Enquires by Month by Attendees

Use Enquiries by Month by Attendees to see your enquiry activity by range of attendees and by status, grouped by arrival month. View the activity either by 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. or by revenue. Start with the graphical overview, then look into booking details in the data table.

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

You can also use Enquiries by Month by Attendees to understand your booking activity based on the attendee numbers. For example, is demand for small meetings stronger during certain months? Do specific sizes of bookings convert better?

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 Enquiry Analytics

Using the Graph

On the Trend Analysis menu, select Enquiry Analytics, and then click Enquiries by Month by Attendees.
The Enquiries by Month by Attendees page is displayed.
Click one or more filter buttons to change the displayed results. For example, change the Status selection to view only definite bookings. If you select more than one year in the Event Year filter, the system combines the data for both years by month and status. 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.
If no data exists for any of the data groupings (such as Attendee Numbers) for a selected year, that year won't display against the specific grouping on the graph. See the Data Table for details.
If you enabled Attendee Groups in Database Setup, select the Show Attendee Groups (Small, Medium & Large) checkbox.
Select to view data by number of Enquiries or by Revenue values.
In the graph, click any status in the Legend to hide it in the chart.
Hover over a bar to view the data values.
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. that start in the month and year displayed. For example, the month of April includes a booking that starts on April 30 and lasts four days. A booking starting on March 31 and lasting four days is included for the month of March.
Months / Years	Depending on your settings, either the attendee ranges or Attendee Group size to which the bookings apply. These are grouped by the month in which the events start. Default data is for the previous year.

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. that start in the month and year displayed. For example, the month of April includes a booking that starts on April 30 and lasts four days. A booking starting on March 31 and lasting four days is included for the month of March.

Months / Years

Depending on your settings, either the attendee ranges or Attendee Group size to which the bookings apply. These are grouped by the month in which the events start. Default data is for the previous year.

Data Table

Field	Description
Booking Arrival Month	Month in which the first day of a booking 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. occurs.
Attendees	Depending on your settings, either the attendee ranges or Attendee Group size to which the bookings apply. Attendee values are an average. For example, when a booking includes four meeting rooms, each with 10 attendees, it counts the booking as having 10 attendees.
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 range and for all statuses.

Best Practices

Understand Your Demand Patterns by Event Size

Use this page after you analyse Enquiries by Month Year on Year Summary.Start by looking at the default data, the full last year. What is the distribution by attendee range over the months? Are the least and most booked ranges the same for all months? Note down exceptions, then check the same by revenue. If you have more history, select and check other years. Select exceptional months for further analysis, for example by Market Segment. Use the Data Table tab to drill down into the booking level.

Here are some scenarios:

Is the distribution by range very uneven? For example, the overall demand looks strong, but it's mostly for the 11 - 20 attendee range. If so, is there an opportunity to push the rate for that range? Or do you need to focus sales activities on a weak attendee range?
Are the patterns consistent over the years? For example, does the share of small meetings increase or decrease? If so, do you need to change your strategy for pricing the matching meeting rooms? Or, should you plan function room changes based on this data? Note that if you select more than one year, both years are combined by month.
What about conversion by attendee range - do some ranges convert better than others? Is it due to training needs or issues with function rooms?

Ensure Historic Data Is Accurate

While you analyse, check that historic data is accurate. There should be no Prospect or Tentative bookings for past dates. If you don't have a function room for a very large attendee range, all bookings for that range should be Lost/Cxl, not Turn Down. That is because Turn Down should be limited to bookings that you might have accepted under different demand conditions.