Scenario for Managing a Space Hold

This topic gives one example of how a space hold might be used. You might use the space hold functionality differently, depending on your business model.

A corporate client contacts a hotel sales representative with a request to book all the function spaces and sleeping rooms in a hotel during a specified week for an annual conference.

The sales representative creates an opportunity and fills out the opportunity details including the property that the customer wants to reserve. The sales representative then generates a quote for that property and secures the inventory. To secure the function space (which in this case comprises the entire hotel), the sales representative creates a function space hold record and selects a configured space that represents the whole hotel. The sales representative then reserves this space.

After securing the space, the sales representative obtains specific event details from the client, including the functions and subfunctions that might be held during the event. The sales representative enters the event details, creating functions and subfunctions within the space hold.

At this time, all the space in the hotel is reserved by the space hold. To see what spaces are actually used and not used, the sales representative goes into the Function Space Diary. The diary displays what spaces are reserved by the space hold, and which of those spaces have functions planned in them. The diary also displays any conflicts, such as functions in the same space, overlapping functions, or empty time slots.

The corporate client insists on excluding other groups from the hotel during the conference, so that all the space in the hotel remains blocked for use by the corporate client. The sales representative therefore decides to keep the space hold active so that Siebel Hospitality continues to show all the space in the hotel as booked.

Subsequently, the sales representative follows the standard group sales process to complete the event booking and conduct the event. The sales representative might then turn this event over to an event manager at the property. The event manager reviews the details of the event and continues to work with the corporate client to fine-tune the details. During this time, the space hold remains in place so that Siebel Hospitality continues to show all the space in the hotel as booked.