The words "Event", "Booked Location", and "Function" have specific meanings when used in EventPro Software.
Event
In EventPro, an Event is a collection of Booked Locations grouped under the same Booking Number.
Booked Location
A Booked Location is a room or space that has been booked for an Event.
An Event can contain one or multiple Booked Locations.
For example, Figure 98 demonstrates an event that takes place in one location for one day, and therefore has one Booked Location.
Figure 98: 1-Location, 1-Day Event
An Event containing multiple Booked Locations may span across various dates, times, and/or rooms.
For example, the event in Figure 99 takes place in one location, but for two days, meaning that the event has two Booked Locations.
Figure 99: 2-Day, 1-Location Event
As you see in Figure 100, if an event is one day, but uses two separate locations on that day, the event still has two Booked Locations.
Figure 100: 1-Day, 2-Location Event
An event has four Booked Locations if, for example, it uses:
•one location on four different days
•four different locations for one day each
•two different locations for two days each, as in Figure 101
Figure 101: 2-Day, 2-Location Event
Function
A Function represents the time during which the event client is using the Booked Location for the event activity, which is different from the time during which the Booked Location is in use by event/venue staff for Setup and Teardown.
In the Event Screen, you will notice that a Booked Location has different From/To and Start/End fields, which indicate when the Location is used for different purposes.
Figure 102: Event Function Times
Booked From: This is the start time from which the Location is reserved for the Event. Typically, this is the point at which Setup starts, before the Event Client's activity begins in the Location.
Function Start: This is the time at which the Event Client's activity begins in the Location, typically after a period of Setup time.
Function End: This is the time at which the Event Client's activity within the Location ends, typically before a period of Teardown time.
Booked To: This is the time at which the Location is no longer reserved for the Event, typically after a period of Teardown time.
Figure 103: Booked Location Times
Itinerary
If you want to want to further sub-divide a Booked Location for different scheduled activities, you can use the Event Itinerary to define Itinerary Items, i.e. separate scheduled blocks of time.
Within the Itinerary Items, you can schedule Event Setup Functions, i.e. activities for which Event Attendees can register, including sessions, workshops, meals, and so on.
For a more in-depth explanation of Event Itinerary, see the topic What is a Function? under Event Management.
Figure 104: Function Itinerary
Now that the terminology makes perfect sense, you're ready to create events!
