View function room details
Unlike other areas of setup, the Function Room page is meant to be viewed by users. While checking space on the Availability page, your team can click the name of a function room to refer to the wealth of information administrators can provide here, like square footage, capacities, and selling tips.
Apart from the function rooms at your property, there is also an automatically generated function room called Unassigned. It is crucial not to make any changes to it. This room acts as a virtual placeholder for events that either haven't been assigned a function room or run into conflicts with function room availability. To resolve these conflicts, users should move the event to a different available function room. For further details, please refer to Resolve event conflicts.
To open the Function Room page, do one of the following:
- In the Function Rooms section of the Property page, click the function room name.
- In the Function Diary, click the function room name.
| Function Room Detail | |
| Room Name | This displays in the Function Diary and in documents that you send to your customers, like contracts and BEOs. |
| Active | When selected, the function room is available to users. When cleared, the function room is deactivated and no longer appears in picklists for selection. |
| Description | If you hover over a function room name in the Function Diary, the description displays in a pop-up window. Think about a new person on the sales team and what information can help them the most when they're checking space or are on the phone with a customer. This can also be pulled into merge documents, so you might put the sales pitch type information that would go on marketing materials. |
| Sort Order | The order in which the function room is listed in the Function Diary (1 indicates the room should appear first, 2 indicates the room should appear second, and so on). By default, the Unassigned function room appears first in the list. |
| Web Page URL | The URL for a diagram or other page on your website that can provide more information and pictures for the sales person, or that they can copy and paste into correspondence with the customer. |
| Default Setup | When creating an event, if this function room is selected and both the Event Classification and Function Room Setup fields are blank, the setup type you select here will be applied when the event is saved. If just the Function Room Setup field is blank, this setup type will be applied unless the assigned event classification also has a default setup. In that case, the event classification's default will be used. |
| Allow Multi-Group Blocking (Shared Space in newer versions) | When selected, the room allows for more than one group at a time (for example, a restaurant or the lobby). |
| Default Rental Rate | If you charge the same amount of rental for this room every time it is blocked, you can enter that rate here and it will automatically be applied to all events. Just realize that if you block multiple events into this room for the same group, it will be added to all of those events. For example, if you block a meeting, morning break, lunch, and afternoon break in the room for the same group, the rental will be added to all four of those events. Therefore, most properties leave this field blank and have users enter the rental on the applicable events as they are blocking them. |
| Default Values for Function Room Capacities | |
| Default Min and Max Capacity | The minimum and maximum number of people the function room can hold. Because the capacity varies greatly depending on how the room is set, we recommend adding specific capacities for each function room setup type. What you enter here will be used if the setup selected on an event does not have a defined capacity. |
| Default Comfort Capacity | The maximum number of people the function room can comfortably hold. This is for reference only and does not factor into capacity conflict checking. |
|
Setup and Teardown Time |
The amount of time, in minutes, needed to set up and tear down the function room for a booking event. What you enter here will be used if the setup selected on an event does not have a defined setup or teardown time. These times are displayed as diagonally striped extensions of the event in the Function Diary. A conflict notification is displayed when two events on different bookings have overlapping setups or teardown times. See Conflict checking. |
| Parent Room for Utilization Report |
This field is used exclusively with the Function Room Utilization Report. Select this field if this function room is to be considered a parent room for this report. To find out how to add this field to the page layout and understand more about what makes a function room a parent room, visit the Function Room Utilization report preparation topic. You must be on R48 or higher to see this field and the Function Room Utilization report. |
| Dimensions | |
| Area | The total area of the function room. |
| Length and Width | The length and width of the function room. |
| Moveable Walls | The number of moveable walls in the function room (if applicable). |
| Max Height and Width | The minimum and maximum ceiling height of the function room. This is helpful so the team can provide the size restrictions if a customer wants to bring in large staging items, like an arch for a wedding or big displays for an exhibition. |
| Max Access Height and Width | The maximum door height and width in the function room. A truck might fit in the exhibit hall, but can you drive it through the door? |
| Comments | Additional information about the room that might not be appropriate for the description field if you are using it in merge documents. Selling tips like if there are columns, a built-in buffet station, or other things important for new employees to know as they're learning the nuances of selling your space. |
| Part of Combo Room (part room) or Combo Room Components (combination room) | Displays the part rooms that comprise a combination room. See Overview: Combination room components. |
| Function Room Capacities | Displays the different function room setup types with their recommended capacity numbers and setup/teardown times. See Overview: Function room capacities. |
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Training lesson: Function rooms