Document Template Gallery (internal)

Document Templates

In VenueOps, a separate template model exists for each of the primary document types.

Sales - Proposal

The proposal is sent to prospective customers to advertise the venue and destination. It usually highlights key selling points and presents a proposed use of space, along with estimated pricing for rental and possibly F&B or other event services.

Rental Charges + Departmental Charges:

Function Schedule + Rental Charges + Departmental Charges:

Space Use + Rental Charges:

Sales - Contract

The contract the binding agreement between the venue and the customer that secures the space for the event. The contract typically confirms the lessee and lessor information, lists the contracted spaces, rental rates, and a payment schedule for the facility rental. Other estimates may be included as well. The contract contains lengthy legalese detailing the lease agreement. It has signature lines on the last page and may have additional exhibits attached as well.

Function Schedule:

Sales - Addendum

The addendum updates any changes made that differ from the original contract or lease agreement. Typical changes include change in dates/time or rooms being leased.

Contracted Spaces (dates, hours, spaces, functions setup):

DEMO: Space Addendum

Events - Estimates

The cost estimate displays the list of all costs/charges for the event, typically broken out by departments and itemized. The cost estimate does not have any operational details. It is sent by the event manager to the client so they have an up to date estimate on the final cost of the event.

Rental + Departmental Charges Itemized:

Rental + Department Charges Itemized w/GL Codes:

DEMO: TG_. Estimate (with G/L codes)*

Rental + Departmental Charges Itemized with Discounts for each line item:

Extra Mile Arena: Event Estimate

Rental + Departmental Charges Totals Only:

DEMO: TG_. Estimate (Summary)*

Profits/Loss w/Estimates and Actuals (Rev, Expenses, Net):

DEMO: TG_.Event P/L*

Events - Event Summaries

Boiler-plate fields, good for venues that want to capture data that can be manually entered by users and doesn't have a corresponding field in VenueOps.

Event + Function Schedule:

Hold Confirmation (Spaces + Status):

DEMO: Hold Confirmation

Cost Estimate Summary (Rental % Departmental Charges Itemized):

DEMO: P&L Overview

Post Show Report (Event Name, Timing/Labor Calls, Totals for F&B, Merch, Incidents) [created prior to Live Entertainment Tab Post Show Notes]:

Events - Event Order

Event orders encompass both an event wide report (often called the “Event Report” or “Event Document” or “Event Resume”) that usually includes primary information (event date, spaces, contact info), a timeline or schedule, and notes specific to each department.

Event orders are also used to generate function specific documents (usually known as BEOs or Banquet Event Orders). These typically include the primary information along with a function specific schedule, and department specific notes along with pricing for goods and services needed for each function. In some venues, BEOs only include food and beverage items (with the operational details displayed on the Event Resume); these are typically venues coming from EBMS. In other venues, the BEOs are used by all departments including operations, and there is no single event document but rather a collection of BEOs; these are typically venues coming from Delphi or the hotel world.

Function/Department/Category w/Price:

Function/Department w/Price:

Function/Department w/no Price:

Department Specific:

By Function w/no Price:

DEMO: TG_.*Event Order (arena style, no pricing)

By Department w/no Price:

DEMO: TG_. EventOrder (arena style, no pricing, by department)

Instruction Sets and Price:

DEMO: Event Order with Instruction Sets and Pricing

Events/Accounts - Invoice

The invoice is used to bill the client for all of the charges associated with the event. An event may have only one or multiple invoices. Invoices need to show each itemized charge along with any taxes, discounts, service charges, or payments made against the event.

Settlement/Standard Invoice:

Invoice w/Refund: