Events Calendar

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Events Calendar Overview

The Events Calendar provides multiple views for managing your event schedule. Whether you need a high-level overview or detailed daily planning, the calendar helps you stay organized and ensures nothing falls through the cracks.

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Calendar View Options

Choose the view that best fits your needs:

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Monthly View

Get a bird’s-eye view of your schedule:

• Event Distribution: See how events are spread across the month
• Availability Overview: Quickly identify open dates
• Resource Allocation: Understand overall capacity
• Color Coding: Different event types use different colors

Use the monthly view to:

• Plan ahead for busy periods
• Identify gaps in your schedule
• Balance event distribution
• Set availability dates

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Weekly View

See detailed timelines for the week:

• Detailed Timelines: Hour-by-hour breakdown of each day
• Staff Assignments: See who’s working which events
• Setup/Breakdown Times: Visual representation of event duration
• Travel Time: Account for time between events

Use the weekly view to:

• Plan staff schedules
• Identify conflicts
• Optimize routing between events
• Balance workload

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Daily View

Focus on a single day’s details:

• Hourly Breakdown: Detailed hour-by-hour schedule
• Task Checklist: Items to complete for the day
• Team Briefing: Staff assignments and responsibilities
• Equipment List: What needs to be prepared

Use the daily view to:

• Prepare for event day
• Brief team members
• Verify equipment readiness
• Coordinate logistics

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Event Detail View

Click any event to see complete details:

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Customer Information

All customer details in one place:

• Contact Details: Name, phone, email
• Event Preferences: Special requests or requirements
• Payment Status: Deposit and balance status
• Communication History: Previous interactions

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Event Execution

Everything needed for successful event execution:

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Timeline

Complete event timeline:

• Setup Time: When to arrive and start setup
• Event Start: Official event start time
• Service Duration: How long service runs
• Breakdown Time: Time needed to pack up
• Total Time: Complete time commitment

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Setup Instructions

Detailed setup requirements:

• Location Details: Exact address and access information
• Equipment Needs: What equipment to bring
• Layout Preferences: How customer wants setup arranged
• Power Requirements: Electrical needs and availability

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Staff Assignments

Team members assigned to the event:

• Assigned Staff: Who’s working the event
• Roles: Specific responsibilities for each person
• Contact Info: Staff contact information
• Availability: Confirm staff can attend

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Equipment Needs

Complete equipment checklist:

• Coffee Equipment: Machines, grinders, brewers
• Supplies: Cups, lids, napkins, stirrers
• Signage: Branding and directional signs
• Extras: Special requests or add-ons

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Location Details

Everything about the event location:

• Address: Complete address with maps link
• Parking: Parking information and restrictions
• Access: How to access the venue
• Contact: On-site contact person

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Documentation

All event-related documents:

• Contracts: Signed agreements
• Invoices: Payment documents
• Custom Requirements: Special requests document
• Event Photos: Photos from setup or previous events

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Communication Hub

Stay connected with customers and team:

• Email Threads: All email correspondence
• Internal Notes: Team communications and updates
• Customer Messages: Direct messages from customers
• Follow-up Tracking: Post-event follow-up reminders

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Creating Events

Create new events from multiple places:

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From Inquiry

Convert a ready-to-book inquiry:

• Automatic Data: Pulls information from inquiry
• Quote Link: Links to original quote
• Contact Info: Pre-fills customer information
• One-Click Creation: Quick conversion process

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Manual Creation

Create events directly:

• Full Form: Complete event creation form
• Custom Details: Add any special requirements
• Future Planning: Schedule events in advance

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Recurring Events

Set up repeating events:

• Recurrence Pattern: Daily, weekly, monthly options
• End Date: When recurrence stops
• Bulk Creation: Creates all instances at once

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Managing Staff Assignments

Assign team members to events:

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Assigning Staff

• Select Staff: Choose from available team members
• Set Roles: Define specific responsibilities
• Confirm Availability: Verify staff can attend
• Notifications: Automatically notify assigned staff

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Availability Tracking

• Staff Calendar: See each staff member’s schedule
• Conflict Detection: Automatically flag conflicts
• Time Off: Account for vacations and time off
• Capacity Planning: Balance workload evenly

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Best Practices

To effectively manage your event calendar:

1. Plan Ahead: Use monthly view for long-term planning
2. Daily Reviews: Check daily view the night before events
3. Confirm Details: Verify all event details a few days before
4. Staff Communication: Brief staff well in advance
5. Document Everything: Keep all event documents organized
6. Follow Up: Schedule post-event follow-ups

Contacts

Learn how to manage your customer database.