On the function calendar you are able to create saved views with different filter and display options, creating calendars that give the staff in your venue the information they need in a way that is easy to see. We've gathered several views and their use cases to inspire you!
All Function Activity
Use Cases
This view is useful across all departments:
- Event Management: Event Managers and MOD are able to see a snapshot of the event activity for the day.
- Sales: Map out site visits so they do not disrupt events in the building.
- Operations: See when rooms are available for routine maintenance as well as for cleaning and refresh between sessions.
- Emergency Response: Know where people are (or aren't) during an emergency.
- Building Security: See when activities start and end for the day so that lobbies can be unlocked and locked appropriately, especially when there are multiple events in the building.
- Maintenance: Often security or maintenance teams will not activate elevators or escalators during load in/load out times or other non-event activity. A function calendar will give quick visibility into which elevators/escalators are needed and when based on the activity around them.
- Reception/Guest Services: Know exactly when and where functions are being held so attendees can be directed accurately.
- Parking: Parking staff are able to identify the location and time of event activity across all events so that they can schedule which lots or garages to open and staff each day. This is especially useful if you have created your lots/garages as rooms and they are booked on the event.
Create the View
- Filter Options:
- Function Status: Ready
- Rooms: All
- Display Options:
- Info: Function Name, Event Name, Function Time, Expected Attendance, Function Type
- Time Increment: 1 Hour
- Columns: 24
- Start Time: 12 AM
- Show Function Information on Hover
- Color by Function Type:
- Color all event-related function types the same color.
- Color non-event functions (load in, load out, and so on) grey.
HVAC/Lighting
Use Cases
Building engineers are able to easily see when spaces are activated throughout the entire facility across all events so they can accurately schedule HVAC and lighting. This often occurs a day or two in advance, with adjustments made on the day. Some notes:
- Just because a function is taking place doesn’t mean HVAC is needed or allowed. Often, especially in larger facilities like convention centers, HVAC is only provided during an event day, not during load in or load out.
- One HVAC unit may service multiple rooms. This view displays the rooms in a consistent manner across all events.
- Attendance is a big factor in how the HVAC is mixed in a room. Ten people in a room is much different than 250!
Create the View
- Filter Options:
- Function Status: Ready
- Rooms: All
- Display Options:
- Info: Function Name, Event Name, Function Time, Expected Attendance, Function Type
- Time Increment: 1 Hour
- Columns: 24
- Start Time: 12 AM
- Show Function Information on Hover
- Color by Function Type.
- Color all HVAC-related function types the same color.
- Color non-HVAC functions (load in, load out, and so on) grey.
Conversion Team and Airwall Scheduling
Use Cases
- Conversion Team: By adding the room setup to your functions, the conversion team can see the setup for each function and know if a conversion is needed.
- Airwall Scheduling: A venue with rooms containing airwalls need to be able to coordinate and schedule airwall moves, often with more than one department. The Function Calendar will show them either the exact time for a specific airwall move or when rooms/spaces are available to move the airwalls in preparation for the next event activity.
- Filter Options:
- Function Status: Ready
- Rooms: All
- Display Options:
- Info: Function Name, Event Name, Function Time, Expected Attendance, Function Type, Room Setup
- Time Increment: 1 Hour
- Columns: 24
- Start Time: 12 AM
- Show Combo Rooms
- Show Function Information on Hover
- Color by Function Type:
- Color all event-related function types the same color.
- Color non-event functions (load in, load out, and so on) a different color.
- Filter Options:
- Function Status: Ready
- Rooms: All
- If you only want to see F&B functions, filter by those Function Types
- Display Options:
- Info: Function Name, Event Name, Function Time, Expected Attendance, Function Type
- Time Increment: 1 hour
- Columns: 24
- Start Time: 12 AM
- Show Function Information on Hover
- Color by Function Type:
- Color all F&B-related function types the same color.
- Color non-event functions (load in, load out, and so on) grey.
Create the View
Catering
Use Cases
View all functions with food and beverage for the day. Depending on filtering options, view room access availability to set up or strike.