The event creation form is the foundation of everything you do in EventPipe. This is where all of your event details live and all information will be drawn from when creating future RFPs.
STEP 1: Select the "New Event" button
After selecting the "New Event" button, you will see a form to enter the event details. The form is broken out into relevant sections. Anything with a red asterisk is a required field.
We will start with the "Event Details" section.
STEP 2: Event Details Section
In this section, you will be asked to provide the essential details about the event.
The bolded font below represents the form field labels.
Event Producer: Select the "Event Company" associated with this event from the "Event Producer" dropdown menu.
Event Type: Select "Event Type" from the dropdown menu
Name: Type in the name of the Event - this is how it will appear on your booking site
Start Date: Select the event's start date
End Date: Select the event's end date
Country: Select the country the event will be held
State: Select the "State" or "Province" the event will be held
City: Enter the city where the event will be held in
The below fields are optional and only visible to your internal team users.
Event Producer Rebate: What you input here would represent the rebate you have agreed to pay back to the Event Producer.
Event Producer Commission: What you input here would represent the commission you have agreed to pay back to the Event Producer.
Event Net Income Goal: Housing revenue goal for the event
Event Producer Revenue Notes: Here is where you can add notes about the revenue share arrangement with the Event Producer.
If you have pick-up reporting turned on....
Accounting Contact: Who oversees the pick up reporting and invoicing side for this event
STEP 3: Email Reminder Settings
Email Reminder Settings
Reservation: When enabled, a reservation reminder email will be sent to guests the number of days entered prior to the event start date.
Deposit: When enabled, a deposit reminder email will be sent to guests the number of days entered prior to the day their deposit is due.
STEP 4: Hotel Information
The bolded font below represents the form field labels.
Default Check-in Date: This is the date you think most attendees/participants will check-in.
Default Check-out Date: This is the date you think most attendees/participants will check-out
Default Peak Nights Start: Select the date that the majority of your attendees will check-in
Default Peak Nights End: Select the date 1 day "before" the majority of your attendees will check-out
Default Group Hold Duration: This relates to group blocks and the number of days a group will have to book their rooms from their block. For example, if the number is 7, a group will have 7 days from the date they created their group block to book their rooms, after this date the block will be released. You can edit this at the hotel level anytime. Each hotel can have a unique value.
Comp Ratios: This represent the comp ratio you'd like to achieve for all hotels. It can be edited for each hotel you add to the event.
Peak Target Goal: This is the number of rooms you would like to contract for each peak night.
Room Night Goal: Input the number of room nights this event will generate.
Hotel Rebate: Input the rebate amount you will request from the hotels for this event.
Hotel Commission: Input the commission amount you will request from the hotels for this event.
STEP 5: Rules & Add Ons
The bolded font below represents the form field labels.
All of the fields in this section are optional.
Housing Opens (Group Blocks): If you want the event to open for group blocks right away, select the current date and time. If you want the event to open later, select a future date and time.
Housing Opens (Attendees): If you want the event to open right away for reservations not associated with group blocks, select the current date and time. If you want the event to open later, select a future date and time.
Stay to Play?: Check the box if the event is "stay to play."
Reservation Fee: The amount you enter here will be what the customers are charged when they book a reservation. You can edit this amount for each hotel you add to the event.
Group Max: If you want to limit the number of rooms a group can block at one time, enter in that number. If you don't want a limit, enter zero or leave the field blank.
Secondary Custom Fee Display Label
Secondary Custom Fee Amount
Secondary Custom Fee Description
Display Price Guarantee
Capture Team Code
Capture Team NameHousing Cancellation Policies: This is an advance feature, it is recommended to discuss this feature with an Eventpipe support team member.
Final Step: Save!
If you're ready to save the event, select the "Save Event" button.
NOTE: Keep in mind you can always edit your event later!