Book Function Rooms

When the Function Room feature setting is enabled, users can book function rooms using the Book a Function Room option in the Reservations menu. When clicked, users are navigated to the Book a Function Room screen that displays the following fields:

Field	Description
Start Date	This is a mandatory field that displays the current property date by default. Users can select future dates of up to 6 years in the future. Past dates cannot be selected.
End Date	This is a mandatory field that displays the current property date by default. Users can select future dates of a maximum of up to 365 days from the start date. Past dates cannot be selected.
Start Time	The start time for which a function room must be booked. This is a mandatory field that displays the current property time + 30 minutes by default. Users cannot select a time prior to the current property time.
End Time	The end time up to which the function room must be booked. This is a mandatory field that displays the time as 11:59 PM or 23:59 HRS based on the time format used by the property. Users can book a function room for a minimum duration of 30 minutes and a maximum duration of 24 hours.
Number of Persons	This is a mandatory field that allows users to enter the count of persons occupying a function room. Users can enter a minimum count of 1 and a maximum count of 999999.
Schedule	The schedule for the function room booking. Users can select from the following options: Per Day: When selected, the charges configured per day are calculated for the number of days the function room is being booked. Per Hour: When selected, the charges configured per hour are calculated for the number of hours for each day the function room is being booked.
Period	The number of days/hours for which the function room is being booked.

Users can book function rooms for a single day or multiple days. The function rooms are available for booking once the buffer time is completed after the previous booking.

The function rooms are charged based on the Per Day/Per Hour option selected. When the Per Day option is selected, based on the number of days selected, the amount is calculated as follows: Per day charge * No of days. When the Per Hour option is selected, based on the number of days selected, the amount is calculated as follows: Per hour charges * No of hours * No of days.

When users select the Check Availability option, the function rooms available for booking are displayed. The following message is displayed when no function rooms are available for booking: Function room unavailable for specified period criteria. Please try entering other different date/time/number of persons.

When the Include unavailable function rooms checkbox is selected, function rooms with inventory blocks, and buffer period are displayed for users to override and book the room. Users with the Stay_OverrideFunctionRoomBooking permission can override and book an unavailable function room. In this case, the function room is validated, and the following messages will be displayed:

When the number of persons exceeds the maximum occupancy of the room: Number of persons exceeds maximum occupancy of function room.
When the number of persons exceeds the maximum capacity of the setup style: Number of persons exceeds maximum capacity of set up style.
When the selected function room has inventory blocks: Function room selected has inventory blocks attached as part of configuration for selected period.
When the selected function room is outside the meeting time configured: The function room is not available for bookings.
When the selected function room has a buffer period: The function room is unavailable due to buffer time configured.

When users select an unavailable function room and click Book, the Override pop-up screen appears that prompts users to enter their username and password.

When the user is assigned the Stay_OverrideFunctionRoomBooking permission, the unavailable function room can be overridden and booked.
When the user is not assigned the permission, the following message will be displayed: User does not have the required permission.

When users click Book to proceed with the booking, the Book Function Room pop-up screen appears that displays the following sections:

Section	Description
Summary	Displays the following details: Start and end dates selected Start and end time selected No of persons selected Function room name Style selected The occupancy count for the style The service percentage configured The cancellation policy associated with the room The rate calculated per day/per hour The buffer time configured for the room The facilities configured for the room
Guest Info	This section allows users to select an existing guest profile or create a new guest profile for booking a function room.
Booking Details	Users must enter the following details for booking the room: Event Name: The name of the event for which the room is booked. Company Name: The name of the company hosting the event. Guaranteed Status: The guaranteed status of the room. This is a mandatory single-select drop-down list that allows users to select the status as either Guaranteed or Non-Guaranteed. Contract Status: The contract status when reserving a function room. This is a mandatory single-select drop-down list that allows users to select the status as either Signed or Pending. Function Type: The function type for which the room is booked. Comments: This is an optional field that allows users to enter a comment when booking a function room. External Confirmation ID: This is an optional field that allows users to enter the external confirmation ID of the function room.
Group Details	Function room bookings must be mandatorily attached to groups. Users can create a new group or select an existing group. Users can search for a group using the group name. Only groups in Definite and Tentative statuses with the function room’s start and end dates within the group’s arrival and departure dates can be searched and retrieved.
F&B Service	This section allows users to search and associate food and beverage services to function rooms. One or more services can be selected. When users click the +Add F&B Service, the following fields are displayed: F&B Service: This is a mandatory field that allows users to select a food service. Charge: This is a mandatory field that allows users to select a charge option for the room. Price: The price configured for the selected charge option and the F&B service. This field cannot be modified. Count: This is a mandatory field that allows users to enter the count of food items. Users can enter a minimum value of 1 and a maximum value of 999999. Valid On: This is a mandatory field that allows users to select days within the start and end date of the function room booking on which the food service must be provided. Total Amount: The total amount is calculated based on the charge, number of days, and count as follows: For single day reservations: Price per option * count For multiple day reservations: Price per option * count * number of days Service Time: This is a mandatory field that allows users to enter the service time for food.
A/V Service	This section allows users to add audio and visual services to function rooms. When users click the +Add A/V Service hyperlink, the following fields will be displayed: A/V Service: This is a mandatory field that allows users to select an audio-visual service. Charge: This is a mandatory field that allows users to select a charge option for the room. Price: The price configured for the selected charge option and the A/V service. This field cannot be modified. Count: This is a mandatory field that allows users to enter the count of audio-visual equipment. Users can enter a minimum value of 1 and a maximum value of 999999. Valid On: This is a mandatory field that allows users to select days within the start and end date of the function room booking on which the food service must be provided. Total Amount: The total amount will be calculated based on the charge, number of days, and count as follows: For single day reservations: Price per option * count For multiple day reservations: Price per option * count * number of days
Estimated Charges	This section displays the rate, tax, and the total estimated due at check-out. Users with the Stay_OverrideFunctionRoomBooking permission can modify the rate if required.

When users click Book, the function room is booked successfully, and the following details are displayed:

Booking ID
Start date.
End date.
Start time.
End time.
No of day/no of hour
No of persons
Event name
Function room name
Style
Style occupancy
Style description
Total charge
Service Charge
Cancellation policy
Facility
Rate per hour (when schedule type is per hour)/Rate per day (when schedule type is per day)
Food and Beverage services selected for the room
Audio Visual services selected for the room

The booking confirmation letter can be downloaded as a PDF file by clicking on the download icon.