Set up event resources window

Events > Set up tables > Event resources

Current Resources

Lists the defined current resources and their detail items. Resource groups, such as ROOM-Audio Visual Requirements and Room-Other AV Requirements, sort according to the order you define. Detailed group items, such as Projector, Overhead, and Microphone, are indented and sorted under their respective groups.

Type

Specifies the event resource type. The type defaults to ROOM for the Room Setup event resource. Standard Ctrl+L lookup is available, and the codes listed in the lookup window are hard coded in iMIS.

Group

Specifies a subgroup if you want the event resource divided into groups. For example, F&B and A/V are subgroups of ROOM.

Code

Specifies a unique code for a specific resource or item in a group. For example, PROJ and OVER are items in the A/V group.

Title

Specifies a description of the resource group or code, depending on which you are currently defining. For example, the title for A/V is Audio Visual Requirements; the title for PROJ is Projector. This title appears on planning reports.

Sort Order

Specifies the sort order of the resources on lists and reports.

  • Group Sort Order - Enter a number indicating the sequence of this group in relation to other groups.
  • Item Sort Order - Enter a number indicating the sequence of this item in relation to other items in the same group.

Field 1 Usage

Select one of these options for each type/group/code combination. Data is entered on the Event Function Definition - Plan window during the setup of the event:

  • None (default) - When defining a group, enable this default option when the following options are not required.
  • Quantity - Enable when you need to enter a quantity for a specific item, such as 2 microphones.
  • Time - Enable to enter a specific time the item is required. For example, coffee will be needed at 7:00 am.
  • Check Box - Enable if a specific item is required (the resource does not require quantity or time indications).
  • ID - Enable when the Type is SPEAKER to link the speaker's customer record to ratings data. The ratings data will be transferred to an activity record at the close of the event.

Field 2 Usage

Select one of these options for each type/group/code combination. Data is entered on the Event Planning Definition - Plan window during the setup of the event:

  • None (default) - Enable when text is not required.
  • Text - Enable to enter text notes or comments for groups or specific items.

To define event resource groups

  1. From Set up event resources window, click New.
  2. Enter a resource Type (press Ctrl+L to select a value).
  3. Enter a Group code, for example, A/V.
  4. Enter a Title for the group, for example, Audio Visual Requirements.
  5. Enter the Group Sort Order, for example, 10.
  6. (optional) Enable the Text option under Field 2 Usage.
  7. Click Save.

To define resources for a group

After defining an event resource group, you will need to define the resources for the group.

  1. From Set up event resources window, click New.
  2. Enter a resource Type (press Ctrl+L to select a value).
  3. Enter the Group code established in the above procedure, for example, A/V.
  4. Enter a resource Code for the group.
  5. Enter a Title for the resource code.
  6. Enter the Group Sort Order defined in the above procedure.
  7. Enter an Item Sort Order.
  8. (optional) Enable a Field 1 Usage option.
  9. (optional) Enable the Text option under Field 2 Usage.
  10. Click Save.