Enquires by Attendees by Lead Time

This report shows the number of bookings Also called an enquiry. A piece of business that consists of one or more events over one or more days. Can be of any status, for example Prospect, Definite, or Lost/Cxl. by lead time and by status, grouped by number of attendees. The data is combined for your selection of Event Year and Event Month, by default for the previous year. Start with the graphical overview, then look into booking details in the data table.

All Enquiry Analytics reports help you understand your demand patterns, to help you create a better Demand Forecast.

Use the Enquiries by Attendees by Lead Time for a detailed understanding of your booking activity based on when it's created. For example, with the Enquiries by Month by Lead Time, you learned your most popular lead time. Now you want to understand how that varies by booking size. Or, Enquiries by Month by Attendees revealed lower conversion for small events. Now you want to investigate the issue by lead time. Knowledge of your demand by attendees by lead time helps you target your marketing activities more effectively.

See Multi Property Mode to learn how this page functions when you have access to several venues Any business that sells function space. For example, hotel, conference centre or a sporting arena..

Using Enquire Analytics

Using the Graph

On the Trend Analysis menu, select Enquiry Analytics, and then click Enquiries by Attendees by Lead Time.
The Enquiries by Attendees by Lead Time page is displayed.
Click one or more filter buttons to change the displayed results. For example, change the Status selection to view only definite events. The system combines the data for the period selected with the Event Year and Event Month filter. If you select consecutive years, the system rolls up the data for the years selected to give a total.
See Filters for general information.
If you selected multiple years in the Event Year filter, you can select the Show YOY Comparison checkbox to compare year on year trends or multiple year comparisons. Note: When comparing more than two years, the results are best viewed in SmartSpace, rather than as an exported file. If exporting as a PDF or other format, we suggest that you reduce your view, such as to 3 or 6 months, rather than 12 months.
Select the Expand Date Range checkbox to expand the Lead Time groupings beyond 366 days.
If you enabled Attendee Groups in Database Setup, select the Show Attendee Groups (Small, Medium & Large) checkbox.
In the graph, click any status in the Legend to hide it in the chart.
Hover over a bar to view the data values.
If no data exists for any of the data groupings for a selected year, that year won't display against the specific grouping on the graph. See the Data Table for details.
Click the chart context menu to select a format to export the chart for presentation purposes.
Click the PDF option to convert and save the current page as a PDF file.

Using the Data Table

Click the Data table tab.
To export this data for further review, click Export to Excel. The data table Excel file downloads.
To see details, click a blue, linked number to view a Bookings Report on these values.
The Bookings window displays.
Click Export to Excel in the Bookings window to export this specific data for further review.
Click Close to exit the Bookings Report window.
Click the PDF option to convert and save the current page as a PDF file.

Data Details

Graph

Column	Description
Number of Enquiries	The sum of bookings Also called an enquiry. A piece of business that consists of one or more events over one or more days. Can be of any status, for example Prospect, Definite, or Lost/Cxl. for the displayed attendee and lead time range. The values are summarized for all months and years selected with the Event Year and Event Month filter. Default data is for the previous year. For a selected month, the bookings are counted based on the arrival date. So a booking that starts on April 30 and lasts four days is included in April.
Attendees / Lead Time	Depending on your settings, either the attendee ranges or Attendee Group size to which the bookings apply. These are grouped by the number of days between the date a customer first enquired and the event start date. For a Year on Year Comparison (YOY), if no data exists for any of the attendee ranges for a selected year, that year will not display against the specific grouping on the graph. See the Data Table for details. Note: If you are viewing data by Attendee Group size, your selection in the Attendee Count filter controls which group sizes display in the report results.

Column

Description

Number of Enquiries

The sum of bookings Also called an enquiry. A piece of business that consists of one or more events over one or more days. Can be of any status, for example Prospect, Definite, or Lost/Cxl. for the displayed attendee and lead time range. The values are summarized for all months and years selected with the Event Year and Event Month filter. Default data is for the previous year.

For a selected month, the bookings are counted based on the arrival date. So a booking that starts on April 30 and lasts four days is included in April.

Attendees / Lead Time

Depending on your settings, either the attendee ranges or Attendee Group size to which the bookings apply. These are grouped by the number of days between the date a customer first enquired and the event start date.

For a Year on Year Comparison (YOY), if no data exists for any of the attendee ranges for a selected year, that year will not display against the specific grouping on the graph. See the Data Table for details.

Note: If you are viewing data by Attendee Group size, your selection in the Attendee Count filter controls which group sizes display in the report results.

Data Table

Column	Description
Attendees	Depending on your settings, either the attendee ranges or Attendee Group size to which the bookings apply. Note: If you are viewing data by Attendee Group size, your selection in the Attendee Count filter controls which group sizes display in the report results.
Lead Time	The number of days between the date a customer first enquired and the event start date. When you select to Expand Date Range, the Lead Time groupings beyond 365 days are for months, not days. For example 12M-15M refers to the months after 365 days.
Definite	The number of bookings for which you received a signed contract. All statuses are taken from your Sales and Catering system The system that you use to manage the bookings for your function rooms. Also known as a diary management, or meetings and events reservation system. Examples include Delphi and Opera..
Tentative	The number of bookings that are verbally confirmed. You have sent the client a contract.
Prospect	The number of bookings that are unconfirmed. You have no verbal or written confirmation for these bookings, but you might hold space provisionally. This includes Enquiry status, if you select to include it in the Settings tab of Database Setup.
Lost/Cxl	The number of bookings that have one of two statuses: Lost: the client decides not to hold a prospect or tentative event at your venue. Cxl (Cancelled): the client cancelled an event for which you have a signed contract. A cancellation fee might apply.
Turn Down	The number of bookings for which you decided not to offer availability. This can be because you do not have the space available or because you believe it is not the right piece of business. Also known as denials.
Grand Total	The sum of enquiries by attendee and lead time range and for all statuses.

Best Practices

Understand How Your Lead Time Varies by Event Size

Use this page for more detailed investigation after you analyse Enquiries by Month by Lead Time or Enquiries by Month by Attendees. Select the month or year that you want to investigate, or start by looking at the default data, the full last year. What attendee and lead time combinations are your most popular ones? Is that consistent over the years? Select exceptional months for further analysis, for example by Market Segment. Use the Data Table tab to drill down into the booking level.