Once a location has been assigned to an event or session, you may then assign rooms to events and individual sessions as well. Further, rooms may have capacities and rates defined and you may calculate session setup costs for each room per unit (such as a person) based on categories you define. For example, you may calculate how much lunch costs per person for a room or technical setup costs per room per session. You must have previously set up room setup categories to take advantage of this feature.
To specify room capacities and rates for an event, complete the following steps:
- Go to the Event Profile
- On the Location tab, associate a room with the event. Make sure you complete the Capacity and Rate fields.
- You may always click the Edit
icon and add this information later.
You may also calculate session setup costs per unit. For example, you may want to calculate how much lunch costs per person for a session. You must have previously set up room setup categories to take advantage of this feature.
To calculate session setup costs per room category, complete the following steps:
- Go to the Session Profile
- On the Loc/Rooms tab, expand the Location where you want to either add or edit the room.
- The Sessions Room Setup form appears after clicking the Add Room Setup button.
- Choose a Setup Category from the drop-down.
- Choose a Setup Code from the drop-down. The Unit Cost will populate based on what you entered in the room setup category.
- Enter an expected Quantity attending the session if you want to estimate an expected Actual Cost.
- Enter any Comments as needed.
