INSTRUCTIONS FOR DATA TRANSFER

Please note, data must be submitted to TAPdata@knowland.com by the 5th of the month in order for timely processing.  Should the 5th of the month fall on a non-business day, data is due the following business day.  Reports will be generated within 10 business days for all data received on time.  Data received after deadline will result in delay of report generation.  Sending data to any address other than TAPdata@knowland.com will result in delayed or missing reports.  Data must be sent via comma delimited file (.csv) or Excel spreadsheet (.xls or .xlsx).

 

REQUIRED DATA FIELDS

Item

Column header

Description

Meeting Start Date

Meeting_Start_Date

The date the event begins and is considered to be in session. Note- this date may vary and occur later than the date the room block begins. (M/D/YYYY)

Meeting End Date

Meeting_End_Date

The final date the event is considered to be in session. Note- this date may vary and occur sooner than the date the room block ends. (M/D/YYYY)

Total Attendance

Total_Attend

The total number of attendees expected for the event.

Peak rooms

Peak_Rooms

The expected amount of sleeping rooms required for the night with the most rooms reserved. The maximum amount of sleeping rooms needed.

Total Room Nights

Room_Nights

The complete number of hotel rooms needed for the entire duration of the event.

Booking Number

Booking_Number

The individual/unique identifying number assigned to the event via the CRM system.

Client Name

Cli_Name

The name of the account designated as the end user of the program.

Meeting Name

Meeting_Name

The title of the event. (Example: 39th Annual Conference).

Market_Category

Market_Category

Description utilized to define the type of company of the end user. (Example: Association/Business Trade, Corporate)

Market Segment

Market_Segment

Description utilized to define the industry/sub-segment of the end user. (Example: Accounting, Insurance, Technology)  

Definite Date/Confirmed Date

Definite_Date

The date the program was turned definite within the CRM system. This date reflects the date the client completed required paperwork to confirm this program is coming into your destination. Note- if the program is not considered definite, the column should be left blank. (M/D/YYYY)

Tentative Date

Tentative_Date

The date the program was built within the CRM system. This date reflects the date the client first inquired about your destination for the specific program. (M/D/YYYY). Note: Each record requires a tentative date. Any data without a tentative date will not be included within the report generation.

Lost Date

Lost_Date

The date the program was turned down within the CRM system. This date reflects the date the client confirmed they will not be hosting their program within your destination. Note- if the program is not considered lost, the column should be left blank. Should the program have been turned definite and then cancelled, this column should reflect the cancellation date. (M/D/YYYY)

Venue

Venue

Utilized to pinpoint where a group is hosting the majority of their events. For destinations only tracking convention center business vs. in house business, this column can be displayed as Yes/No (where Yes designates usage of the convention center).

 

ADDITIONAL DATA CONSIDERATIONS:

  • The data should encompass all events with a meeting start date within the past 5 calendar years and go as far into the future as the system contains.
  • Groups with start date in past must have either a Definite Date or a Lost Date.
  • The data must be saved as a comma delimited file (.csv) or Excel spreadsheet (.xls or .xlsx).  See attached .csv or .xlsx example.
    • Column headings must be exactly as shown in sample file. Should your data submissions not match or be in a different order, reports may not generate properly.
    • While the above fields are the only fields required, others may be included.
    • Please check formatting:  numeric data (such as room nights) is formatted as a number (not text) and that dates are formatted correctly as m/d/yyyy and have a 4-digit year.

Please email the completed file to TAPdata@knowland.com

For additional support, please contact Client Care at clientcare@knowland.com.