- Product
- Venue calendar
Venue calendar
Principles
One calendar for every room
Availability is a property of the building, not of a spreadsheet per room. When every space shares one calendar, double bookings stop being possible rather than becoming rare.
Hold time you have not sold
Options, provisional holds and maintenance are real uses of a room. A calendar that only knows about confirmed bookings will oversell the ones that matter.
The floor plan belongs to the booking
Capacity depends on the setup. A room seats one number as a banquet and another in theatre style, so the layout and the booking should be the same conversation.
Capacity is a fact, not an argument
Record the real capacity per setup type once. Then a booking that does not fit is refused by the system instead of discovered by the operations team.
Show the client the plan
A shareable floor plan answers more questions than a paragraph describing it. Let people comment on the plan rather than reply to the email about it.
Multi-day events are one thing
A build day, an event day and a strike day belong together. Grouping them keeps the calendar honest and the invoice whole.
Practices
See every room in one view
Month, week and day views across all your spaces, with each booking coloured so the shape of a busy week is readable at a glance.
Record capacity per setup
Define your setup types once, banquet, theatre, cabaret, reception, and store the real capacity for each so the right number is always to hand.
Block what is not bookable
Add blocks for maintenance, build days and holds. The calendar knows the difference between free and available.
Let the system find the clash
Room conflicts are detected when the booking is made and named, so the overlap surfaces at the point it can still be fixed.
Draw the floor plan once
Set the room geometry, then build layouts on top of it. Clone a layout for the next event instead of starting from an empty room.
Save the layouts you reuse
Turn a working plan into a template, apply it to the next booking, and snapshot it before you change it.
Assign the seats
Import the guest list from a spreadsheet and place people at tables, with the tablescape recorded against the layout.
Send a link to the floor plan and collect comments on the plan itself, then resolve them as they are dealt with.
Group the dates of one event
Attach build, event and strike days to a booking group so they move, invoice and report as the single job they are.