Here is an overview of all the stages an event goes through in the system.
Various tasks are essential for EventPipe Users at every stage of their event's journey. Whether you are starting from creating an event to wrapping it up, these guides will outline the necessary steps to efficiently oversee your event.
Activating A New Event
1. Create Your Event - This initial step involves creating your event from scratch, including setting up all the necessary details such as event name, date, time, and description.
2. Associate A Venue To The Event - Additionally, you will need to associate a venue to your event. This is important because are booking sites will show the event venue(s) and how far the hotels you contract are in relation.
3. Customize your booking site to reflect the branding and theme of your event through the event's Customize tab.
4. Add Hotel Inventory - Utilize our Request for Proposal (RFP) tool to seamlessly add hotel inventory for accommodations related to your event. Alternatively, you can establish external contracts with hotels to secure room blocks for your attendees, ensuring a smooth booking process.
Once all event and hotel details are in place, activate your booking site to allow attendees to start making reservations and bookings for the event and their accommodations. If you have a venue associated, customization complete, and a live event hotel, you can activate your event by clicking the "Activate" button in the top right of the screen.
Managing An Event
Step Four: Keep track of reservations and group blocks within your inventory, ensuring that all bookings are accurately recorded and managed. This step involves overseeing the availability of rooms and ensuring that group bookings are properly allocated.
Closing An Event
As your event comes to an end, grant hotels access to necessary information, monitor confirmation statuses, send pre-arrival instructions to attendees, and disable any further changes to bookings. This ensures a smooth and organized wrap-up of the event.
Final Reporting
After the event concludes, compile all data and information gathered throughout the event journey to create comprehensive final reports. These reports provide valuable insights and metrics that can be used for future event planning and improvement strategies.