Overview

The Event Services section of the Banquets system enables a Banquet/Event Manager to formalize the relationship and categorization of Items that will be served (such as food) and/or provided (such as A/V equipment) during the event, and define how the pricing will be established.  Understanding how Service Item Categories, Service Items, Service Types, Menus, Menu Categories and Pricing Structure interact and are assigned is imperative to properly establishing them within the event.

Required Permissions

• Admin Access

• Level 1

• Level 2

Accessing Event Services

1. To access Service Item Categories, Services Items, Service Types, Menus, and Menu Categories, navigate to Settings, and then click Event Services.  

2. Then, follow the instructions below for specific Event Service Settings.

Manage Service Items Categories

Creating Service Item Categories is helpful in managing service items, as they allow you to easily search for the items.  Item Categories serve to help group Service Items (such as Shrimp Cocktail or Beef TarTar) into meaningful buckets, such as Appetizers, Soups, Entrees, Desserts, etc.  There are numerous ways to categorize items.

Creating New Service Item Categories

1. To establish an Item Category, navigate to Event Services > Manage Service Item Categories.

2. Click the New button.

3. Enter the Service Item Category name, then Click Save.

4. The new service item category is then displayed with all the other categories.

5. Multi-site Organizations, with site-specific item categories that are not shared across their organization, will want to add and/or edit item categories within the appropriate site(s).  Multi-site Organizations whose item categories ARE shared across all sites will want to add and/or edit item categories within the Master List.  Organizations with a single site will want to add/edit item categories where they see the ‘edit’ link available next to the existing item categories.  This could be at the Master or Site level.

Deleting Service Item Categories

1. To delete a Service Item Category, follow the same steps as above until you reach the step where you would click the New button. Instead of clicking this button, click the Delete link next to the category you wish to remove.

2. Multi-site Organizations, with site-specific item categories that are not shared across their organization, will want to add and/or edit item categories within the appropriate site(s).  Multi-site Organizations whose item categories ARE shared across all sites will want to add and/or edit item categories within the Master List.  Organizations with a single site will want to add/edit item categories where they see the ‘edit’ link available next to the existing item categories.  This could be at the Master or Site level.

Editing Service Item Categories

1. To edit a Service Item Category, click the Edit link next to the category you wish to change.

2. You will be brought to the edit screen where you can change the name or spelling of the Service Item Category. Click Save when finished.

3. The updated Service Item Category name is displayed with the other categories, and all service items that had the original category name will be updated with the new category name.

4. Item Subcategories are also available for setup, and function similar to categories, but could be used to break down categories into further groupings.  For instance, if a Category of Appetizer was established, two subcategories could be established, such as Hot Appetizers and Cold Appetizers.

5. Multi-site Organizations, with site-specific item categories that are not shared across their organization, will want to add and/or edit item categories within the appropriate site(s).  Multi-site Organizations whose item categories ARE shared across all sites will want to add and/or edit item categories within the Master List.  Organizations with a single site will want to add/edit item categories where they see the ‘edit’ link available next to the existing item categories.  This could be at the Master or Site level.

Manage Service Items

Service Items must be created before they can be added to menus.  A Service Item is any Item that will be served in the course of an event, such as a Steak, Shrimp Scampi, Mashed Potatoes, or a glass of Dom Perignon.

Creating New Service Items

1. To establish a Service Item, navigate to Event Services > Manage Service Items.

2. Click the New button.

3. You will now be taken to the screen where you can create a Service Item. You can enter as little or as much information about the item as you would like. However, if you want to enter in a price, the item MUST have a Revenue Center. When you select a Revenue Center it automatically populates the applied rates. These can be toggled if the item needs another set of  applied rates.

4. Click Save finished.

5. The completed item then displays with all of the other Service Items. 

6.  Multi-site Organizations, with site-specific items that are not shared across their organization, will want to add and/or edit items within the appropriate site(s).  Multi-site Organizations whose items ARE shared across all sites will want to add and/or edit items within the Master List.  Organizations with a single site will want to add/edit items where they see the ‘edit’ link available next to the existing items.  This could be at the Master or Site level.

Deleting Service Items

1. To delete a Service Item, follow the same steps as above until you reach the step where you would press the New button Instead of pressing this button, Click the Delete link next to the item you wish to remove.

Editing Service Items

1. To edit a Service Item, click the Edit link next to the item you wish to change.

2. Make any edits you would like to the Service Item. Click Save when finished.

3. The item is then displayed with all of the other items.

Additional Event Settings Resources

Event Services Settings - Managing Service Types

Event Services Settings - Managing Service Menus

Best Practices

1. Ensure all Event Services utilized in an Event are set up in the system as Event Items, categorized appropriately, and consistently utilized to ensure appropriate billing, and profitability calculations can be effectively maintained.

2. Create Service Item Categories based on how you think Service Items should be organized.  

FAQs

1. Q: What is the best way to set pricing, so that I do not have to manually recalculate allocated amounts every time we change the price of an overall package.

   1. Use the Package Pricing - Percentage Amount Allocation.  Once %’s are established, as prices change, system will automatically recalculate proper revenue allocations based on services required.

2. What is the best way to determine profitability on the event items?

   1. Ensure to enter a Cost as well as a Price to the event menu to assist in calculating profitability

3. How many Service Item Categories can we have?

   1. You can have as many Service Item Categories that you would like.  

4. What is the purpose of Service Item Categories?

   1. Service Item Categories allow you to organize your service items and easily search for items by filtering by category.