Events

What makes an "Event"? The answer will certainly depend on who you ask! Do your events have ten, 100 or 1000 participants? Are they in-house, at an outside location or even out-of-doors? Do you do short functions or conferences lasting several days? No matter what - our VA Events function will help you plan and implement all of the above.

From the planning to the realisation and conclusion of events, every detail is fully documented and can be retrieved at any time.

Scope:

Key event data
Enter the date, time, number of people, status and a status date. The status and status date of an event remind you of upcoming tasks and are displayed in the Info Centre calendar. Enter the organiser's address, as well as different ordering, invoice or delivery addresses. Add the occasion for the event and record initial agreements. Event templates are available for frequently recurring or similar events. These templates can be used to create complex quotes in the shortest possible time.

Rooms
Select one or more event rooms with individual times and numbers of people. Check the availability of the rooms, specify the seating styles and enter texts for agreements and signage.

Quote
Once all the key data has been entered and the rooms or delivery address have been specified, that leaves the billable services (items). Add these items to a quote. The currently valid price is copied from the master item but can be edited for this event. Select whether an item should be charged

a) per person > e.g. menu or buffet
b) per unit > e.g. flower arrangements
c) by the hour > e.g. staff
d) multiplied by a factor > e.g. finger food three items per person

Comments, separator texts and subtotals can be inserted for improved readability.

Generate a quote on the basis of a template. The quote includes the organiser's address, the event data, booked items and the text template. Print the customer contract to send by mail or email it to your customer.

Order
Create the customer contract by copying the data from your quote to an order and making any necessary changes.

Generate a contract on the basis of a template. The contract includes the organiser's address, the event data, booked items and the text template. Print the customer contract to send by mail or email it to your customer.

Invoice
Create an invoice by copying the data from your contract to an invoice and making any necessary changes. Add further items and actual consumption, calculate subtotals generate a spreadsheet with a consecutive invoice number and date of issue. Record payments and set up an automated reminder process as needed.

Further options with other modules:

Multi-Day and Recurring Events^M
Manage events over several days with different requirements and summarise them in one invoice.

Read more on Multi-Day and Recurring Events

Event schedule^M
Create detailed timelines with location, responsibility and duration, both for internal planning and for communication with the customer.

Modules relevant for events:

Inventory^M
Adds inventory management for equipment, furniture etc. Availability alerts are issued well in time for staff to react. Invoice lost or broken items directly to the customer at the replacement price.