Manage option events
If a function room is already booked by another group, you can add your event as an option for that function room (sometimes called a "waitlist"). If the event in the function room cancels, your property can then review all options for that function room to determine which event best meets your property’s needs (see Promote function rooms). You'll still need to block an available function room for the event, however, to ensure that it has a primary space at the property.
Option event fields
The following columns in the events grid (Booking page or Manage Events page) will help you work with option events:
- Function Room - The function room that has been blocked for the event. If the Unassigned room is displayed, the event is not holding space at the property due to a function room conflict. This conflict must be resolved by moving the event to an available function room or changing its start/end times. Once you move the event, the new function room will be displayed.
- Function Room Option - The function room the group would like to book if it becomes available. Because the event is not actually holding space in this room, it will not be included in the room's conflict checking. You can manually select the Function Room Option for an event, or you can have the system automatically add the event as an option in that room when a conflict occurs. See Create Options on Conflict.
- Option Number - Multiple events from different bookings may be waitlisted as options for a function room at any given time. If you have several events waiting for the same space, you can prioritize them by assigning each an option number. This number will help your catering team determine which event should be moved into the room if the primary event cancels.
Function Diary
The Function Diary displays a waitlisted event as an option in the function room. The option event appears outlined in the selected color palette (for example, blue for a tentative status). While the event is not actually blocking the space, this visual indicator helps you quickly identify that it is waiting for the room if the primary event cancels.
In the following example, the tentative Dinner (blue) is holding space in the Gosling Room and is an option event in the Grand Ballroom.
When you drag the primary event to a new date/time, the option event will be automatically updated to reflect those changes.
Create Options on Conflict feature
When you attempt to block an event in a function room that is not available, the system will send the event to your property's Unassigned room (see Conflict checking). If your administrator has enabled the Create Options on Conflict feature for your property, that event will also be added to the original function room's waitlist as an option.
In the following example, another event was already booked in the Grand Ballroom, so the system sent the Reception to the Unassigned room and added it as an option in the ballroom.
An event that has been sent to the Unassigned room should be moved as quickly as possible to ensure it is blocking space at the property. If the event's preferred function room later opens up, you can work with your catering team to move it again. To see a list of events that are currently in the Unassigned room, run the Option Events report.
Promoting function rooms
If the group's preferred function room becomes available, you can manually promote it as the event's primary space using the Function Room column in the events grid. Once you make this change, the event will begin holding space in that room and will be included in conflict checking.
You'll also need to clear the Function Room Option column for the event to ensure that it's no longer displayed as an option in that room.