Special Events Upload

If you manage multiple properties in the same market, the Special Events Upload provides a convenient way to set up or edit Special Events. For example, you might have properties located close to each other that are affected by the same weather events, sporting events, or citywide conferences. Use the Special Events Upload to add new Special Events, change the setup of existing, or delete Special Events.

When you upload the template, the Special Events in the template replace all the Special Events that exist in the properties that you included in the template. Keep in mind that the template reflects the complete set of Special Events for the included properties and will override all existing Special Events setup.

Setup Steps

1. Click , then Forecasts, and then Special Events Upload.
2. Select a radio button to filter for the properties to manage Special Events:
   • Filter by Property: allows you to select a subset of all the properties that you manage.
   • Filter by Property Group: allows you to select from the Property Groups that you manage. Click the Property Groups link to create new Property Groups.
3. In the Property or Property Groups pane, select the properties or groups with Special Events to add or edit. Press Ctrl+click to select multiple properties or groups. You must include all the properties for which you want to add, edit or delete Special Events.
4. Click > to move all selected items to the pane on the right or click >> to add all the properties or property groups.
5. Click Export.
   The template contains the setup details for all existing Special Events for the selected properties.
   
6. Save the spreadsheet to a location on your computer.
7. Add a new row for new events, delete an existing row, or modify existing events in these columns in the Special Event Configuration worksheet: 

Column	Description
Client Code	The code that G3 RMS uses to identify your properties. Do not change the information in this column. To add a new Special Event, use the same Client Code.
Property Name or Code	The property title or property code for the properties that you selected for export. Do not change the information in this column. For new Special Events, you must select the property for export and use the Property Name or Code exactly as it appears in the worksheet.
Event Category	The Category Name for the Special Event. For new Special Events, the Category must match a category that you already set up in G3 RMS. To create a new category, see Data in Special Events.
Event Name	The name of the Special Event. New event names must be unique and can consist of alphanumeric characters and the symbols : . - /. The number of characters in the name must be less than 50 characters, or it will be trimmed when you upload the template. If you change the name of an existing Special Event, G3 RMS considers it a new Special Event. If it's a recurring Special Event, G3 RMS will split it from other instances of the event.
Start Date	The first date of the Special Event. The date format must be dd-Mmm-yyyy and is case sensitive, for example 09-Oct-2022.One-day Special Events must have the same Start Date and End Date.
End Date	The last date of the Special Event. The date format must be dd-Mmm-yyyy and is case sensitive, for example 09-Oct-2022. One-day Special Events must have the same Start Date and End Date.
Pre-Event Days	The number of days before the event that are affected by it. If no days are affected before the event, leave "0" as the value.
Post-Event Days	The number of days after the event that are affected by it. If no days are affected after the event, leave "0" as the value.
Impact Forecast	Choose if G3 RMS should consider the Special Event in its forecast: Select Yes if G3 RMS should consider the Special Event in its forecast. Select FYI if G3 RMS should not consider the Special Event in the forecast, and you are adding the event to G3 RMS for informational purposes only.
Guest Room Forecast	This option is only available if you are using the Function Space module: Select Yes if G3 RMS should consider the Special Event in the guest room forecast. Select No if G3 RMS should not consider the Special Event in the guest room forecast.
Function Space Forecast	This option is only available if you are using the Function Space module: Select Yes if G3 RMS should consider the Special Event in its Function Space utilization forecast. Select No if G3 RMS should not consider the Special Event in its Function Space utilization forecast.

8. Save the modified file in an XLSX format.
9. In the Special Event Upload module, click Choose File.
10. Navigate to and select the saved template from your computer.
11. Click Import.

During the import G3 RMS validates the Special Event template to check for data and formatting errors. If no errors are found, all the Special Event data is saved in G3 RMS and can be viewed by month and by property in Special Events Management.

If the import process fails, no data imports. You can re-import the template after correcting the errors listed after Last import errors on the Special Event Upload page. The error message identifies the row numbers where errors occurred. Click the export icon in the error message to export the error list.

After you upload the template, you can make changes to Special Events for individual properties in Special Events.

Best Practices

Don't Change the Template Columns

• Do not change the first row that contains column headings.
• Do not change the column order.
• Do not change the cell formatting.
• Do not change the Client Code.
• Do not add Property Names or Codes. Before you export the template, include all the properties for which you want to add, edit or delete Special Events.
• The Event Category must match one that you already set up in G3 RMS, for each property. You cannot create new Categories using the template.
• If you change the name of an existing Special Event, G3 RMS considers it a new Special Event. If it was part of a recurring Special Event, G3 RMS will split the renamed event from its other instances. See Forecast Changes from Entering Past Special Events for more information about the impact.
• To delete a Special Event, delete its row in the exported template. Do not delete rows for Special Events that you want to keep in G3 RMS.
• Use the selectors to choose acceptable values for the Impacts Forecast, Guest Room Forecast, and Function Space Forecast columns.
• If needed for your own work, you can enter new worksheets that do not contain template data. G3 RMS ignores this extra worksheet when you import the template.

Include Valid Data

• Copy and paste rows and update the Property Name or Code to add the same Special Event to multiple properties.
• The Start Date and End Date format must be dd-mmm-yyyy, for example: 09-Oct-2021 or 21-Mar-2025.
• The Pre-Event Days and Post-Event Days columns must contain a value. If no days before or after the event are affected, use "0" in the column.
• Complete all columns for each row.
• Keep the length of the Special Event name to less than 50 characters, or the name will be trimmed when you upload the template.
• You can only add Special Events for properties that you include in the exported template.
• If you add a Special Event to one or more properties, you do not need to add it to all properties that you included in the template.
• To add a recurring Special Event, add one row for each instance of the event, each with a unique date range.
• To create recurring instances of the same Special Event at a property, the Property Name or Code, Event Category, Event Name, and Impact Forecast settings must match.