Events
Watch the video
Note: This video references a limitation that no longer applies. As of August 2026, you can edit an event's dates after the event has been created.
Audio: Sound Length: 05:01 mins
Watch the video in ...
French (FR)
German (DE)
Simplified Chinese (ZH)
Disclaimer: These videos are translated from English using an AI tool; you might notice the speech is slightly out of sync with the recording.
About Events and Banquet Event Orders (BEO)
An Eptura Engage Event is a collection of meeting space bookings that are associated with a single scheduled occasion. Adding associated meeting space bookings to an event helps all involved parties, such as catering and facilities teams, be aligned and work from the same plan to successfully execute an event.
When an event is created and meeting space bookings are added, a Banquet Event Order (BEO) can be downloaded and distributed to interested parties. The BEO is a PDF document that summarizes an event, including its associated meeting space bookings, booking details, and any related costs.
You must be a Global, Country, or Location admin to create and manage Events. Administrators can view and edit all events for the countries and locations they have access to. Learn more: Administrator access levels
Contents
Events list
Events are managed from the Meeting spaces module in the Eptura Engage web app.
Future events and past events from the previous six months are displayed in separate tabs on the Events page in the Eptura Engage web app. Events are displayed in date order, with the next event shown first.
Events can be filtered by location - select the location from the drop-down list above the list of events.
Future events are shown in the Future events tab. From here you can:
- Edit an event - click the event name to open and edit.
- Delete an event - click the bin icon. Deleting an event does not delete associated bookings
- Click the Banquet Event Order (BEO) drop-down to:
- View the BEO - opens the BEO PDF in a new tab in your web browser
- Download the BEO - download the BEO PDF document
- Email the BEO - downloads an email template with the PDF document attached that can be opened with your default email client
Past events are shown in the Past events tab. Events in the past cannot be edited - you can only view, download, or email the associated BEO.
Create an Event
Create events from the Meeting Spaces module in Eptura Engage on the web.
- Sign in to Eptura Engage on the web and go to Meeting spaces > Events.
- Click Create event from the top right of the Events page to open the 'Create event' form.
- Enter the details for the event on the Create event form, as described below.
Event information (A to G)
The fields marked with an asterisk ( * ) are mandatory.
- Event name*: Enter a name for the event.
- Multi-day event: Tick if the event spans several days (max. 93 days)
- Date*: Enter the date of the event. If a Multi-day event is enabled, enter the first date of the event and the last date. The event can span a maximum of 93 days.
- Event host*: Start typing the name of the host and select it when it appears in the list.
- Event organizers: Enter the names of the event's organizers. This text is displayed as a string on the BEO, so we recommend including a comma or other separator between names.
- Event cost code: Enter a cost code for the event. Only alphanumeric characters and hyphens ( - ) are allowed.
If cost codes are configured in your organization, the cost code entered here must match a valid cost code; otherwise, the event will not be saved. If cost codes are not configured, then any value can be entered and saved (alphanumerics and hyphens only). Learn more: Cost codes
- Tax Exempt: Tick to mark the event as tax exempt - tax is then removed for all associated bookings on the BEO.
Meeting space bookings for this event (G)
Good to know:
- Meeting space bookings can be added when creating an event or after saving by editing the event from the booking grid. Learn more: Add a booking to an event from the booking grid
- Only bookings that fall on the event date or in the event's date range can be added.
- Bookings must already exist; you cannot create a new booking from the event.
- Add booking: Start typing either the booking title or the booking ID of an existing meeting space booking, and select the booking when it appears in the list. Continue to add bookings until you have added all bookings associated with the event.
Only bookings that fall on the event dates are displayed.
Client (J to L)
Client details are optional.
- Client name: By default, the name entered in Advanced setup > Global setup > Application Name is entered in this field. The Client name field can be edited as required.
- Client reference: Enter the client's reference.
- Client address: Enter the client's address. This text is displayed as a string on the BEO, so we recommend including a comma or other separator as appropriate.
Further event details (M)
- Additional event information: Enter any other details relevant to the event that might be useful to provide on the BEO.
Save and download
You can either Save the event now and download the Banquet Event Order (BEO) later, or Save and download event report now.
The option to Save and download event report is available when at least one booking has been added to the event.
The Banquet Event Order Report (BEO)
The Banquet Event Order Report(BEO) is a PDF document that can be downloaded or viewed in a web browser. When downloaded, the PDF is saved to the default download folder on your device. The filename is the name of the event and the event start date, in the format [event_name]_[YYYY-MM-DD].PDF.
The BEO can be generated from either the event form or the list of events.
Download the BEO from the event form:
Click Save and download event report at the bottom of the event form, next to the Save and Cancel buttons. The option is only visible when at least one meeting space booking has been added to the event.
Download or view the BEO from the list of events:
Click the Banquet Event Order (BEO) drop-down to:
- View the BEO - opens the BEO PDF in a new tab in your web browser
- Download the BEO - download the BEO PDF document
- Email the BEO - downloads an email template with the PDF document attached that can be opened with your default email client
About the Banquet Event Order report
The report is made up of three parts, the Event summary (A), Event agenda (B / C), and the Event orders (D).
Event summary (A)
The event summary includes the start and end date for the event, client details, event ID, event host, cost code, and organizer(s).
Event agenda (B / C)
The event agenda lists the locations and date/time of the meeting space bookings, the number of attendees, and the total associated costs for each booking, inclusive of applicable taxes. Event notes added to the event are shown at the bottom (C).
Event orders (D)
The event orders section shows a detailed summary for each meeting space booking and any services booked for the space, such as catering and equipment, along with the total associated costs inclusive of applicable taxes. The set up and clean down times for the meeting space are also shown.
Add a booking to an event from the booking grid
Meeting space bookings can be added to an existing event directly from the booking grid.
Right-click the booking in the booking grid and select Add to event. Select the event to add the booking to. Only events scheduled for the same date as the booking are listed.
When meeting space bookings are associated with an Event, the Event's name is shown in the meeting space Booking Form's booking Summary. Learn more: Meeting space booking form
Generate a Banquet Event Order without creating an Event
Banquet Event Orders (BEOs) can be generated for individual meeting space bookings without creating or adding the booking to an Event. The BEO can be viewed, downloaded, or emailed from the booking on the Booking grid.
Right-click the booking in the booking grid and select Add to event to view the options.
- Email event order - downloads an email template with the PDF document attached that can be opened with your default email client
- View event order - opens the BEO PDF in a new tab in your web browser
- Download event order - download the BEO PDF document to your default download folder
The BEO created from an individual meeting space booking includes the meeting space and booking details, along with the selected setup style, requested services, and any associated costs.
Good to know
- You must be a Global, Country, or Location admin to create and manage events. Learn more: Administrator access levels
- Admins can see and edit all events for the countries and locations they have access to.
- The maximum number of days for a multi-day event is 93.
- Bookings can be added to an event when the event is being created, or after the event is created, either by editing the event or directly from the booking grid.
- Only bookings that fall on the date(s) of the event can be added.
- Changes to bookings are reflected in the event.
- If a booking is moved to a date outside the event schedule, it is automatically removed from the event.
- If cost codes exist in your configuration, the cost code must match an existing cost code. If cost codes do not exist, then any value can be entered. Cost codes are managed in Application setup > Meta admin Learn more: Cost codes
- Only the tax total is included, not a breakdown per item. A standard report can be run to see cost breakdowns. Learn more: Reports module
- The Event's name is shown on the meeting space Booking Form's booking Summary page when a booking is associated with an Event. Learn more: Meeting space booking form
- Bookings removed from an event are not deleted.
- The same booking can be added to more than one event.