Changing an Event

• Call up an existing event

  There are multiple ways for retrieving existing events.

  1. An event that has been recently edited can be found by clicking on the dropdown triangle next to  Events in the function bar and opening the list of  Most recent records (Set the number of most recent records).
  2. Go to the event search for events that were last edited some time ago. Click on  Events or use the keyboard shortcut F12 to open the search dialogue.
     Alternatively, click on the dropdown triangle next to  Events and select  Search. Here you will find further options, such as searching for  Event segments,  Booked items and  Undated events (Create an undated event).
  3. Search for the event you want by date, keyword or status, or by linked data such as organiser name, room bookings or offers sent.
  4. Double-click the event you want on the list of results.

  An event with a knowne date can also be opened in the Info Centre calendar or the room reservations.

  For more details on search options, refer to Searching for events

• Enter further details for the event

  Not every company needs the same information for events, which is why you will find additional fields (on various topics, including WebApps) on the   Added fields tab.

  1. Go to the  Added fields tab in the side navigation. Company-specific event fields are set up as required by your Bp Event Account Manager.
  2. Make changes and fill in additional fields.
  3.  Save your input by clicking on the icon in the top left-hand corner of the input window.
     Note: The  Change log in the top right-hand corner of the window provides a detailed account (date, time, user) of all changes effected.
• Change the event date

  If the date of an event changes, the event can easily be moved forward or back in time.
  

  1. Click on the dropdown triangle next to the  Date picker and select  Move day, then select the new date.
     Alternatively, go to the date field and enter the new date manually
  2. Confirm the safety promt by clicking Move.
  3. If an  Event schedule^M has already been created, confirm whether or not to move this as well by clicking Move in the next dialogue.
• Change the event rooms

  Sometimes, rooms that have already been allocated need to be changed again.

  1. Go to the  Events tab in the function bar and select  Room reservations.
  2. Select the  Timeline view for the day you want.
  3. Click on the room booking and drag it to the new room by holding down the left mouse button.
  4. Confirm the safety promt by clicking Move.
     Note: Open events cannot be moved in this way. Close the event before you move it in the room overview.
  5. Click on  Conflict check in the toolbar of the room booking window in the event for overlapping room bookings.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.

  Alternatively, remove bookings and add other rooms in the list of booked rooms in the event itself.

• Change multiple events at the same time (event harmonisation)

  Recurring events can be changed once and the changes applied to the other events in the series.

  Caution: With the sole exception of the date and the event number, all other event details will be overwritten!

  1. Make your changes in one event in the series (room, times, number of guests, booked items etc.) and Save that event.
  2. Effect a  Search for the other events you want to harmonise.
  3. Select one or more events from the list of results by holding down the Ctrl key and left-clicking.
  4. Right-click the selection and click on  Filter, or  Show selected records or  Remove to narrow down your selection of events if needed
  5. In the list of remaining events, left-click the master event whose details (with the exception of date and VA no.) are to be transferred to all others.
  6. In the toolbar, click on  Select action and apply to list >  Harmonise events.

  Note: Multi-day events^M and events that have already been invoiced cannot be synchronised.