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Event Meeting Details |
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Event Meeting Details |
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Event Meeting Details
An event may have one or more meetings, each of which has details that can be managed individually. The Event Meeting page is the page that displays all details about an individual meeting within an event. The meeting details page begins with the basic meeting information, including the meeting name, customer and contact, and date and time. This basic information exists for all meetings.
Immediately following the meeting information is a Gantt chart view of the meeting and all associated components, including setup and teardown, scheduled services, and any other activities scheduled in conjunction with the meeting. This view is provided as an at-a-glance view of the meeting’s schedule.
Rooms and Resources
Room, equipment, and service assignments appear on the form following the Gantt chart. Each assigned item and its scheduling status appears on its own row. If the item includes a setup or teardown service, these associated services can be viewed by clicking the row to expand the details and reveal the service information.
Services can be flagged as “Exclusive”, meaning that no other activities may be scheduled at the same time. The application will validate that nothing is scheduled in conflict with an exclusive service.
The pre and post meeting option allows additional meeting components to be added, managed, and viewed from within a single meeting record. Examples for the use of this option include customer access prior to meeting, seating time before a meeting, meet-and-greet time, or any other room reservation need associated with the meeting. Any pre and post meetings created will appear in this section of the page.
Pre and/or post meeting records can be flagged as “Exclusive”, meaning that no other activities may be scheduled at the same time. The application will validate that nothing is scheduled in conflict with an exclusive pre or post meeting.
Setup and Teardown Service Windows
Scheduled or inherited services that require the use of the room must occur within a setup or teardown service window. Through the manipulation of the service window an event scheduler can control and visualize when services will take place and for how long the room is unavailable for other scheduling. Service windows are automatically generated for the meeting whenever a service is scheduled that requires the use of the room. Manual intervention is only required if the service window duration needs to be increased or moved to a different time or date. Multiple service windows can be created to accommodate special cases.
Setup and teardown service windows must be at least as long as the combined minimum duration of all scheduled in-room services. The application will validate that service windows are large enough to accommodate all services, including “Exclusive” services, and that the window does not conflict with the event meeting itself or any other unrelated activities.
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