USER MANUAL eform v1.0

Transcription

1 USER MANUAL eform v1.0 Release date 01/10/2015 Page 1

2 About this manual As another step to further empower the event industry by automating its processes; and in line with the Smart Government Initiative, Dubai Tourism is pleased to announce the introduction of eform. eform is an online portal that conveniently enables event organisers to apply for and submit the documentations required to put their events onsale. Once relevant permits have been granted, the event organisers can login to eform using their pre-set credentials, complete the event details attach relevant documentation and submit their New Event Notification (NEN) to be processed. This manual serves the below purposes: Provides information on the eform and its purpose Gives instructions on how to register to use eform Provides information on required documentation to submit a new event Gives instructions on how to enter your event information Covers General Admission, Reserved Seating and mixed mode events. Release date 01/10/2015 Page 2

3 Table of Contents 1. Registration New Event Requirements Logging In Navigation New Event Event Info... 7 a. Event Information... 7 b. Venue Details... 7 c. Ticket Header Details Categories and Prices... 8 a. Categories... 8 b. Prices Performances Sales Dates Attachments Search Event Release date 01/10/2015 Page 3

4 1. Registration As an event organiser, you are required to register your company and representative (P.R.O) to use eform to submit your future events. To register your company, please visit: The below information and documents are required to complete the registration: Valid address Company Trade License ID Emirates ID Copy in pdf or image format such as jpg or jpeg Company NOC in pdf or image format such as jpg or jpeg (with reference to P.R.O s full name, EmiratesID number and address) Once you register, a validation will be sent to you to confirm your address. Account activations take a maximum of 48 hours to verify the documents and activate the account. The registered address will be notified accordingly. 2. New Event Requirements There are some forms and documentations which are required with every new event. Before you add your New Event Notification to eform, you must ensure you have completed the below steps: - Apply and obtain an epermit - Complete a Ticket Fee Form - Submit a Manager s Cheque (if applicable) - Complete a Ticket Printing Form (if tickets are to be printed by DTCM) - Venue NOC (if applicable) - Urgent Fee Form ( if required) After you obtain the epermit and complete the above forms, please visit DTCM s cashier to: - Submit the Manager s cheque along with Ticket Fee Form - Pay Ticket Printing Fee if required - Pay Urgent Fee if required Note: Receipts from the above transactions are required in pdf, jpg or jpeg to be submitted for your event to be reviewed and built. Release date 01/10/2015 Page 4

5 3. Logging In Now that you are registered on eform as an event organiser; you can add, edit and submit your upcoming event information. 1. Visit to login using your registered address and password. Note: Tick Remember Me box if you are using a secure personal computer. Not recommended for shared computers. 2. Click Log in Once logged in, you can now add a new event, update and/or submit an existing event notification. 4. Navigation eform is intended to replace the current hard copy forms submitted by event organisers. To ensure minimal interuptions to daily operations, the navigation has been simplified to include the below tabs. These tabs are further described below in detail. Release date 01/10/2015 Page 5

6 5. New Event The permit number is unique and therefore represents the reference for your New Event Notification in eform. It is important to enter the permit number as it appears on the permit. 1. Add Permit No Note: Type the permit number as shown on the e-permit including all characters and digits 2. Click Next Release date 01/10/2015 Page 6

7 6. Event Info This section of the eform is where you enter event related information. This Tab is divided into 3 sections: a. Event Information In this section, you are required to enter the show title and select the year the event takes place b. Venue Details In this section, you search and select the venue name where the event takes place from the dropdown menu. c. Ticket Header Details This is where you specify what information prints on tickets. There are character limits hence It is recommended you follow the below standard. Click Save and Next Note: Release date 01/10/2015 Page 7

8 7. Categories and Prices This section of the eform is where the event s various categories, capacity and corresponding prices are specified. An event must have at least: - One price category (such as Gold, Premium, Regular etc ) - One price (such as Adult, Admit, Junior, etc ) a. Categories Your event will have one or multiple categories that make up the total capacity. You need to specify each category and its capacity separately. b. Prices Your event will have one or multiple prices depending on the type of tickets (i.e. Adult, Junior, Family etc ). By default, Adult is automatically inserted when you assign categories. Note: Note: Release date 01/10/2015 Page 8

9 Note: Click Save and Next 8. Performances Performance tab is where you specify when your event takes place. This step should be repeated if your event is made of multiple performances (season event) 1. Select the performance start date and time 2. Select the performance end date and time. 3. Click Add Note: this step should be repeated for every performance your show contains. Click Save and Next Release date 01/10/2015 Page 9

10 9. Sales Dates Regardless of the sales channels, event organisers must specify the below for their events: - Start Sales Date & Time - Stop Sales Date & time Sales dates can be applied to multiple performances at once by selecting the performances and updating the dates Click Save and Next 10. Attachments As mentioned earlier, the below documents are required and must be attached before submitting your New Event Notification to be reviewed and built. Depending on your event, there will be instances where not all the documents will required: - Dubai Tourism e-permit - Ticket Printing receipt (if you require DTCM to print your tickets) - Ticket Fee Form - Manager s Cheque receipt (if required) - Venue s NOC detailing event name, date, capacity per category - Venue Seating plan (if reserved seat event where seats and rows/tables are numbered) Release date 01/10/2015 Page 10

11 - Ticket Format (document highlighting extra information to be added to ticket) Note: the documents above must be either pdf or image format jpg or jpeg 1. Select the document category from the dropdown menu 2. Enter a short description of document 3. Browse for document 4. Click Upload to attach the document 5. Submit your event to be reviewed and built Note: repeat above steps until all required documents are attached before you Submit 11. Search Event You can seasrch for existing New Event Notifications using the search function from the menu. Your search can be based on: - Permit Number - Venue Name - Event Name - Or a combination of the above. Release date 01/10/2015 Page 11