Membership data will be received from the following email address:

membership@beam-org.uk

 



The membership is updated annually so this will usually be received April time.  Despite constant discussions you will need to remind them to provide the data you need!  Groups are a concern as not all groups pay for all venues and beam then have to provide a list of covered venues which is a new step for them.

 



There are 4 parts to managing their data

 



  1. Run a report of existing beam members from reports.venuedirectory.com.
  2. Formatting the data and obtaining all the venue information needed from beam, especially for venue groups/ownerships as not all venues in a group/ownership will necessarily be included within membership.
  3. Removing the beam affiliation logo for venues that are no longer members
  4. Adding the affiliation to any new members

 

  1. Running the report for existing members:
  2. Log in to reports.venuedirectory.com
  3. Select Admin - Venue List Report
  4. Choose the filers shown in the screenshot below and view the report
  5. Save into Excel format and click enable editing button
  6. Remove the top 7 rows
  7. Format the data to unmerge columns.  Highlight columns C/D, then right-click, select format cells and tick and then untick the Merge Cells button.  Repeat this for columns G/H.  You cannot sort the data without doing this).
  8. Sort the data by column B - venue name so these are listed alphabetically
  9. Rename the spreadsheet beam membership current (or similar)



 

  1. Formatting the data:

 

The data will be received in a Word document format and so this will need to be added to an excel spreadsheet.

 

A check of the data will be needed to obtain all the venues included within groups/ownerships.  You will find some groups pay for all of the venues to be members but others will only pay for selected venues.  For example, Accor only pays for 20 or so venues and you must ask for the list of specific venues.  Ensure you obtain all the information so all venues can be updated.

 

The data is currently sent in a document and so this needs to be added to an excel spreadsheet to be worked on.

 

  • Move the venue data to a spreadsheet.  Copy/paste Special - select Text to paste the venue names into rows.
  • The data is usually sent in alphabetical order
  • Rename the spreadsheet beam membership data new (or similar)
  • You need to ensure that you have specific venue data for groups where not all venues are beam members.  These venues will need to be added into the spreadsheet.
  • You need to confirm with Juliet at beam, the groups where all members are included within the beam membership as a ticket should be raised for IT to add the beam affiliation to the whole group and the venues in that group.
  • Compare the venue data from the report beam membership current with the new list you have created and called beam membership data new.  
  • Where the venue is listed as a beam member in both spreadsheets, add the TVD ID and select Y in the updated column within the data received from beam.  Then mark the venue in green in the spreadsheet you called beam membership current  reports.venuedirectory.com.  Work through the venues on the list.
  • Once you have completed the list having made sure you have a full list of individual venues from groups/ownerships that you have checked, you will have a list of venues not highlighted green in your spreadsheet.  These need to have the beam affiliation removed from their venue profile.

 

 

 

  1. Add the beam Affiliation:

 

  • To add the beam affiliation log in to www.myeventschannel.com, search for the required venue, select Brands & Affiliations, click Affiliation/Association and remove the beam membership - click Save.  
  • Some groups and ownership's will pay the membership for every venue within their group/ownership.  You will not receive a specific list of venues in this case.  To add the venues to the whole group/ownership raise a ticket for IT to add the affiliation to the whole group/ownership.

 

  1. Removing the beam Affiliation to the venue profile:
  • To remove the beam affiliation log in to www.myeventschannel.com, search for the required venue, select Brands & Affiliations, click Affiliation/Association and select the beam membership option from the dropdown list - click Save