Searching for and Selecting a Function Space

Function spaces are selected for events from the Event Space Setup screen. To access the Event Space Setup screen, first access the Events main screen. (You may select Business Management>Events from the main menu to search for the event, or use the Event button from the Function Diary.) From the Events main screen, select the ellipsis button that is attached to the Space field (or, use the F9 shortcut key). The Event Space Setup screen appears.

This screen allows you to search for and select a function space for the current Event. You may also access more detailed information about each function space and view the Function Diary.

Search Criteria

Property. If the multi-property version is installed, select the property to be searched.

Space. Use this pick box to select one or multiple specific function spaces by function space name for display.

Space Type. Use this pick box to select one or multiple space types. Only function spaces that have been configured as belonging to that space type will be shown.

Setup Style. Use this pick box to select one or multiple setup styles. Only function spaces that have the appropriate setup style attached will be displayed.

View. Select the radio button option to search for Individual rooms only, Combination rooms only, or Both kinds of rooms.

Attendees. Allows the entry of a range of number of attendees that the function space needs to accommodate. The From field will be automatically filled with the number of expected attendees from the Events main screen.

Shareable. Select the radio button option to search for function spaces depending on whether they are shareable spaces (Yes), exclusively booked spaces (No), or Both kinds of spaces.

Sq Area. Enter a range of square meters or square feet required.

Show. Select the radio button option that will display function spaces depending on whether they are available for the date and time of the appropriate event (Available) or regardless of availability (All).

Function Space Grid

Master Grid

Short Name. The short name of the function space as configured. If a + sign is displayed in the first position of this column, the function space is a Combination room. A mouse click on the + sign will expand the grid to show the associated children space. A second mouse click will collapse the grid.

C. Indicates a Combination room if Y.

S. Indicates a Shareable room if Y.

Min/Max. Indicates the minimum and maximum number of attendees that this function space will hold. This number is as configured for the space itself, irrespectively of any Set Up Style.

Sq Area. Shows the size of the function space in square feet or meters as configured.

Space Type. Shows the function space type to which each specific function space is linked.

Location. Location of the function space within the property as configured.

Space Name. Shows the full function space name.

Cap. Used. Capacity used. For Shareable function spaces this column will show the total number of attendees that have already been booked into this space for the same date and time.

Detail Grid

Set Up Style, If there is a default Set Up Style created in the configuration, then this will display. If not this will be blank and you must select a configuration style.

Set Up Time. The required set up time.

Set Down Time. The required set down time.

Rate Code. The rate code for this function space.

Amount. The cost for this function space.

Function Buttons

Search. Refresh the display after changing search criteria.

Clear. Clear the search and filter criteria and selected space in order to start a new search.

Select. This button is available if no space has yet been selected for the Event. Use to select the space highlighted in the grid.

Unselect. This button is available if a space is already attached to the Event. Use to unselect the current space.

Info. Allows view-only access to the Rooms screen for the function space. The Rooms screen displays further details for this space.

Diary. Open the Function Diary screen.

Managing Function Spaces

Select a Function Space

From the Event main screen, your cursor should be on the Space field. Using your mouse select the ellipsis button. The Event Space Setup screen appears.
Complete the desired search criteria, then select the Search button.
The function spaces matching the search criteria display on the grid Highlight the desired function space, then choose the Select button. This function space will be moved to the lower grid.

Setup Style & Rate Code

If a default Setup Style and/or a default Rate Code have been configured for this function space, these will automatically be populated here. If they are correct, you do not need to make any adjustments.

If the Setup Style and Rate Codes defaults are not correct, select the corresponding arrow to display the associated pick box and select the correct Set Up Style or Rate Code.

If either Setup Style or Rate have not been selected in the previous steps, select the corresponding arrow to display the associated pick box and choose the correct Set Up Style or Rate Code.
If the selected Setup Style has default Set Up and Set Down times configured, these will be filled into the grid. They can also be manually added or changed if required.
If Rate Code CUSTOM has been selected from the Rate Code pick box, the Amount field will be blank and can be manually updated with the custom rate amount. For any other rate the rate amount field is not accessible.
Once you are satisfied with the above information select the OK to attach this function space to the Event.
Note: Shareable Rooms
If the selected function space is configured as Shareable, a prompt appears allowing you to choose if the space should be booked as exclusive for this Event.
If "exclusive" is selected, the space, even though configured as Shareable, will not be available for other Events for the same date and time.
Note: Unavailable Room
If the selected space is not available, a prompt will appear asking if the Event should be waitlisted. Either select 'Y' to waitlist the event for the selected space, or search for another suitable space and attach it to the Event.
Note: Attendees
If the number of attendees for the event is below the minimum or higher than the maximum number of attendees configured for the selected space, a warning prompt will appear.
If you have the correct level of security you will be able to reserve this space regardless of the number of attendees. Otherwise the process will be aborted.

Unselect a Function Space

From the Event main screen, your cursor should be on the Space field (this field will already have a function space attached). Using your mouse select the ellipsis button. The Event Space Setup screen appears.
The lower grid will have the selected space's information. Ensure that this is highlighted.
Choose the Unselect Button. The lower grid will release this space back to the main grid and you may begin your search for a new function space.
Complete the appropriate search criteria and select the Search button.
The function spaces that match the search criteria will appear in the grid. Highlight the desired function space and choose the Select button. This function space will be moved to the lower grid.

Set Up Style & Rate Code

If a default Setup Style and / or a default Rate Code have been configured for this function space, these will automatically be populated here. If they are correct, you do not need to make any adjustments.

If the Setup Style and Rate Codes defaults are not correct, select the corresponding arrow to display the associated pick box and select the correct Set Up Style or Rate Code.

If either Setup Style or Rate have not been selected in the previous steps, select the corresponding arrow to display the associated pick box and choose the correct Set Up Style or Rate Code.
If the selected Setup Style has default Set Up and Set Down times configured, these will be filled into the grid. They can also be manually added or changed if required.
If Rate Code CUSTOM has been selected from the Rate Code pick box, the Amount field will be blank and can be manually updated with the custom rate amount. For any other rate the rate amount field is not accessible.
Once you are satisfied with the above information select the OK to attach this function space to the Event.

Shareable Rooms

If the selected function space is configured as Shareable, a prompt appears allowing you to choose if the space should be booked as exclusive for this Event.
If "exclusive" is selected, the space, even though configured as Shareable, will not be available for other Events for the same date and time.

Unavailable Room

If the selected space is not available, a prompt will appear asking if the Event should be waitlisted. Either select Y to waitlist the event for the selected space, or search for another suitable space and attach it to the Event.

Attendees

If the number of attendees for the event is below the minimum or higher than the maximum number of attendees configured for the selected space, a warning prompt will appear.
If you have the correct level of security you will be able to reserve this space regardless of the number of attendees. Otherwise the process will be aborted.

Deduct from Inventory Event Overbooking

When a deduct from inventory event is booked into the same function space as another deduct from inventory event, you will receive an overbooking warning: "Function space <function space name> has been booked by event <event name> from <date and time> to <date and time>." You may select the Overbook button to proceed with the move or Close to cancel the action. The Catering>Overbook Prompt for Sub Events application parameter may be used to control this message for sub events. If the parameter is set to Y, the overbooking message will be displayed. If the parameter is set to N, the overbooking message is not displayed.