EventPro Planner Manual

Negotiations Type

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Negotiations Type

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Negotiations Type

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Negotiations allow you to track when event managers are able to save money for an event.  For example, your event manager booked 30 hotel rooms for an event, but instead of paying the rack rate or published rate of $195 per night, she negotiated a price of $150 per night, for a total savings of $1350. You can record this negotiation in the event setup for future reference.  Typically, you would record negotiations on big-ticket items like hotel rooms and venue locations.

The structure you create here in the General Lookup Tables will be replicated in every event, so that every event you create will contain these same negotiation categories and items.  However, for each event, you enter different numbers, depending on the published and negotiated rates for the items.  Not all items will necessarily apply to every event.

This screenshot illustrates how Negotiations would appear in each event, if the negotiation categories and items were added as in the screenshot further below:

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1.Select Setup | General Lookup Tables from EventPro Planner’s main menu.
2.Select Negotiations from the drop-down list in the upper left corner.

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3.In order to keep negotiation information organized, you will first create Negotiation Categories and then add Negotiation Items to each category.
Click to expand/collapse textNegotiation Categories
1.To the right of the top Category selection grid, click the New button.

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2.In the Negotiation Categories [New] window, enter a Negotiation Category, e.g. Meeting Rooms, A/V Equipment, Hotel Rooms, Venue Rental, etc. – any category under which your business may be able to negotiate a price.
3.Enter a number for the Display Order, which will determine where in the list of categories this category will appear (1 being the top position).
4.Click Save.
Click to expand/collapse textNegotiation Items

After you have entered all of the negotiation categories you need, you can enter items in each category.

1.Click on a category in the top selection grid and then click the New button to the right of the lower Items grid.

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2.In the Negotiation Items [New] window, enter a negotiation Item, e.g. for the category of Meeting Rooms, you could enter Capacity up to 60 People, Capacity up to 40 People, Capacity up to 20 People, etc.  For A/V Equipment, you could enter items such as LCD Projector, Laptop Computer, Sound System, Lighting, etc.
3.You want to enter any item for which your business may be able to negotiate a price.  Not all of these items will be applicable for every event, but you want to enter all possibilities here.
4.Enter a Display Order number.
5.Click Save.  The item will be added to the category you selected in the top grid.