Location Details

1.	Select Setup \| Location \| Locations from EventPro's main menu.

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2.	Click to highlight the appropriate Location Group in the top selection grid and, from the middle selection grid, click to highlight the Location to which you want to add details.

3.	In the bottom section of the screen, there are five tabs relating to that Location: Features, Setup Types, Related Locations, Restrictions and Images.

This is where you will assign to each location the features you created under Step 4: General Lookup Tables, Location Features above. Note that not all of the features will be appropriate for – or available in – every location.

1.	Click the New button located next to the bottom selection grid, across from the Feature Tab.

2.	The Location Feature [New] window appears.

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3.	From the Feature drop-down list, select the feature you would like to assign to this location. You can only select from the list of features you created in the General Lookup Tables. If you need to add new features, you must return to Step 4: General Lookup Tables, Location Features above.

4.	Enter the Quantity of the feature available in this location (e.g. the location may have 3 electrical outlets, or 1 white board, or 2 phone jacks).

5.	Click Save.

6.	You can also use the Quick Entry option to quickly and easily assign Features to a room.

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1.	Click the Quick Entry button next to the bottom grid.

2.	On the left side of the Quick Entry window that appears, there is an Inventory list (all of the available features). Click on the feature you want and click the Assign> button to add the feature to the list of Assigned features on the right. Repeat to add as many different features as you like.

3.	To take the feature off the Assigned list, click on the feature and click the <Unassign button.

4.	Click Close to close the Quick Entry window when you are finished.

5.	You cannot select a quantity for the feature in the Quick Entry window, but by clicking on the Quantity column next to the feature in the Feature list in the bottom selection grid, you can enter the desired quantity.

This is where you will assign to each location the setup types you created in the Step 4: General Lookup Tables, Location Setup Types. Obviously, not all setup types are appropriate for all locations. Some locations may be too small to handle a banquet, for instance, but may be perfectly suited to a seminar. Some may have poor acoustics and will be ill suited for any type of event in which sound quality is paramount.

Ensure that you have selected the correct Location Group from the top selection grid and Location from the middle selection grid.

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1.	Click the New button next to the bottom grid, across from the Setup Types Tab.

2.	The Location Setup Type [New] window appears.

3.	From the drop-down list, select the Setup Type you would like to assign to this location. You can only select from the list of setup types you created in the General Lookup Tables. If you need to add new setup types, you must return to Step 4: General Lookup Tables, Location Setup Types.

If you want this setup type to be available for use in this location, leave the Available checkbox checked. If you do not want the setup type available for use in the future, uncheck the Available checkbox. The setup type will remain in use for event locations where it has already been assigned, but you will not be able to use it again. You can also mark the setup type as unavailable in your General Lookup Tables so that they cannot be assigned to any more locations; see Step 4: General Lookup Tables, Location Setup Types.

5.	Enter the Minimum and/or Maximum Capacity of the location when using this particular setup type. EventPro will perform capacity checks to ensure the attendance falls within the minimum and maximum capacities.

6.	Enter the Set Up Time and Tear Down Time required for this type of setup in this location. These will be the default times for setting up this style in this location, but can be changed within an individual event.

7.	Click Save.

8.	You can also use the Quick Entry option to quickly and easily assign Setup Types to a room.

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1.	Click the Quick Entry button next to the bottom grid.

On the left side of the Quick Entry window that appears, there is an Inventory list – all of the available setup types. Click on the Setup Type you want and click the Assign> button to add it to the list of Assigned setup types on the right. Repeat to assign as many setup types to this location as you like.

3.	To take a setup type off the Assigned list, click the type and click the <Unassign button.

4.	Click Close to close the Quick Entry window when you are finished.

5.	You cannot enter the capacity, setup hours or teardown hours in the Quick Entry window, but by clicking on the Capacity, Setup Hours and Teardown Hours columns next to the Setup Type in the Setup Type list in the bottom selection grid, you can enter the appropriate numbers.

Complete this tab to avoid accidental over-booking if one of your locations can be divided into smaller areas. For example, you could have a location called the “Salon”, which can be divided into “Salon A” and “Salon B.” If “Salon A” is booked, the “Salon” is no longer available. Similarly, if the “Salon” is booked, neither “Salon A” nor “Salon B” will be available.

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1.	Ensure that you have selected the correct Location Group from the top selection grid and Location from the middle selection grid.

2.	Click the New button next to the bottom grid, across from the Related Locations Tab.

3.	The Related Locations [New] window appears.

From the drop-down list, select the location you would like to relate to the location you are currently working on. You can only select locations from the same Location Group, so ensure that you enter related Locations in the same Group. Also, ensure that you have entered all the other related locations in your database.

To correctly relate the rooms, you want to relate the component rooms to the main room, and the main room to the component rooms, but not the component rooms to each other. In the above example, when defining “Salon”, you would select “Salon A” and “Salon B” as related locations for it. When defining “Salon A” you would choose “Salon” as a related location; when defining “Salon B”, you would also choose “Salon” as a related location. However, you would not choose “Salon A” as a related location for “Salon B”, and vice versa, because they can be used separately at the same time.

6.	Click Save.

This is a selection grid showing the dates and times that this location will be closed. Restrictions are usually added on the Booking Calendar, but they can also be added in the Restrictions tab.

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1.	Ensure that you have selected the correct Location Group from the top selection grid and Location from the middle selection grid.

2.	Click the New button located next to the bottom grid, across from the Restrictions Tab.

3.	The Location Restriction [New] window appears.

4.	Enter a name for the restriction in the Description field. Examples might be “Christmas Day” or “Carpet Cleaning.”

5.	Enter the From Date and To Date by typing in the fields or selecting from the drop-down calendars.

6.	Enter the From Time and To Time of the restriction. These are the times that apply each day of the restriction. Default times may already appear if you set Location Restriction Default Times in your General System Settings.

For example, if you have a restriction set from Monday, May 22 to Wednesday, May 24, with times from 9 AM to 2 PM, the restriction applies Monday 9 AM to 2 PM, Tuesday 9 AM to 2 PM and Wednesday 9 AM to 2 PM, with the other times during the days appearing as unrestricted. The restriction does not apply from Monday at 9 PM through to Wednesday at 2 PM.

b.	To create a restriction that applies Monday through Wednesday, you would set the restriction times as midnight to midnight each day.

7.	Select the Conflict Level from the drop-down list.

a.	Full: If a restriction conflict level is set as “Full”, you will not be able to book a conflicting event. Once a restriction with a “Full” conflict level is in a time slot, nothing else can use that time slot (except for an event with the “Ignore” conflict level).

b.	Warn: If a restriction conflict level is set as “Warn”, EventPro will warn you of any booking conflict, but will not prevent the booking.

c.	Ignore: Restrictions with this conflict level do not conflict with any events and will not be considered when EventPro performs a conflict check.

8.	If you want to reduce clutter on the booking calendar, you can choose in what view you want the restrictions to appear. Under Options, check the boxes if you want to Show on Calendar Year View, Show on Calendar Month View, Show on Calendar Week View and/or Show on Calendar Day View.

9.	Click Save.

10.	If there is an event already booked during the restriction time, a dialog box will warn you that an event is booked within the restriction you are about to create. If you want to continue creating the restriction anyway, click Yes.

Complete this section if you want to use the floor plan designer feature of EventPro or if you have drawings or photographs of the location set up for an event. You will need scanned images saved in a file folder on your hard drive.

To learn how to add images to a Location, see Chapter 7: Images/Floor Plans, Set Up Images/Floor Plans on a Location.

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Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch1_step8_locations_details.htm

Location Details						CH1_Step8_Locations_Details Dear EventPro Documentation Department,
Location Details