For all articles to help you manage bookings, click here.
In this article, you will learn how to read the booking request dashboard so that you can plan accurately for orders and events.
Booking requests will come through by email and also to your request dashboard online.
On the dashboard, you can:
See edited/rescheduled bookings
Look at confirmed / rejected bookings - just switch to the 'Confirmed' or 'Rejected/Cancelled'
Filter to other bookings in your company account - just toggle from 'My bookings; to 'All bookings'
What does the data mean?
On the left hand side, you can see all your bookings (select the column by status to look at New, Confirmed or Rejected/Cancelled)
Use the search bar or sort filters to filter to a particular booking, or scroll to find it
Click on the booking you want to see more info for on the right hand side (it will put a yellow box around the open booking)
On the right-hand side, you can see all the info for this booking:
Dates
It's important to understand that campaigns are set up differently with the right settings for each campaign - as a general rule, the main difference is caused by it being either an event or just a task (ie. delivery only).
You should know what type of campaign you are involved in from set-up.
In this top section, if it's an event, the date is the chosen event slot.
If its delivery, the date(s) are the preferred delivery window.
Note: The end date is not a collection date (If you are assigned the collection task, you can see this under 'What you need to do').
Opening hours for delivery windows are also included in this section, as well as in the export the data.
If the booking has been edited/rescheduled, you will see the original dates and/or time struck through, with the new dates and/or times detailed next to it.
Address and Venue info
You can also see the address, and any other info we have on the venue such as the website.
You can see who booked it, too (typically a sales rep)
Contacts & Stakeholders
You can see any stakeholders in the booking and their contact info - this should include the venue, the person who booked it (ie. the sales rep) and the activation manager for the brand activation.
You can also see any other agencies involved in the booking
What you need to do
Here you can see what tasks have been assigned to you to complete - such as asset delivery, collection, staffing, rate and review form
It it's an event, the dates here (particularly for live time) are really important so make sure you are aligned
If not, follow these steps here
For delivery, it's less important to be exact as the venue is warned they are just guidelines given.
If this is a rescheduled booking you will see any assets that have been removed struck through, or if the quantity has been edited the amount will be struck through with the updated amount next to it.
Useful facilities or logistics info
If we have asked the sales person to confirm whether the venue has certain facilities or logistics, they will have a cross or tick in this section.
This info helps you plan accordingly, or choose to decline the booking.
Ie. This venue below does not have parking on location or space for a large vehicle so delivering this large asset might be difficult. But it does have digital screens.
You are only likely to get this info for gold events - or for particularly large or complicated asset you are delivering - as we turn on the booking form feature on to capture this info.
If you'd like this kind of info captured, tell your activation manager and they can update it in the campaign editing section.
Context & Special Requests
If any context or special requests have been added at check-out, you will see this here
Only captured if booking form is on (ie. gold events)
Where to invoice
This is your PO for you to invoice in your usual way, at your usual cost, in line with your agreed set up with the brand.
Action buttons
For all articles to help you manage bookings, click here.
