Events Process
This covers the process of a non-raceday event from its inception to its closure. It primarily involves the events department, with the finance department handling payment and invoices. Ungerboeck is used for all parts of the process.
Applications Used:
- Ungerboeck
Workflow Diagram:
The process begins with the customer contacting to set up an event, they can do this via email, phone, or through an online form. There will be regular contact between the client and the events department to confirm details of the event.
Once confirmed it can be set up in Ungerboeck. There are two ways to create an event:
Creating New Event
- Right click on date event is requested on – Drop down will come up with Add Event / or
- At the top of the page click on drop down next to events - Either add event or add event from profile
- Once you have clicked add Event – Event page will come up
- Description – Name of Event
- Account – Client that is to be charged
- Add in Coordinator, Event Manger (If known- email F&B if it’s not in there)
- Add in budget attendance
- Input dates of event and timings (In, start, End & Out)
- Fill out details – Type (What type of event is it?) Source (How was this event secured?) Category (Function/ Event Activity) Class (Function – Caulfield or Venue Hire - Caulfield)
- Most of the new events created will be created by the sales managers
Copying an Existing Event
- Right click on event that is to be copied over
- Tools – Copy event
- Update event date
- Unclick include orders
- Press ok
- *If you have trouble copying over event- untick anything to do with documents
After, contracts will be sent for signatures.
Function scripting is used to copy existing functions into an event:
- Click into event that needs to be scripted
-
Functions (Will be located at the top of the event page)
- Start with Venue Hire
- Add in TASK Integration Time (If Beverages are involved)
- Add in Day of Week
-
Line 1: Venue Hire
- Event Expenses
- Day of Week
- Line 2: Everything else
- Line 3: F & B Info
- Additional Info for setups (timings ECT, stage show timings, catering etc.)
-
Creating Levels
- To create new level- right click, go down to Insert Indented
- If same level clicks – Insert Before or after
- Input usage
- Make sure your Space matches up correctly to Function description (i.e. bar service – Promenade (Public – Ming Dynasty Bar)
- Make sure times are correct
- Function call adds in PAX
- Adding notes – click on service order or function description depending on where note is relevant – right click, add note.
Service and work orders are made for orders of goods and services in the event:
-
Click on Functions Descriptions that requires order
- Service Orders tab will come up
- Click Add button
- Ensure FY price list is correct
- Add in relevant items – Make sure item has a department against it (Sales 123)
- Make sure a charge is against one line in the service order, as per contract
- Once added in the service orders- service orders will need to be attached to a payment plan - Scroll down to service orders on main page.
- When putting in food selections – right click on the food item and click substitute.
- This will bring up the food selections for the category you have chosen. *If the food item is not in Ungerboeck, still choose a substitute item and write over it. It will not pull to the kitchen if you just write over it the Service Order Items.
- Make sure the correct amount of pax is again the food, as this will impact how much the kitchen is to make.
A payment plan is set up for invoices and regular compliance is set for the event.
Purchase orders are set up for all the purchases in the event:
- Main page of event or functions, scroll down to service order items
- Right Click on relevant order/s
-
Tools - Create purchase order • Supplier should match service order
- Cleaning & Furniture setup = Quayclean (Ensure you have a separate cleaning cost and setup cost under the same PO)
- Av = Racetech (The Big Screen Company)
- Security = Millennium
- Electrical = O’Dwyer Electrics
- Conveyancer consulting = Philip Chun Building Consultant
- Plumbing = Brad Masters
- Tote Removal = M & D Dillion Constructions
- Refer to lasts years PO as a guide for costing (If repeat client), use their actuals from previous year or quotes provided by contractors to ensure you’re not under when it comes to invoicing * always good to overestimate amount on a PO as you may occur some during event charges.
- Double check GL code (All Functions & Events codes start with 123 -110)
- Ensure the ‘Required On’ date is the date of the event
- Approve PO, it will be a partial approval send to Lucia who can approve – anything above $15k send to Alana Bray
- Once completed send to relevant contractor, along with work order and current floorplan
On the day of the event the site is cleaned and set up according to the floor plan.
Before the event is closed, finance sends an invoice to the client and processes supplier payment invoices.
Closing the Event can occur once the event has been conducted:
- Main event page – Scroll down to service orders
- Double check all service orders are on payment plans
- Make sure all final costs are in (F&B beverages on consumption etc.)
- Select all service orders
- Right click – Complete service orders
- Right click again – Close
- Send activity to Stacey –To send final invoice (If it is an important client or a client that is delicate, get Stacey to send you the invoice)
- Close event within the month of the event