Adding a Booking

Note: Do NOT include NPHY donations as they are not income. All events that are not our own marketing events (bridal shows and open houses) must be entered, even donated.

1. Go to the Monthly Bookings document.
2. Click on the appropriate monthly tab.
3. Event Type
   • SB is for social events. Choose whichever matches the best, and choose “Other” if noting is a fit.
   • SbIPS is for marketing events. Choose whichever matches the best, and choose “Other” if noting is a fit.
   • “NO CHARGE” is for donated events.
4. Amount
   • This should reflect the FULL booked amount, not just the amount paid.
   • This will be the amount actually booked, if it is booked at the partner rate, do NOT enter the client rate.
   • If we are sending a kickback check, that is not considered in this column.
   • The amount should always match the invoice, less any NPHY donation.
   • The amount should include everything (except NPHY) from the invoice. All packages, all add-ons, etc.
5. Hours
   • Enter the total EVENT hours, including service and non service.
   • Do NOT include set up or breakdown time.
   • Do NOT calculate staff. For example, if an event is 4 hours but has 2 staff, enter “4”, not “8”.
   • Multiple Booths – If the there are two booths running from 4PM to 6pm, it is still 2 hours. However, if one booth is running from 4pm-6pm and another is running from 5pm to 7pm, this would be 3 hours.
   • Multiple Days – Enter this the same, just count all the service hours and non service that will have staff on site.
6. Lead
   • Enter where this lead came from.
     • Most entries are self explanatory. Only those needing some explanation are listed here.
     • Other – Be sure any “others” entered are entered with the correct proceeding letter.
       • L. is for lead site, such as The Bash, Gigsald, WeddingWire, TheKnot
       • R. is for referral.
       • S. is for social media
       • There is also a catcall “other” for any that don’t fall into the 3 above.
     • R.Past Client – Anyone who is a repeat client who is not considered a partner.
     • R.Vendor Referral: Paid – Any partner booking, regardless of if they take a kickback, pass the savings to a client, keep the add their own uncharge, etc.
     • R.Vendor Referral: Free – Simple anytime someone says a vendor referred them who is not a partner.
     • Not Listed – If it’s not listed, but we know or can easily figure it out, do.
7. Client
   • Social Event – Enter the Client’s last name
   • Marketing Event – Enter the company name, or the company name and client’s last name.
   • For Partners, enter their name AND client name. Abbreviations are OK. For example, for Jennifer Mary’s client Jill Soto, you may enter “JME – Soto”
   • For Clubs, do the same. For example, Bear’s Best wedding for Jill Soto should be “BB – Soto”.
8. Lead Date
   • This is the date we first received the lead.
   • This can be found on the lead form, or in the original email.
   • If neither are available, in 17Hats, go to the Project’s Activity tab and enter the date the project was created.
9. Book Date
   • This is the date the booking is confirmed.
   • 95% of the time, the means we received a deposit.
   • The other 5%, it is when we start the booked workflow early because the invoice is a net30 or other reason.
10. Mark the task of entering the booking as complete in 17Hats.