Copy Event

The Copy Event feature allows users to create a new event based on an existing one, eliminating the need to manually recreate menus, beverages, equipment, staffing, and other event details. This tool is especially useful for recurring events, similar client requests, or events that follow a standard configuration. By selecting specific departments to copy, users can control exactly what information is carried over to the new event. 

 Important: Be very careful when selecting what information to copy. Event Staff should only be copied when you are certain the new event has the same staffing requirements or is a recurring event with identical staffing needs. Copying staff assignments unnecessarily may result in scheduling conflicts, incorrect labor allocations, or outdated staffing plans. 

Before copying an event, verify that:

Required Setup

• The source event already exists and contains the information you want to reuse.
• Menus, beverages, equipment, and staffing records are configured correctly in the original event.
• Resource assignments and scheduling have been reviewed for accuracy.

Recommended Review Process

Phase 1 – Review the Source Event

Confirm:

• Event date and status
• Menu selections
• Beverage packages
• Equipment requirements
• Staffing assignments
• Drivers

Phase 2 – Determine What Should Be Copied

Decide whether each department should be included in the copy.

Phase 3 – Validate the New Event

After the copy is complete:

• Verify dates
• Review staffing assignments
• Confirm quantities and pricing
• Check equipment and menu requirements

What Can Be Deferred

The following can be updated later if needed:

• Event status
• Menu adjustments
• Beverage changes
• Equipment quantities
• Event notes

However, staffing should be reviewed immediately after the copy is created.

To copy an event follow these steps:

1. Click on the Sales and Marketing section located on the left panel.
2. Click on Events & Order Management.
3. Select Event Management All Status Types Included.
4. Using the checkbox select the event you want to copy.
5. Click on the New Entry dropdown
6. Select Copy Event.

7. Enter the new event name, status and date.

8. Select which departments you want to copy (menu, beverage, equipment, staff, miscellaneous or drivers)

9. Click Process Copy.

Critical Warning

Only select Staff when:

• The event is a confirmed recurrence.
• Staffing requirements are expected to remain the same.
• Existing assignments have been reviewed.

Avoid Copying Staff When

• The event date is significantly different.
• Employee availability may have changed.
• Staffing needs are unknown.
• The event format differs from the original.

Best Practice:
If you are uncertain, do not copy staff. Rebuild staffing requirements after the event is created.