Creating/Using Food & Beverage Package Templates

Creating Food & Beverage Package Templates allows users to quickly add typical catering/food or bar service packages to an event and BEO. IMPORTANT NOTE: Before setting up these templates, we encourage you to first add all your Food-&-Beverage Items in the Settings area of your account.

To Create Food & Beverage Package Templates:

1. Click on "Templates" in the main navigation.
2. Under "Productivity Templates", click on the "Food-&-Beverage Package Templates" link.
3. Click on "Add Package" and select either "Food Package",  "Beverage Package" or "Equipment Package" from the drop-down menu.
4. Enter the package information:
   1. Type in the package name
   2. Choose a pricing calculation method:
      1. "Fixed Price for Entire Package" only requires a single price for all items you add to the package.
      2. "Price Per Head" allows you to choose to enter a manual head count or have the package calculate based on Estimated, Actual or Minimum Headcount.
      3. "Calculate based on Included Items" will calculate the total based on the pricing for the individual items x the quantity associated with the items. 
   3. Select a Meal type and Order Type and click save.
5. Click on the "Add Items" button at the top of the screen to select existing items or create new items to add to this package.
   1. Select items using the checkboxes to the left of the item
   2. Select a serving style for the item an enter a quantity if it applies to the situation (typically used when a package has a set price for all included items)
   3. Continue adding items in this way until you have added all of the items you need for this package template
6. Once an item has been added to a package, you can:
   • Click on the "Actions" link for that item to add a thumbnail image to the item or delete the item.
   • If a thumbnail image has already been added to the item, you can click "Remove" to remove the item from the package.
7. In the "Additional Notes" area on the right, click "Update" to add notes to the package. These notes will populate into any events where you add the package.

To Add Food & Beverage Package Templates to Proposal/Invoice Templates:

1. Click the plus sign to the right of the "Add to Proposal/Invoice Template" and choose the template(s) you would like to link. 
2. Once the template is linked you will be able to click the name of the proposal/invoice to access the associated template. 
3. Changes made in the template will populate into the linked proposal/invoice templates.

To Add Food & Beverage Package Templates To an Event:

From the Food & Beverage tool in an Event

1. click on the "Import/Export" button and select the "Import Template as New Package" option.
2. Click in the "Select Templates" field to pick one or more Templates that you want to add to the Event.
3. When you are finished selecting Templates, click "Save". The Templates have now been saved as packages to the Event.

From a Proposal/Invoice

1. Click on the Food/Beverage Package option at the top of the line items
2. Choose "Import Food/Beverage Package"
3. Click in the "Select Templates" field to pick one or more Templates that you want to add to the Event.
4. When you are finished selecting Templates, click "Save". The Food/Beverage Packages will display as line items on the Proposal/Invoice and also be imported into the Food & Beverage tool in the lead/event.

To Save an Existing Food-&-Beverage Package in an Event as a New Template:

1. In the Food-&-Beverage tool in an Event, click on the "Import/Export" button and select the "Save Packages as Templates" option.
2. Click in the "Select Packages" field to pick one or more packages in the Event that you want to save as Templates.
3. When you are finished selecting packages, click "Save". The packages have now been saved as Templates and you can add them to other events.

To Manage Food & Beverage Package Templates:

• In the "Templates" area of your account, go to the "Food & Beverage Package Templates" area.
• Click on an existing package from the list of templates.
• Use the relevant buttons at the top to "Add Items" or "Edit Package Name".
• Remove items by clicking "Remove" to the right of the items
• Edit/add notes by clicking "Update" in the Additional Notes area
• Delete the entire package by clicking "Delete" at the top of the screen.