Designing your first event package can seem daunting at first, but rest assured, we have you covered!

LET’S GET STARTED

Step 1: Create a new package

When you login to your EventCinch account, you will be on your package builder page. To get started, select the “Create New” button to build your first event package.

NOTE: If you have a database of products you can email us a CSV or Excel spreadsheet and we will upload your products for you.

STEP 2: Label the package

Next, enter the title of your package. If you are just getting started, we suggest you create a master package and start building all of your products under their perspective categories/subcategories. That way you can easily copy your master package and then delete the products you don’t need to create your first event package.

Alternatively, another great way to get started is by building custom proposals. As you take in a new inquiry you can easily build your proposal in the package builder to share an interactive planning experience. This will take a little more time to get your packages on your website, but it will allow you to make sure your proposals are accurate. Once you know a custom proposal is perfect, you can easily copy that proposal and rename it to be an event package for your website.

STEP 3: Upload an image & describe your event

Once you select the “Create Package” button you will land on the event package builder page. You’ll see your title is already there. If you want to change it, just delete the text and type in the new title and press the “Save” button.

Next you need to select a picture for you cover photo. Just select the picture you want to use and drag and drop it where it says, “Drop files here to upload”.

You can add an event description where it says, “Describer your event here”.

Above that, you’ll find a Base Cost field. This is for any costs that you don’t want to represent as a product, like delivery or insurance fees. I generally input this cost after I’m done building the package, so feel free to come back to this step.

IMPORTANT NOTE: Once you are done editing this section you must press SAVE before you move forward.

STEP 4: CATEGORIES & SUBCATEGORIES

The categories & subcategories are how you define what tabs the users will see on the frontend. If you do not put any products under a category or subcategory then it will NOT appear on your clients’ view.

For this example, we are building a Tray Passed Event Package under the catering category, with options to select 1 item from each subcategory- Hoof, Feather, Fin, Leaf, & Grain. To get started, first select the “Catering” tab, then the “Hoof” tab. Next, select the “Add New” button to create a new product.

Step 6: Creating A new item

First give your product a name in the “Item Title” field. Then select how you want to sale your product (cost/person/hour/item). For this example we are doing a cost per person. Next you add the price. If you want that item to be pre-selected in your package you select “Include”.

From there you need to select your “Display Type”. We offer two options, a wide view (Default) and a vertical view (Small).

Next, you’ll assign the product to a “Vendor” and a “Production Category”. If this product comes from you then you’ll select your company as the vendor. Then select the appropriate production category. Lastly, write out your description and press the “Save Changes” button.

step 7: Selecting the right cost structure

Cost Per Person

The cost per person function is the simplest of the three sales functions. It charges based on the head count of the event.

Example: The tapas above is $5 per person so for a 100 guest event it will charge $500.

cost per hour

The cost per hour function is pretty straight forward and is used mainly for staff or services you want to charge an hourly rate for. Below the “Cost/Hour” field, you’ll see threshold inputs that function as follows:

• Included #- This function allows you to include a certain number of the items.

• People/Item- This function allows you to assign this item to a set amount of people so it calculates off the guest count. For example, if you want 1 kitchen staff per 50 guests.

• Arrival Hours Before- This function allows you to add in prep time before the start of the event.

• Departure Hours After- This function allows you to add in breakdown time to the end time of the event.

  Example: The picture above displays kitchen staff for an event. Since there is a 2 in the Included # field and a 50 in the People/Item field, it will include 3 staff for 0-49 guests, and for every 50 guests after it will add another kitchen staff. Since there is a 2 in the “Arrival Hours Before” field and a 1 in the “Departure Hours After” field, if the event is from 6pm-10pm it will charge the hourly rate from 4pm-11pm. Adding an extra 2 hours for prep and 1 hour for breakdown.

cost per item

The Cost Per Item function is one you will use often. Like it sounds it charges a cost for an item, but the thresholds below allow you to do a whole lot more.

• Included#- Like on the cost per hour, this allows you to input a certain number of items you want to include in a package.

• Included/Person- With this function you can include multiple items per guest. For example, if you are renting plates for a dinner you’d want to enter 1.1 here so it calculates 110 plates for 100 guests. This way you have extra if some come damaged or break.

• People/Item- This function allows you to set an amount of people to an item. For example, if you sell cupcakes by the dozen you would input a 12 here and it will calculate 1 order of cupcakes per 12 guests. So, for 100 guests it will offer 9 orders of cupcakes.

view what this finished package looks like Here

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