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Function rooms

Any space that you want to reserve for customers and view in the Function Diary should be added as a function room. Even if it's not a proper meeting room, you might want to create your lobby, restaurant, or poolside bar as function space if a group can organize activities there. This ensures that space will show on the reader board and in the group's agenda. For example, a bus tour group might meet in the lobby to depart for an outing at 5:00 PM. It would be nice for them to see that on the reader board and even your events TV channel.

Before you create your function rooms, make sure you understand which type to use for each - either indivisible or combination. See Overview: Combination function rooms

To add a new function room for your property, click + Function Room and provide the following details.

Room Name	This displays in the Function Diary and in documents that you send to your customers, like contracts and BEOs.
Active	Inactive function rooms no longer appear in the function diary or in the picklist on new events, but will still display in existing events. Before setting a function room to inactive, run the Daily Events report for all future bookings to determine if that function room is being used. See Deactivate a function room
Shared Space	When selected, this room can be sold to multiple definite groups at the same time. Use this for places like the lobby or a restaurant where multiple small groups often go for lunch.
Function Room Type	This field can't be modified after saving, so make sure you choose carefully. Indivisible - the room can't be divided into other rooms. For example, a section of a ballroom or a meeting room that cannot be divided into smaller rooms. Combination - the room consists of smaller function room components. Such as a ballroom with 3 sections that can be sold individually when air walls are used. See Overview: Combination function rooms If you select Combination, you will be able to select the components after you save.
Function Room Components	If the function room type is combination, select the indivisible rooms that are part of it.
Function Room Parents	If the function room type is indivisible, select the combination rooms that it belongs to.
Function Room Setup	If this room can only be set one way—for example, it has a built-in conference table—select that setup type here and it will default when someone creates an event in this room. If the room can be set up in different ways, leave the field blank.
Sort Order	Use this field to control how your function rooms display in the function diary section of the Availability window. The Unassigned room will always display at the top of the list in the function diary. In Setup, the rooms are always in alphabetical order. If no sort order is supplied, or if the same number is assigned to multiple rooms, they will be sorted alphabetically.
Area	Enter the length and width of the room, and its area will be automatically calculated . This can either be in feet or meters, based on the system of measurement you selected in the Units section of the Property Details page.
Height	Enter the minimum and maximum ceiling height for the room. If someone asks if they can bring a 14-foot arch for their wedding, you will be able to answer them based on this information. The minimum and maximum might be the same if the room has a flat ceiling, but if it is slanted or has cut outs in the ceiling, those can impact the maximum height. Maximum Access Height is how tall the biggest doorway is to the room. The ceiling might be 15 feet high, but if the door is only 12 feet high, your guests will have to be able to turn their 14-foot arch on its side to get it into the room.
Room Capacity	If you don't want users to block this room for groups under a certain size, enter a minimum capacity. You can leave this blank if you don't have a minimum requirement, or you don't want users to get a conflict warning if they're blocking something in the room like a 24-hour hold where they don't need to enter attendance. Enter the maximum capacity that this room can hold. If a user tries to block the room with more attendees, they will be notified, but they'll still be allowed to save the event. Each time the booking is opened, it will display a notification that one of the events has a capacity conflict.
Times	Enter the room's average setup and tear down times, and they will automatically be added to events blocked in this room. This adds some padding before and after an event to allow the banquets team to turn the room over for the next group. For example, if the room is quite small and has a built-in board table, it shouldn't take more than 30 minutes to clean up when one group leaves and another is coming. But if it's a large room that can be set in different ways, it might take an hour for the banquets team to switch from theatre style to rounds. Users can adjust these times based on the individual group as they're building the booking, but providing them with these default times can save them some steps.
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.
Inclusive Price	If your property uses the inclusive pricing feature, select this if the amount you put in the Rental Rate field is the inclusive price.