This article describes the Special Event Report, which lists the Special Events set up for a property whose dates fall within a selected date range, showing each event's dates, description and note.

Overview

The Special Event Report lists the Special Events set up in Setup > Lookup Tables > Special Events, such as local events, holidays and special occasions at the property. Each row shows one Special Event with its From Date, To Date, Description and Note, under a heading for the property the event belongs to.

The report includes every Special Event whose dates overlap the selected date range, including events set to Hide Special Event From Charts, which do not display on the Booking Chart, Rate Manager, Add Ons Chart or Availability Chart. Front office, reservations and management teams run the report to see which events are coming up and to review the note recorded for each one.

Please Note! Reports > Management > Guests > Special Event is a separate report with the same name. It lists special events recorded against guests, not the property Special Events described in this article.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Use Cases

• Monthly events briefing - at the start of each month the front office runs the report for Next Month and shares it with staff, so everyone knows which events are coming up and what the Note for each event says.
• Checking next year's events - before the end of the year the reservations team runs the report for Next Calendar Year to confirm that the coming year's Special Events are entered with the correct dates and descriptions.
• Reviewing hidden events - a manager runs the report to see Special Events that are hidden from the charts, because those events still appear on this report.

How to Access

In the side menu of RMS, go to Reports > Daily > Special Event.

Report Options

Tip! Report build screens default to a common use configuration, and selections can be made as required.

The Special Events Between option offers the standard RMS date range presets, such as Next Month and Next Calendar Year, and Custom Range for any other dates.

Column Headers

The Special Event Report shows one row per Special Event, under a heading for the property the event belongs to. Every column is read from the Special Event record in Setup > Lookup Tables > Special Events. See Data Sources & Calculations for which Special Events are included and how the rows are ordered.

Data Sources & Calculations

The following concepts govern which rows appear on the Special Event Report and the order they appear in.

Which Special Events are included

The Special Event Report includes a Special Event when any part of its date range falls inside the Special Events Between range, so an event that starts before the range or ends after it is still included. For example, an event running from 30 December 2024 to 2 January 2025 appears on a report for 1 January 2025 to 31 December 2025.

The Display warning when Reservation is made with special events date range and Hide Special Event From Charts settings do not affect the report, so events with either setting appear in the same way as any other event. On a multi-property database, the Property option limits the report to events saved against the selected properties.

Please Note! Special Events saved with the Property set to (All Properties) do not appear on the Special Event Report, whichever properties are selected. Only Special Events saved against a specific property are listed.

Property headings and row order

The Special Event Report groups the rows under a heading for each property, with the headings in alphabetical order by property name. Within each property, the rows are sorted by From Date, earliest first, which is the only Sort By option.

Please Note! When no Special Event falls within the selected date range, the report shows the column headings only, with no rows. Widen the Special Events Between range to find upcoming or past events.

Related Reports

• Arr Dep SO Forecast Report - forecasts the daily arrivals, stay overs and departures, with forecast occupancy and accommodation revenue, run from the same Reports > Daily group.
• Arrivals list report - shows every reservation with an Arrival Date in the selected date range, run from the same Reports > Daily group.

Related Articles

• Set up Special Events - add a Special Event and set its Description, Date Range, Property, Colour and Note.
• Booking Chart: Special Events - move the Booking Chart to the start date of a Special Event.