Add a program event to a group itinerary

1. From Sales, select Group sales.

2. On the calendar, select a reservation and on the action bar, select Go to reservation.

3. Select the Itineraries tab.

4. Locate the itinerary and select Customize itinerary.

5. On the calendar view, select a block of time in which to schedule a program event. For example, click 9:00 and drag the cursor down to 12:00 to add a program event to the itinerary that takes place during that selected period of time.

6. On the action bar, select Add then select Scheduled event.

7. On the General tab, you can filter by program, date, and time to locate the specific event to add to the itinerary. The Start date field defaults to the date selected on the calendar view.

• If this is a single day itinerary, the date displayed is the arrival date and you select program events available on this date.

• If this is a multi-day itinerary, you can select a different date in this field in order to view events available for each day the of group’s visit. A multi-day itinerary is limited to five days starting with the date of the visit.

8. The Program field displays all scheduled programs that are available through the “Group Sales” sales method and have events during the date and time selected. Select the down arrow and select a program to view. The times in the Between fields are automatically displayed according to the duration you selected on the calendar. You can change the times as needed to expand the programs and events to select from.

9. The grid displays the scheduled events that occur during the specified date and time for the selected program. The availability of each event is also displayed. Select the program event to add to the itinerary. If the grid is empty, there are no events scheduled for the selected program during the date and time entered.

Note: If there are not enough tickets available to accommodate the group, you cannot save the event.

10. When you select an event, the start and end times for the event are displayed under Item details. If needed, you can adjust the times for the event to accommodate the group. You can adjust the start time to be any time within the event duration. For example, if the event is from 9:00 to 11:00, you can set the event to begin any time during that two hour period. The end time is not limited to the event duration and can be set outside the default duration as needed.

11. If this event is available only to this group, select Mark event unavailable to other groups. If you select this checkbox, this event is blocked from being sold to other groups.

12. In the Notes field, enter any additional information related to the group program like special requests or other relevant information. For example, the group may want to spend more time at a particular exhibit or request a specific guide. The notes entered here are displayed on the itinerary calendar view, as well as on the printed itinerary.

13. If supplies/equipment or staffing resources are needed for the group’s scheduled event, select the Additional resources tab and add the necessary resources.

14. In the Supplies/Equipment resources grid, enter the resource or select the magnifying glass to use the Resource Search screen to find and select the resource. If you selected a per ticket resource, the per ticket quantity needed from the resource displays. If you did not select a per ticket resource, enter the number of resources for the item.

15. In the Staffing resources grid, select a resource. For each staffing resource, you can enter the quantity needed, the type of staff to fill the resource, and the job being performed. When you select the job being performed, the name and the description default from when you set up the job type. If you do not select a job being performed, you can enter the name and description manually.

Note: If you assign staffing resources to a scheduled program event, you should also schedule people to fill those resource positions. You do this after you save the program event. To schedule people to fill the resource positions assigned to a program event, access the Staffing tab on the reservation record. For more information, see Assign People to FillStaffing Resource Positions for Itineraries and Itinerary Items.

16. Before you schedule the program event, you can check for resource conflicts. However, you can also choose to ignore conflicts.

17. Select Save.