Dialog Event Reservation

Tabs Client, Invoice holder:

Match code

Match code of the event to speed up the search.

Title

Title, e.g. for invoice or confirmation

Guest type

Select the guest type, e.g. individual guest or company.

Last name, first name

Name of the guest, client, organiser or invoice holder –including company names.

Street, postcode, city

Postal address

Phone/Fax

Telephone and fax number

Company

For natural persons, who have a company entered in their guest profile.

Personal address

Select the salutation to be used in any correspondence.

Title 2

Title, such as Dr., MBA, Esq. etc

Delete

If yes, the profile will be erased during the next clearance of the data base. If no, the profile will be kept on record.

Language

Language, e.g. for correspondence.

Country

Select the country and regions.

Contact person

Select the contact person within a company

Comment

Comment as per guest profile

Tab Event:

Period from – to

Timing of the event, including starting and finish times.

Event number

SIHOT assigns numbers automatically.

Event type

Select the type of event.

Reservation type

Select the status of the reservation.

Number of pax

Enter the number of guests participating in the event.

Rooms for participants

Yes indicates that guest require reservations for accommodation. If no, none of the guests are staying at the hotel overnight. For information purposes only.

Own account

If yes, the guests will be settling their own account. If no, the invoice will settled by the invoice holder. For information purposes only.

Colour status

Select the colour for the event to be displayed on the event rack.

GDS number

Only if interface to an external reservation system: the number is taken over automatically.

Market segment

Select the market segment.

Deposit by

Date the deposit is due.

Deposit

Amount of the deposit required.

Amount paid

Deposit payments received already.

Option until

Enter the option date for the event.

Rate segment

Select the rate segment.

Rate category

Select the rate category

Note

Short note regarding the event, does not appear on reports or confirmation

Event classifi-cation

Select characteristics applicable to the reservation. Selection can be used in event reservation searches.

Voucher no.

Enter a voucher number.

Reference no.

Reference number or cost centre

Reservation source

Enter the channels

Reservation medium

Channel

NN1

Tab Speakers:

Speaker

Enter names of speakers and their subjects, if not filled via interface. The fields can be displayed in an electronic signage if the interface is configured accordingly.

Description

Operator responsible 1-5

Enter names of up to four employees who are responsible for the function.

Tab Room:

Room

Code and name

Event main room

If yes, the room is the main event room. If no, the room is not the main room.

Period from – to

Time during which the room is required.

Days

Automatic calculation of the number of days as per above period.

Table set up

Select the table set-up. N.B. SIHOT will check the availability for the room considering the set-up and clearing times for selected set-up.

Number of pax

Enter the number of guests.

Maximum

SIHOT shows the maximum number of persons possible for the selected set-up.

Room rental

Enter the rental amount.

Charging

Number of days on which the rental amount will be charged.

Package code

Enter the package.

Room decoration

Select a room decoration. For information purposes only.

Table decoration

Select a table decoration. For information purposes only.

Cloakroom

Select if required yes or no. For information purposes only.

Guaranteed revenue

Enter the revenue to be achieved per day for this room.

Preparation cost

Enter any expenses that will incur.

Purpose

Enter the purpose of the room (e.g. service station or break-out room). This field may be printed on reports and confirmation if required.

Comment

Enter a “free” comment to the room. This field is printed on the function sheet and on the report chron. room reservations.

Tab Equipment:

Equipment type

SIHOT enters the type of equipment selected from the equipment search.

Equipment number

Enter the number code of the equipment, entered automatically, if selected from the equipment search.

Period from - to

Time during which the room is required.

Daily equipment rental

Enter the fees per day.

Comment

Enter a “free” comment to the equipment. This field is printed on the function sheet and on the report chron. room reservations.

Tab Service:

Service

Select a service from the service master files.

Service text

Standard text for this service, can be overridden if required.

Period

Date period during which the room is required.

Time

Exact time the service is required.

Number

Number of services, e.g. 10 delegates require 10 lunches per day.

Price per unit

Rate at which the service is to be charged.

Total price

Total charges as per number and price per unit.

Event group

This grouping determines where the service is written on the function sheet: food, beverage or others.

Posting

Enter how the service should be charged:

•         automatically: will be posted automatically if pre-posting function is carried out

•         not, part of package: will be charged as component of a package

•         via cash register: manual charging via POS

Comment

Enter a “free” comment to the equipment. This field is printed on the function sheet and on the report chron. room reservations.

Tab Comment:

Function board

Enter the official text for the function board to be displayed in the public areas.

Comment

Enter a “free” comment to the event. This field is printed on the function sheet and on the report chron. room reservations.

Tab Additional Comments:

Comment 2

Further comments, can be printed on reports or confirmation depending on the layout.

Comment3