Event room availability

You can use the Event Room Availability page to:

  • View the existing event reservations or to view the event room availability. By default, reservations for the given hotel date are displayed. You can click the Left Page icon to view the event reservations for the previous date, or you can click the Right Page icon to view the event reservations for next date. Alternatively, you can also use the calendar to select a date for which you want to view the reservations or event room availability.
  • You can use the Time Scale icon to set the time increments based on which the time is displayed in the reservation grid. Following are the available options:
    • Fifteen minutes
    • Thirty minutes
    • One hour
    • Two hours
    • Four hours
    • Eight hours
    • Twelve hours
  • You can review the event dates related messages or notes, that are specified on the Message tab of the Property Configuration screen. Rest the pointer on the Message Topic to review the message description.
  • View the event room availability for all the dates in a month.
  • View the event details. Hover the mouse over an event, to view the reservation details including the confirmation number, status, arrival date and time, and departure date and time.
    Note: Press the F2 key and click the confirmation number link to view the event details on the Event Reservation page. You can modify the event reservation details.
  • View all the events with status confirmed associated with the room, for a specific day and time.
    Note: 
    • More than one event function can be associated to an event reservation.
    • PublicSpaceis displayed when the room is a Public Space. You can make multiple bookings for this room.
  • For a specific day and time, view active event rooms and events with a status of Prospect, Tentative, Definite, In-House, or Checked Out. Color codes are used to indicate the status of the events assigned to the event room.
    Note: 
    • You can collapse or expand the rows by selecting the More option.
    • On the calendar grid, you can select the Show Waitlist Action option to view the details of the event that are waitlisted for an event room.
  • The icons on the room grid represents the room type to which the event is associated.
  • The calendar grid displays the Prospect events that do not have an assigned room in the unassigned section. Hover over a prospect event to see its assigned Waitlist priority

The following icons that are not self-explanatory are discussed below:

  • Setup: If setup duration is specified for the event reservation, the setup icon is displayed in the time increment grid prior to the event start time.
  • Teardown: If tear-down duration is specified for the event reservation, the tear-down icon is displayed in the time increment grid after the event end time.
  • Outside Timeframe: If an event reservation starts before the configured Day Start Time, the outside time frame indicator is displayed on the left border of the first time increment grid. Refer to event module configuration settings in Creating a property.
  1. Select Group Sales > Events > Event Room Availability.
  2. Specify this information, if required, in the Search Criteria section:
    Room Type
    The code of the Room Type.
    Note: You can select multiple Room Type.
    Layout
    The code for the layout of the room.
    Note: You can select multiple Layout.
    Display Public Spaces
    Select this check box to display the rooms configured as Public Spaces.
    Definite
    Select this check box to display the events with Definite status.
    Prospect
    Select this check box to display the events with Prospect status.
    In House
    Select this check box to display the events with In House status.
    Checked Out
    Select this check box to display the events with Checked Out status.
    Tentative
    Select this check box to display the events with Tentative status.
    Maximum Persons
    The maximum number of persons to be accommodated in the room.
    Note: If the Layout field is specified, the search includes rooms with the configured layout.
  3. Click Search. The data is displayed based on the search criteria. 
    Note: 
    • Hover the mouse over an event to view the reservation details. You cal also use the calendar to select the date for which you want to view the reservations or the availability of the event room.
    • Click the Monthly tab to view the event room reservations or availability for all the dates in a month.