.Select the applicable taxes by checking the boxes.
b.To review how applicable taxes work in association with Applicable Event Taxes, review Step 6: Company/Contact, Entering a New Company above.

Enter any general comments you might have about the location.

Enter any special information that would be useful to setup staff.

Using the drop-down lists for each field, select the appropriate Income Account Code or Expense Account Code and the Department Code, if applicable, which you defined earlier under Setup | General Lookup Tables | Accounts.
1.If this location is associated with a particular address, enter the address information under the Address tab.
2.Choose a Use Address option from the drop down list:
a.Manual: You will type in the address manually.
b.Location Owner: Defaults to the address of the owner you chose in the Company (Owner) field under the General tab.
c.Event Venue Company: Defaults to the company's address of the Venue Customer for the event to which the location is assigned.  See Chapter 2: Create a Booking, Creating a New Booking: Company/Contact Information or Chapter 3: Event Maintenance, Customer Information.
d.Event Venue Contact: Defaults to the contact's address of the Venue Customer for the event to which the location is assigned.  See Chapter 2: Create a Booking, Creating a New Booking: Company/Contact Information or Chapter 3: Event Maintenance, Customer Information.
3.You can also add Delivery Notes to the Location's Address.
4.When you have added all the information you need for the location in the Setup Location [New] window, click Save.
5.Continue adding as many Locations as you need.  You can then add Location Details for each.