How to Create a New Event in Mazévo

This article explains the process for creating a new event in Mazévo.

Overview

Users who have the Event Planning role have access to the Add New Event process in Mazévo. This tool 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, one booking)
  • "I need a room next Tuesday and Wednesday from 8 a.m. to 5 p.m." (1 event, two bookings)
  • "I need a room every Tuesday afternoon for the next two months." (1 event, eight bookings)
  • "I need two rooms next Tuesday afternoon from 1 p.m. to 3 p.m." (1 event, two 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's 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?

When creating a new event, you'll navigate through four parts of the process to enter information that answers the questions above (Who, When, Where, What). While a significant amount of data is entered, a user can complete the process in just a few minutes. 

Quick navigation for this article:

Part I - The Who

Overview

In this part of the process, you enter information about who's holding the event. This includes the organization and contact, as well as the number of people expected to attend.

Based on your system's account settings, you may be prompted for just the organization or the contact. In the examples in this article, the system requires both an organization and a contact.

To complete Part 1 of creating a new event:

1. Go to Events > Add New Event:

Add event 1.1

2. Select the organization that's hosting the event from the drop-down list. To filter the list, start typing the name of the organization. (Note: If the organization that's hosting the event hasn't been defined in Mazévo, you can add them on the fly. That process is explained at the end of this section.)

Add event 1.2

3. Select the primary contact from the drop-down list. (Note: Events can have multiple contacts.) Contacts that are associated with the organization are shown at the top of the list in colored italics. The remainder of the list contains all of the contacts defined in the system.

Add event 1.3

4. Enter the number of people attending the event. Mazévo will use this number in Part 3 to filter the list of available rooms to those that can hold this number of people. It will also be used for the overall event attendance and the default setup count for each booking.  Entering a zero value ('0') will bypass the capacity check when displaying available rooms.

5. Click Next.

Add Event 1.4

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Adding Organizations and Contacts on the Fly 

There are two additional actions you can take in the first part of the Add New Event process. First, you can create a new organization on the fly if the organization doesn't exist and the same for contacts. 

To add a new organization and contact:

1. Click the drop-down arrow in the Organization or Contact field.

2. Click Add New and provide the required information. 

3. Click Next

Note that you can add an organization, a contact, or both. The item(s) you add will then be available for selection when using the Add New Event function in the future.

Add Event 1a.1-1

 Add Event 1a.2

add event 1a.3-1

 

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Part II - The When

Overview

In this section, you enter the start and end times for the event and select the date(s).

Add event 2.1-1

To complete Part 2 of creating an event:

1. Enter the start time and end time of the event. An event can be up 24 hours long and can cross midnight. The start and end times indicate when the customer's event will take place. The process for reserving additional setup and teardown time is explained in the Advanced Options section below.  

Add Event 2.2

2. Select the date(s) for the event by clicking on them on the calendar. Click the arrows in the upper right corner of the calendar to navigate from month to month. Select all the weekdays in a week by clicking the box to the left of the week or all of a particular day of the week by clicking the name of the day. Clear the groups of dates by clicking the box or name again. To remove individual dates, click the minus sign.

If the event occurs on a series of dates, select one of the recurrence options in the Repeat drop-down list and make entries as appropriate. 

3. When you've finished selecting dates, click Next

 

Example of selecting random dates:

add event 2.3

 

Example of selecting all Wednesdays for a month by clicking on the column heading:

add events 2.3 a

 

Example of selecting the entire week:

Add Events 2.3b

 

Unselecting a date by clicking on the date again or clicking on the '-' sign next to the date:

Add events 2.4 delete

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Advanced Options

Date patterns or repeating events

There are several different repeating date patterns available when creating a new event. They're shown in the Repeat drop-down list.

Add Event 2a 

Every weekday is Monday to Friday within the date range you enter.

Add Event 2a.1

Every week is the selected day or days of the week for every week in the date range—for example, every Wednesday from 1/24/20 to 2/28/20.

Add Event 2a.2

Every other week is similar to every week but on alternating weeks.

Add Event 2a.3

Every month is the same day for each month in the range. The first date in the range entered is repeated, as indicated to the right of the fields.

Add Event 2a.4

Every day is literally every day, including weekends, between the start and end dates entered.

Add Event 2a.5

Overriding Default Setup and Teardown Time

Mazévo uses the setup and teardown time defined for each room by default when looking at room availability and creating the event. However, there may be times when you want to override the room's default setup and teardown time.

To do so, you check the Specify Setup Time box and enter the number of minutes of setup and teardown needed. If you set one or both times to 0 minutes, you effectively override the default for the room.

Add Event 2a.6

  

Adding Additional Time for Customer Setup

You can add extra time to the start of the booking for customer access.  This is additional time can be used by the customer to decorate the room before the event. To add this additional time, select Specify Customer Access Time and enter the amount of time required.

Adding customer access time

 

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Part III - The Where

Overview

The third section of the Add New Event process is about where the event will take place. You have two options for specifying your preference, which is used in conjunction with the date(s) and attendance you specified earlier.   

Add a new event - the where panel

To complete Part 3 of creating an event:

1. Select the status for the new event.  

2. To search by building, click Building and click in the field to the right one or more times to select one or more buildings. To search by room tags (i.e., room characteristics you previously defined and applied to rooms), click Room Tags and click in the field to the right one or more times to select one or more room tags. 

3. Click Find Rooms

If the status selected does not block space, all rooms in the search will appear for selection.

 

Example of selecting multiple buildings.

Add event 3.3

 

Example of using Room Tags for search for rooms.

Add event 3.4

 

The results showing available rooms that you can select. (After pressing Find Rooms)

Add Events 3.5

Mazévo displays a list of rooms that meet all of these criteria:

  • They're in the buildings you selected or have the tags you selected.
  • They can hold the number of people you specified. (Part 1).
  • Most importantly, they're available for one or more of the selected date(s) at the time (Part 2).

If a room is not available for one or more dates, is too small, or is too large, the room will appear on the unavailable rooms tab.

 

More Filtering Options

When viewing this list of available rooms, you have two additional filters to help you quickly find the best room for the event.

  • At the top of the list, you can enter text in the Search for a Room field, and the display is immediately filtered to the text you've typed.Add Event 3.5a - filtering by name-1
  • You can also filter the results to rooms that can be arranged in a particular setup style.add event 3.5b filter by setup

1. Select one or more rooms you want to reserve for this event by using the check-boxes to the left of each room.

2. For each room selected, indicate the room setup style or click Skip if you're not ready to make that selection. You can also select Skip for All if you are selecting multiple rooms and specify the setup later. The drop-down list shows styles defined for the room in orange italics at the top of the drop-down list that can accommodate the number of attendees you specified previously.   At the bottom of the drop-down list are other room setup styles in the system that you can select for this room.  

Add Event 3.6

When you select a style, the system reconfirms the style setup count and allows you to enter a setup note for this room.  This can be useful when selecting more than one room for an event, such as a second room for a breakout session.

Add Event - Room Setup 

5. Click Done to return to the list of rooms.  You will see an icon and the count displayed next to the selected room.

Add Event 3.6b

You can select more than one room on this panel, as shown below.

Add Event 3.6c

6. After selecting the room(s), click Next.

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Advanced Options

Best Available Room

If you are creating a multi-day event, it's possible that some rooms are not available for all of the dates. In this case, Mazévo can help you find the right rooms to piece together your event. It does this by showing the number of days that each room is available in the Days Available column.  

Best fite 1-1

When you hover your cursor over a number, the system displays a pop-up listing the dates on which the room is unavailable.  

Best fit 2

If you click on the number of days available, the system displays a list of conflicting bookings.  

Best fit 3

This information is also presented on the Conflicts tab. Think of the Conflicts tab as the opposite of the Availability tab. The Conflicts tab shows each room that has one or more conflicts. This is useful if you're trying to put the event in a specific type of room. Hovering over the Days In Conflict number brings up a list of the dates on which the room is in conflict.

Best fit 4 - conflicts

If you click on the Days In Conflict number, the system shows you the bookings in conflict (i.e., those blocking you from getting the room for all of the dates).

Best fit 3

Having reviewed this information, you select a room for the event. After you select the room's setup style (see above), if the space is available fewer than the total number of dates requested, the system gives you the option to select a different room on the days in conflict, skip the date(s) in conflict and move on without selecting a room, or creating the bookings in the conflict status. No booking(s) are created if you skip the assignment.

Selecting a room this is not available on all of the dates.

The Use Conflict Status will only appear if your system has a conflict status defined.

 

If you click Assign Room, Mazévo displays a list of available rooms on the conflicting date. 

Best fit 6

You then select an alternate room and click Done to continue. When you've made your selections, you click Next.

 

Additional Room Information

To view additional information about a room, click on the room name. A pop-up will be displayed with capacity information, setup/teardown times, notes, and an image of the room, if available.

Add Event - Room info

Room Info popup 1

Holidays and Building Hours

Holidays (called "special dates") and building hours are displayed on the right side of the grid of the available rooms, each in its own section. If you select a section by clicking its header, the system displays the appropriate information. Only holidays and building hours for the dates being requested for this event are displayed.

Holidays

If you attempt to book an event outside of building hours or when the building is closed,  you will get a warning to that effect. You can continue booking the event or stop and adjust the date(s) and time of the event. 

Building hours warning

Event planners can book outside of building hours or on a day the building is closed. However, requesters are not allowed to do this.

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Part IV - The What

Overview

The final part of the Add New Event process specifies the event name and other details before officially booking the space. 

Final panel on Add New Event

To complete Part 4 of creating an event:

1. Type or select entries for these fields:

  • Event Name. Type a short descriptive name for the event.
  • Event Type. If you've defined event types in your system, they are available for selection in the drop-down list.
    Add Event 4.2

  • Event Coordinator.  The coordinator will default to the value set for the organization if there is one.  Select one from the dropdown box if there is no default or you need to change the coordinator for this event.
  • Private Event. You can mark the entire event as private, so it will not display on the public calendar. 
  • VIP Event. You can mark the event as a VIP.  
  • Pricing Plan. If you have pricing set up in the system, a default plan will be displayed. You can override it by selecting a different plan from the drop-down list.
    Add Event 4.5
  • Apply Taxes. This box may be checked by default. However, you can override it by clearing the box. 
  • Apply Service Charges. This box may be checked by default. You can override it by clearing the box. 
  • Billing Code. If you've specified a billing code for the organization, it is shown here by default. You can override it if you choose to by typing a new number. 

2. Click Book Room(s) to create the event. The system then shows you the event, and you can make additions (like reserving resources) or changes as appropriate.

New Event

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