Best Practice: Setting Up a Multi-Day Event the Right Way

<!-- VIDEO: “Setting up a multi-day event the right way” — screen recording, 3–5 minutes, step by step. Script:

1. Intro (15 s): show the rule — one event, one quote, one delivery note per day.
2. Create the event: in the “Date & venue” step set Start to the first day and End to the last day.
3. Overview: show the “Daily times” card and enter a start and end time for each day.
4. Quote: use “Add section” to create “Day 1 – …”, “Day 2 – …”, assign line items with “Move to section”; quantities per day instead of one total.
5. Show the PDF setting “Sort positions by sections + drag order”.
6. One delivery note per day: “New delivery note”, Service period start = delivery day with time, under “Adopt positions” → “From other documents” tick only the day 1 rows, insert. Repeat for day 2.
7. Kitchen: Bookings → Material, filter “Delivery note…”; print the production list with “Separate sheet per delivery note”.
8. Run-of-show plan with items on several days: show the heading per day. Shifts on different days. Calendar day view.
9. Briefly the webshop: toggle “Split cart per day” and the quote with day sections.
10. Outro: the three mistakes as a checklist. -->

A client books you for three days: a trade fair, a conference, a wedding weekend. The most important rule for this is:

A multi-day job is ONE event with ONE quote and ONE delivery note per day.

So don't create a separate event for each day, and don't write a separate quote for each day. The client orders one job, so they get one quote. Your kitchen and your drivers work day by day, though, which is why there is one delivery note per day.

This article shows you step by step how to do this in Univents, and which mistakes we see most often.

Step by step

1. One event across the whole period

1. Create the event as usual. In the Date & venue step, under Main date, set Start to the first day and End to the last day.
2. Save. The event now appears in the calendar on each of its days, including the day view (see Calendar: year, month, week & day).

An end at exactly 00:00 still counts as the previous day: 18:00 to 00:00 is one evening, not two days.

2. Enter daily times

1. Open the event overview. From two days on, it shows the Daily times card.
2. Enter a separate Start time and End time for each day, for example day 1 set-up from 8 am, days 2 and 3 from 10 am to 6 pm.

This pays off twice: line items priced per hour then use the sum of the daily times instead of the whole period from the first start to the last end. As long as a day is missing, the card shows a note. More under Daily times of multi-day events.

3. One quote with one section per day

1. Create one quote in the event.
2. In the line item editor, click Add section and name the section after the day, for example “Day 1 – Friday, 6 Nov”. Create one section like this for each day.
3. Assign each line item to its day. You move an existing line item to the right place with Move to section or by dragging it.
4. Enter quantities per day: 120 lunches on day 1 and 80 on day 2 are two line items, not one with 200.
5. To have the PDF show the same order, switch on Sort positions by sections + drag order (instead of categories) in the document's PDF settings. Each section then gets its own subtotal.

How sections work in general is explained in Financial documents: quotes, invoices & delivery notes.

4. One delivery note per day

You create delivery notes yourself once the quote is settled:

1. Create a New delivery note in the event.
2. In the header, set Service period start to the delivery day, ideally with a time. This date is the delivery date, and it later appears on the production list too.
3. Open the Adopt positions area at the bottom. Under From other documents you will find your quote. Tick only the rows for this day and click Insert … selected line items.
4. Repeat this for each further day.

The adopted line items stay linked to the quote. If you change a quantity for one delivery only, choose Change in this delivery note only. The details are in Convert a quote into a delivery note or invoice.

5. Supply kitchen and warehouse day by day

1. In the Bookings tab, narrow the Material view down to one day with the Delivery note… filter.
2. When printing the production list, tick the delivery notes in the Production list for delivery note(s) dialog. With Separate sheet per delivery note, each day gets its own sheet with its own delivery date in the header.

The packing list covers the whole event; it is not split by delivery note. More in Create order, packing, delivery & production lists.

6. Run-of-show, function sheet and staff

• Run-of-show plan: Create the schedule items with date and time. If a plan spans several days, the detail view shows a separate heading above each day. See Create & share run-of-show plans.
• Function sheet: One sheet for the whole event is enough. If a booking has its own time window (Start and End on the booking), the Note column shows the date with the time for multi-day events. That way your team sees which day the item is due.
• Shifts: Each shift has its own Start time and End time including the date. So create shifts directly on the right day. See Create and price shifts & jobs.

The three most common mistakes

A separate event for each day

Consequence: The client receives several quotes, revenue and margin are split across several events, and the run-of-show is separated even though it is one job.

How to do it: Create one event from Start on the first day to End on the last day, and map the days via Daily times and sections in the quote.

One delivery note for everything

Consequence: Kitchen and drivers can't see what goes out on which day, and in the worst case produce day 3 on day 1.

How to do it: Create a separate delivery note per day with its own delivery date and adopt only that day's line items.

A total quantity without a day in the quote

Consequence: If the quote only says “200 lunches”, the quantity can't be assigned to a day, and the production list and delivery notes are wrong per day.

How to do it: Create a separate line item per day with that day's quantity in the matching section.

Special case webshop: split cart per day

If your client books via a booking page with the Webshop design, they can separate the days themselves:

1. Open the booking page and, in the Bookings section, switch on Split cart per day.
2. For multi-day bookings your client sees a bar Day 1, Day 2 etc. above the products and puts each product into the cart of the day currently selected.
3. When you accept the request, the quote automatically gets its own section per day (“Tag 1 – 04.03.2027” etc.). After that you create one delivery note per day as above.

More under Create & configure booking pages.

Frequently asked questions

Can I merge an existing job with several events afterwards? No, there is no merge function. Extend the first event to the whole period, adopt the line items of the other days into its quote and cancel the remaining events.

Do I have to enter the daily times? Not necessarily. Without them, however, line items priced per hour use the whole period from the first start to the last end, and with several days that is almost always too much.