Introduction: This guide is designed to help manage bookings for individual rooms or a full venue within our reservation system. The aim is to accommodate requests for combined space bookings, which may come with or without discounts while maintaining a straightforward booking process.

Example Scenario Rates:

• Combined Space (Grand Hall, Conference Room, Cafeteria & Lobby):

  • Residents Hourly Rate (08:00-17:00): £25.00
  • Commercial Hourly Rate after 17:00: £36.00

• Grand Hall, Cafeteria & Lobby:

  • Residents Hourly Rate (08:00-17:00): £21.00
  • Commercial Hourly Rate after 17:00: £31.00

• Conference Room only:

  • Residents Hourly Rate (08:00-17:00): £6.00
  • Commercial Hourly Rate after 17:00: £9.00

Strategy 1: Individual Space Reservation Blocks

Overview: Create a dedicated booking entry for "Abbey Hall - Entire Venue" with specific hourly rates, then manually block off the individual components of this space when booked to prevent double booking.

Steps for Implementation:

1. Create a Combined Venue Listing:

   • Set up "Abbey Hall - Entire Venue" with the following rates:
     • Residents Hourly Rate: £25.00
     • Commercial Hourly Rate: £36.00

2. Manual Blocking of Spaces:

   • Once "Abbey Hall - Entire Venue" is booked, manually reserve the individual rooms (e.g., Grand Hall, Conference Room) at a zero fee during the booking period.

3. Business Rules and Training:

   • Develop business rules for manual blocking and ensure staff are trained to avoid booking conflicts.

Strategy 2: Multi-Room Customer Types

Overview: Create 'Multi-room' customer types and split the combined space fee across the individual rooms.

Steps for Implementation:

1. Create Customer Types:

   • Add multi-room customer types, e.g.:
     • 'Multi-Room Commercial'
     • 'Multi-Room Residents'

2. Split the Combined Space Fee:

   • Split your total fee between the individual rooms, applying the multi-room customer type. E.g. Residents Hourly Rate £25.00:
     • Grand Hall, Cafeteria & Lobby 'Multi-Room Residents' Hourly Rate: £20.00
     • Conference Room only 'Multi-Room Residents' Hourly Rate: £5.00

3. Adding a Booking:

   • When adding a booking, select both rooms and ensure that the multi-room customer type is selected. This ensures that the breakdown of the fees against both rooms equal the whole venue fee.