How to Create a New Event

This article explains the process for creating a new event.

Overview

Users who have the Event Planning role have access to the Add New Event process on the Mazévo dashboard. This allows them to create single-day, multi-day, and multi-room events consisting of one or more bookings. 

Here are some common event requests and the type of event that results:

  • "I need a room next Tuesday at 10 a.m." (1 event, 1 booking)
  • "I need a room next Tuesday and Wednesday from 8 a.m. - 5 p.m." (1 event, 2 bookings)
  • "I need a room every Tuesday afternoon for the two months." (1 event, 8 bookings)
  • "I need two rooms next Tuesday afternoon from 1 p.m. to 3 p.m." (1 event, 2 bookings)
  • "I need a room every Sunday from 8 a.m. to 10 a.m. for the next year." (1 event, 52 bookings)

As you can see, each event is made up of one or more bookings, with a booking being a unique room/date/time combination. There is no limit to how many bookings an event can have. That said, it may make it easier to manage a large event (one with hundreds of bookings over a period of months or years) if you break it into smaller events, but that is a matter of personal preference.

Creating an event involves walking through a process in which you answer a handful of questions about the gathering: Who is attending? When is the event taking place? Where is it taking place? What is the event?

To create an event:

  1. Go to Events > Add New Event.
  2. Select the organization that is holding the event from the list or add a new organization.
  3. Select the contact person, indicate the number of people that will be attending, and click Next.  
  4. Indicate the start and end time. Check the box if setup time will be needed and enter the number of minutes of setup/tear down time. 
  5. Select the date of the booking(s). If the bookings will repeat, select the pattern and provide the required information. Click Next.
  6. Select the building in which the bookings will take place. You can select multiple buildings by clicking in the field repeatedly. Click Find Rooms.  
  7. Check the box next to the room(s) you want to reserve. Click Next.
  8. Type the event name, optionally select an event type, select the status, and check the box if this is a private event. 
  9. Optionally select a pricing plan, check the box if taxes should be applied, and click Book Rooms.

Watch these videos to learn more about creating events:

Simple  - single day, single room

Add Event - 1 day 1 room

 

Simple - 2 days, single room

Add Event - 2 days 1 room

 

Advanced concepts 

Add Event - Advanced