Venues

Modified on Tue, 20 May at 9:30 AM

Information and data for the Venues Module is fed from the main venuedirectory.com website database.

GRATIS offers you the opportunity to enhance the listings with your own exclusive information, descriptions and manage your database, commission agreements etc.

There are certain venues that you may represent exclusively and these can be stored in your own secure area of the system, however, for all other new listings that you may want to be shared with the GRATIS community, we recommend that you contact the admin team at venuedirectory.com to enter the details for you.

Search

You can search for a specific venue by typing the first few letters of the venue name, and the pick-list will drop down with nearest matches. Make your choice by clicking on the appropriate venue.

General Tab

This is where you’ll find the basic details about the venue including address, star rating, group, website address and the venues own description.

In the top right-hand corner you can see the Listing type.

Custom Description and Custom Short Description fields: You are able to add your own further information about the venue that will appear exclusively on your proposals.

At the bottom of the page you can see which clients have that venue listed as preferred.

The rest of the information on this tab has been created by the venue and is not available to edit. Should you believe any information to be incorrect please report to the venuedirectory.com admin team who will investigate on your behalf.

Facilities/Rates Tab

Here you can see what facilities the venue has both on-site and those that they think are relevant within a given distance.

The venue has also given details of affiliations or membership of various organisations such as HBAA, Visit London etc.

The rates section contains a guideline to rates for both conference and accommodation where applicable, although as these can fluctuate with market rates not all venues provide this information and this section is not, therefore, a searchable one.

Agent Tab

In this section you can record your own exclusive arrangements with the venue, accounting details, commission etc:

Venue ID – system reference only

Agency Accounts Reference – for external accounting software reference eg when you want to export commissions to an accounts package.

Accounts Facility Arranged – tick this box if you have a credit agreement with the venue.

Clicking the Venue Group button will reveal all of the venues in the venue group associated with this venue.

Commission Rates Section

Standard Default Commission % for Conference & Accommodation – here is where you enter your own negotiated commission rates for each type and specify if this commission is charged on the nett (ex vat) or inclusive (inc vat) rates.

Enhanced Commission Rates – you also have the facility to enter any promotional commissions for this venue for either conference or accommodation using this facility.

Simply enter the commission percentage, again you should specify if this is based on nett or inclusive rates, the dates for which the rate is valid and whether this is based on the booking or arrival date.

GRATIS will automatically include these enhanced commission rates in the charges grid of any new enquiry that falls within the parameters of the promotion for you. (This will override the standard default commission).

TIP irrespective of whether the commission is charged on the net or inclusive rate, is subject to VAT and therefore this is treated separately.

Payee Section

You can use this section to add any alternative payee details to those supplied. You can choose to copy the details supplied by clicking on the COPY command button or if you wish to include a head office address, for instance, you may enter these details here and tick the box marked use these details for invoices/claims.

Contacts Tab

This tab details all of the key information for active contacts at each venue.

Working across you’ll see the telephone number, e-mail address etc and then which elements of the business that person deals with:

Conf – ticked if deals with conference & events correspondence

Accomm – ticked if deals with reservations

Acc – ticked if deals with accounts

Enq – ticked if handles enquiries

ACT – ticked if contact is active

VIEW – click on view to open the full contact profile where you can record history, send e-mails, schedule activities etc

Location Tab

Most of the location information is set for you by either the venue or the venuedirectory.com admin team.

The interactive map at the top of the page will allow you to see the exact location of the venue. You have the information regarding the nearest airports, train stations and motorways and also information regarding the parking spaces.

Final Access for directions, eg GPS co-ordinates for SatNav if different entrances

Agents Location Description – add your own information here.

Image Tab

Venues provide their own images for you to use in your proposals. You can see the images by clicking on Visit images on myeventsportal.

Where no images are loaded you have the facility to upload one; to upload from your photo library, click on browse, select image and the UPLOAD command – you can add a description for the image here and click on the UPDATE command button.

Rooms Tab

This section is not editable but contains information about the number, capacity and prices for meeting rooms at the venue together with other useful information.

Summary Section – an overview of total capacity, number of bedrooms and/or number of bedrooms nearby.

Delegate Rates – this area offers a guideline for pricing for both mid-week and weekend events and itemises what is included in each package.

The rates are for information only as these will vary on a case-by-case basis, however, the standard inclusions in the packages will port over to the Venue Option Detail section for each venue in an enquiry.

Overall Floorplan - where available venues have the facility to upload a copy o their main floorplan.

Conference/Meeting Rooms – a displays a chart showing capacities in a variety of layouts for each meeting room within the venue

NOTES TAB

Here you can record and share information regarding the venue:

Venue Notes & Feedback – for your own agency information, notes are not included in proposals.

Alert Text – enter the information here that you want to share with the team at the enquiry stage eg if there are outstanding commissions or a previous negative experience with the venue – to activate this alert you will need to tick the Raise Alert check-box in the Agent Tab, Agents section.

Accounts Notes – information for the accounts team

Post Meeting Notes – add a note in chronological order to build up a profile

Venue Corporate Responsibility - this is the venue's own statement; you can augment this by using the Agency Corporate Responsibility field below

Enquiries Tab

This area provides a listing of enquiries for the particular venue detailing the type and status of the enquiry, the value and client and the handling consultant.

There is also a snapshot of the enquiry conversion for this particular venue for the last twelve months with the ability to report on a given date range.