A model event is a fully detailed example event. You can copy the model event or copy the details from the model event, saving time in the future. Model events can be created during your initial Elite onboarding, or whenever you have time to think through the typical events in your venue.
Model events help with efficiency in booking and detailing and they also ensure consistency, so details are the same from event to event and year to year. They also give new staff an example to learn from so they understand what is expected when booking and detailing events.
There are a few options when creating model events:
- Create the model event based on event type:
- Prom
- Wedding
- Game
- Concert
- Create the model event based on an account's typical events:
- Game for your tenant teams
- Performance for your resident organization
- Rotary or Kiwanis Club meeting
- Annual events
You can use your model events in two ways:
-
Copy the model event: Rather than booking a new event, go to the model event and copy it. When copying the event, space conflicts will be shown the same as when you book on the calendar. Functions, item allocations, instructions, and more will copy. See Copy an Event for instructions and also a tab-by-tab list of what information is copied to the new event.
- If your resident orchestra or opera has evening and matinee performances, you can create a model event for each one so that function times are relative to the performance time.
-
Copy the event details to a new event: Book the event as usual and then copy the functions and details to the new event. This works well if you have an Online Inquiry Form - the event will be added as an inquiry, book the inquiry, then copy the functions and details from the model event. See Copy Details from One Event to Another for step-by-step instructions. Make sure the functions in your model event are created as "no room" functions!
- If you are managing holds, you can copy the details from the Concert model event once you have released all holds and confirmed a concert date.
- Arenas with tenant teams can book all the events in your season (as a series) and then copy the details into each event.
After you have copied the event or event details, be sure to update the event name, event account and contacts, check the price schedule, and add rooms to the functions.
Some best practices:
- Book into the past (2010 or before) so the event will not affect current bookings and metrics.
- Model events should not be included in reporting. If you do not report on internal events, mark them as internal. You can also create a separate event type (such as Model) and filter that event type out of reports and dashboards.
- Be consistent when you name model events. We suggest you prepend "Model" to the event name so they can be easily found via the global search, such as "Model Wedding".
- Functions should not be assigned to rooms (book them as "no room" functions). A function with a room can only be copied to events with that same room booked. See Copy Details from One Event to Another for more information.
- Create functions with the Planning status.
- If you have annual price schedule changes, be sure to update pricing and price schedules on model events. This can be part of your annual audit.