What is the Event Portal?
Gather’s Event Portal is the center of coordination for both our venues and their guests. This is where your guests will come to view the proposal details. Below are the different elements that are visible to both you and your guest when viewing their Event Portal:
Notifications ("Action Required")
Whether a payment or credit card on file has been requested or you require a signature on the contract, these alerts will appear on the left side of the Event Portal page in red. This makes it clear to your client that there is action needed on their end!
This section will display the Booking Owner's information and gives the guest the option to email them directly from the portal with any questions or updates they may have.
The Portal page displays your company logo (if one is uploaded to your location settings) and a room image banner at the top (or any photo of your choice).
On the Event Portal, clicking on the location name below the event name will send users to a Google Maps spot for the location, helping with directions. This map link is only active if there is a Primary Address set up for the Location in Settings.
Estimated Summary of Charges
This section pulls directly from the Event Summary of the booking. Menus, charges, taxes and fees are displayed here in an invoice format for your guest. The menu titles can be clicked on to display more details.
Clicking the 'View Detailed Summary' hyperlink will open the BEO PDF document in a new tab. This can be saved or printed.
If an On-Site Contact is not specified within the Booking on your end, this field will be available for your guest to fill out for you and will automatically save within the Gather booking.
If you’re using one of Gather's payment integration options you are able to collect payments directly through the Event Portal, streamlining the planning process by allowing your guest to approve the proposal and pay at the same time. If you are using your own system to process payments you still have the option to display requested payments on the Event Portal for your guest.
After reviewing the event details, your guest is able to electronically sign the proposal after agreeing to the event contract and policies.
Note: The signature section will only be visible once you have selected Request Approval within your booking. Click here to learn more.
Print & Sign Option
By default, Gather displays an option for your guest to print and return signed copies of the Event Portal documents (contract + BEO) for those guests who prefer this method to signing electronically.
To hide this option from guests, follow the steps below:
1) Navigate to the Settings tab and select your Location.
2) Select 'Edit Location' in the upper right-hand corner of the screen, and then navigate to the "Event Portal" section at the bottom of the page.
Our Event Portal is now easy to view and read on phones, tablets, and desktop computers. Many guests use their mobile devices for email, so when you’re requesting a payment or a signature, the client is able to easily approve or pay on their mobile platform!