How to use Notes on an Event

Notes are found in different places within your Event. Below is an explanation of all of the notes fields on an event and what they are used for. Preconfigured notes can be built to save time by using Quick Notes.

Within the Notes Tab of the Event there may be two, three, four or five notes fields available. Event Notes and Internal Notes will be on every property, however there is the ability to add three custom fields within the Advanced Conference and Banqueting Ini Settings.

Event Notes

Used for general information, timetables. For example, bridal party naming information. Most properties have this field populating on all function sheets and contracts, but this depends on how your site has been configured.

Internal Notes

Used for information only the staff at the property is to be made aware of. Most properties have this field populating only on the internal function sheets.

Custom Notes 1 - 3

These can be named anything, as they are fully configurable in the Advanced Conference and Banqueting Ini Settings and could be on any or none of the function sheets configured.

Within the Billing Tab of the Event is a box for Additional Notes. 

Used for - billing instructions or for terms and conditions and can be pulled through onto the contracts and function sheets if required.

Within the Function of the Event is a tab at the top for Function Notes. 

Used for - specific set up information that is relevant just to that part of the event. For example, notes that are specific to only the wedding breakfast part of the event.

Within the Function of the Event, or in the Resources Tab, the F&B Items/Menus can be found. Next to these is Options > Notes where the F&B Menu Notes are entered.

Used for - dietary requirements or any information that the kitchen or bar teams would need to be aware of.

Within the Function of the Event, or in the Resources Tab, the Misc Resources can be found. Next to these is Options > Notes where the Misc Resource Notes are entered.

Used for - set up information for an item or specific requirements. Some properties use Misc resources as headers, and so the notes are the information underneath it. For Example - Misc Resource called 'Supplier Information' and then the notes would be the details, which may sit below it.

Within the Delegates Tab, the delegates can be found and next to each one is Options > Edit. From within the delegate, there is a tab for Delegate Notes. 

Used for -  dietary information for the host on the day. Dietary requirements would also need to be added on the F&B Menu for the kitchen/ bar to see. General information can be added here for on the day, such as 'Requested seat by the dancefloor' or 'VIP Guest' as these will show on the Delegate Details Report from within the Delegates Tab of the Event.