This article explains which evaluations the Event Planner provides and how to export the event report.
REQUIREMENTS
- Permission to view the planning (Company Owner, Admin or Manager)
THE EVALUATIONS
In the event, open Planning › Reporting.
| Evaluation | Content |
|---|---|
| Costs per participant | Costs per invited, confirmed and checked-in guest, in total and per service category |
| Cost development | Lines for “Commissioned”, “Actual” and “Due according to payment schedule” compared with the budget |
| Budget vs. current status | Budget, forecast and variance per service category |
| Results | Revenue, costs and contribution margin, planned and actual |
HOW COSTS PER PARTICIPANT ARE CALCULATED
- Invited: all guests of the event without the status “listed” and without cancelled orders
- Confirmed: guests with the status “confirmed” (key metric)
- Checked in: guests with at least one check-in
Before the event, the Planner shares the forecast; after the event, the actual costs. Accompanying persons count as separate guests.
MAINTAIN RESULTS
Record revenue in the categories Ticket sales, Add-ons, Funding and Other. The Planner automatically transfers sponsorships from the Sponsors section. Use Mark as received to record the amount actually received. The “Still outstanding” tile shows planned revenue that has not yet been received.
EXPORT THE EVENT REPORT
In Reporting or under Costs, click ⋯ › Export. You will receive an Excel file with eleven worksheets, including Overview, Budget and forecast, Offers, Receipts, Payment schedule, Sponsors and Results. All totals are Excel formulas and the file is ready to print.
EVALUATION ACROSS ALL EVENTS
Under Planning › Budgets in the main navigation, compare the budget, forecast, actual costs and costs per confirmed guest for all events. Use the Event year filter to limit the period. The export provides a portfolio report with comparisons, service categories, outstanding payments and all receipts.
| Note: With event licences, the cross-event views only show events with a booked Event Planner. |
DO YOU HAVE QUESTIONS?
If you have any questions, our Customer Service Team will be happy to help.