Getting Started with. Venue & Vendor Guide. Page 1

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1 Venue & Vendor Guide Welcome to Eventective! With your Eventective account, you have access to your listing at anytime to make updates, view and purchase leads, upgrade and renew advertising, correspond with planners and manage your bookings, appointments and leads on your calendar. Access Your Listing: To use the features of your account, you will need to be logged in. If you do not have a screen name and password, go to your Eventective listing and click the blue Edit this Listing link. Enter the security code in the Request Access to Your Listing window and click Submit. You will receive an with a link back to Eventective. This link is sent to the address associated with your listing. Click on the link in the to register as a user associated with your listing. If you have any questions, please contact us at To help you get acquainted with your account, below are descriptions of terms you will see as you navigate Eventective. Enhanced Listings: You have the opportunity to upgrade your Courtesy Listing to an Enhanced Listing. An Enhanced Listing increases your visibility to planners using Eventective to locate and book event spaces and services. Pay per Lead Program: With your Eventective Courtesy or Enhanced Listing, you are automatically included in the Pay per Lead Program. This program gives you the opportunity to purchase inquiries where brides, meeting professionals and party planners have requested their event requests be sent to neighboring venues and vendors for competitive bid. If you have an Enhanced Listing, you will enjoy a 20% discount on all lead purchases. My Listings: This is where you will manage your listing, including making edits and updates to the text and images on your listing, upgrading and renewing advertising, purchasing leads in the Pay per Lead Program and adding funds to your account. My Leads: All leads that your listing receives from the Pay per Lead Program can be viewed here. From this page you can also purchase and manage leads. Booking Calendar: This powerful, color coded visual calendar allows you to view and manage your booked events, tentative events, new Eventective leads, purchased leads and direct leads by week or by month in one central location. My Messages: Your Eventective inbox where you can respond to planners directly from the convenience of your account. Forums: Our forum discussions give planners using our website the opportunity to ask questions and share ideas with each other. We encourage providers to respond to planners forum posts with valuable advice and helpful tips. Page 1

2 My Listings Images and Photos: To show off your event spaces, service features and portfolio, you can upload an unlimited number of photos to your listing by clicking the Images and Photos link. Images must be in JPG format with a maximum size of 4096 KB. All images are resized on your listing to a maximum of 300 pixels for height and width. You also have the option to add descriptions of up to 1,000 characters for each photo. Customize Your Listing Showcase your business and stand out from your competitors by customizing your listing. If you have multiple listings, locate the listing you want to update and click the Edit Listing link. Each of your listings has its own page to manage the options for that specific listing. Once you have selected the listing you want to customize, click the blue links under the Edit Listing Information header to update the information displayed in your listing. Contact Information: This is where you will update your contact information, add a business description of up to 4,000 characters and include links to your website s home page, online customer testimonials and online menus if applicable. You can also add approved venues and vendors here, which will show under the Approved Partners tab on your listing. Approved partners are venues, caterers, photographers, DJ s, florists and other vendors that you work with and want to include on your listing. Page 2

3 My Listings YouTube Videos: Advertisers have the ability to include multiple YouTube videos that display on their listings. To add video to your listing, make sure your video is uploaded to YouTube. Click the blue YouTube Videos link. Go to YouTube and locate the video you would like to add to your listing. Copy the web page URL (i.e. and right click in the field labeled YouTube Video Link and select Paste. Click the Save button and the YouTube video will be uploaded to your listing. Recommendations: Your listing includes a page for recommendations, which is a great way for your clients to share positive feedback with other planners. As part of your post event follow up, ask clients to take a moment to write recommendations. Clients can add feedback by clicking the Recommendations tab on your listing and completing a brief online form where they can write their comments, rate their experience and upload photos. Once Eventective approves the recommendation, it is added to your listing. Special Offers: Advertisers also have the opportunity to display special promotional offers on their listings. To add a special to your listing, click Special Offers. Then click Add New Special and complete the information about your offer. You can specify start and end dates for the time period you would like your special offer to display on your listing. Page 3

4 Advertising Enhanced Listings If you want to upgrade your listing or renew advertising, you can do that online by clicking the Upgrade/Renew Advertising link under Edit Advertising on the My Listings page. For more information on advertising opportunities, contact Cindy Juskiewicz at x141 or Pay per Lead Program If you are participating in the Pay per Lead Program, which matches you with event business in your area, you can manage your pre paid credit account and set lead filters from the My Listings page. Purchase Pre Paid Credit: A pre paid credit account allows you to purchase leads without having to enter a credit card each time. The minimum purchase is $25, which can be paid by check, credit card or PayPal. You ll receive free credits based on the pre paid lead credits you purchase. Lead Filters link under the Pay per Lead Program on the My Listings page and you will have the option to set preferences by budget, event date, location and other criteria. Once you have selected your preferences, click Submit to save them. Receive Leads on Your Mobile Device: If you would like to receive leads in our shortened format on your mobile device, in My Listings click the blue Lead Filters link. At the bottom of the Lead Preferences page, select the Short radio button in the Preferences section. Click Submit to save your changes. Performance Report To help you measure the performance of your listing, the Performance Report link at the bottom of the My Listings page will let you run reports to track your listing s activity for a specific time period. Purchase $25.00 credit, get additional 10% free ($2.50) Purchase $50.00 credit, get additional 15% free ($7.50) Purchase $ credit, get additional 20% free ($20) Purchase $ credit, get additional 25% free ($62.50) Purchase $ credit, get additional 30% free ($150) Set Lead Filters: Efficiently manage your leads by setting filters on your account so you only receive leads that are a match for your business based on your preferences for multiple criteria, including budget, event date and location. To set your filters, click the Page 4

5 My Leads Respond to Planners: Avoid having your s go to planners spam folders and respond to leads through your Eventective inbox by clicking the Respond link next to the lead. Eventective will notify planners when they have received s from you. It is recommended you also respond to planners through your own system. Pay per Lead Program You can view, purchase and manage leads from the My Leads window. Free direct leads that you receive from planners who view your listing and you directly will also be listed here and you will be able to view all information for these direct leads at no charge. Lead Pricing: For venues and caterers the price per lead in the Pay per Lead Program is based on the total attendee count, which is calculated by multiplying the number of attendees by the number of days for the event. If the total attendee count is 99 or less, the price for the lead is $2.50. If the total attendee count is 100 or greater, the price is $5. For all other vendor types the leads are $2.50, except for transportation vendors, which are $1.25 per lead. Advertisers receive a 20% discount on all lead purchases. Purchase a Lead: To purchase a lead, click the Buy Now link. You can purchase leads individually with a credit card or pre pay for leads with a pre paid credit account. Request a Refund: You may request a refund for leads you have purchased that: Have an invalid address or phone number Have not responded to you and show no planner activity by the 12 th day after the lead purchase date To request a refund, find the lead on the My Leads page that you wish to refund. Look for an arrow to the right of the blue Respond link for that lead. Click the arrow to display a dropdown and select the Request Refund link. If the link is not there, the lead was purchased more than 30 days ago and is no longer eligible for a refund. Once your refund request is approved, the purchase amount will be credited to your Eventective account within one business day and may be applied to future lead purchases. Please note that refunds are not available for lead purchases where the planner has indicated they are not interested in your services. Page 5

6 My Messages If you are using your Eventective inbox to respond to planners, you can correspond through your inbox on the My Messages page. Your inbox lets you send preformatted sales materials with attachments of documents and photos. Create Custom Templates: You can create and save several custom templates in your inbox to streamline your ability to respond to planners as soon as you have purchased a lead. To create and view your templates, click Templates and you will be taken to your Template List. If you want to create a new template, click Create Template. You can add up to 4,000 characters of text and attach up to five 10 MB files. Page 6

7 Booking Calendar If you want to view your calendar by events and leads, you can select the checkboxes on the left to show any combination of booked events, tentative events, purchased leads, new leads and direct leads. Each selection is color coded making it easy to assimilate your schedule in a single glance. The color coded visual calendar in your Eventective account is a powerful tool that makes it easy for you to see your booked events, tentative events, new Eventective leads, purchased leads and direct leads by week or by month in one central location. You can mix and match what you want to see for events and leads, combined with which event spaces, for any given time period. You can even access the calendar from your smartphone for when you are away from the office. Access the calendar by selecting the Calendar menu option at the top of the page. You will land on the Booking Calendar window that will default to the current month and year. Customize Calendar View: You can view the calendar by month or by week by choosing the appropriate link in the top right corner of the calendar. You can scroll to the next or previous month by using the scroll arrows. For venues with multiple event spaces, you can visually track your bookings in your conference rooms, ballrooms and smaller suites by using the event space selection tool in the lower left column of the calendar. Add New Events: To add a new event to your calendar, select the month and year when you want to add the event and place your cursor on the day you want to add the event. The day square will turn white and you will see the Add Event link. Click the blue Add Event link and this will open the Add Event Booking window where you can add the new event. The calendar will also alert you to potential double bookings. Page 7

8 Booking Calendar For each event entered in your calendar, you can track: Event details, including event name, event date and time, description of event and setup/breakdown times Customer contact information Reporting information, such as types of events booked, prices of booked events, number of cancellations and reasons for cancellations Comments and special event notes Create Custom Reports: You can create custom reports for booked and tentative events on your calendar and export to Microsoft Excel or a PDF file. To create a new report, select the Export Events button from the month or week view. This displays the Export Events window where you can select the time period, include booked and/or tentative events and choose event information for the report. Click the blue Choose Fields link to select the information you want included in the report. Then click the Run Report button to generate the report. Please note that leads are not available for export until you have booked a purchased lead and converted it to a booked event. Purchase Leads: You can view your Eventective leads right in the calendar. Select the New Leads checkbox on the left of the calendar to view just your new leads. Click on a new lead to view the event details. The event detail window opens and you can scroll down to see the details for the event and decide if this is a lead that fits your business. To purchase a lead, select the Buy this Lead button. If you have pre paid credit, the lead purchase amount will be deducted from your credit. Or you can enter your credit card information on our secure page to purchase the lead. If you are not interested in the lead, click the No thanks button. Respond to Planners: Once you have purchased a lead, you can send an to the planner directly from your calendar. Select the Purchased Leads checkbox on the left of your calendar. Click on the purchased lead in your calendar to display the event details. Select the blue Click here link to send an reply to the planner. The Respond window will display and you can enter your reply and attach files or use a template you have created. Click the Send button to send your . Page 8

9 Contact Us We are here to help you and have a dedicated client services team that is available to answer your questions. The Contact Us link at the bottom of our website is a good resource for you to reference and provides a wealth of information about Eventective, including step by step instructions for using the features in your account. You may also us with your questions at Page 9

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