Learning Objectives

At the end of this lesson you will know…  

1. Why anyone would like to block a space as and outlet buyout or ‘exclusive use’

2. How to block an event space as ‘exclusive use’ 

Blocking Outlet Buyouts (or, Privatizing Events)

Sometimes, you may have a customer who wants to hold a big lunch or dinner in a function space that’s usually shareable with other events, for example, the restaurant.  Or perhaps they want to take over the entire roof deck restaurant and pool area for an evening drinks reception. 

In Thynk, we call this ‘privatizing’ an event because you are specifying to your operational teams, and confirming to your client that the specific space has been made 'private'. 

To denote an event that’s booked in a shareable space but as a private event follow these steps: 

1. First, always create a booking. We have already taught you how to create a new booking, and we have included the links of our Help Center Knowledge Base articles below the video. 

2. Next, create a new booking event from the booking.  Go to the right side of the booking page, on the ‘Related’ tab, scroll down to the section called ‘Events’. Here, click on the ‘New’ button.

3. A New Booking Event window opens, for you to complete the fields. 

4. Enter the booking event’s name into the ‘Name’ field (e.g. TS Productions Cocktail Reception), choose the correct function space, enter the ‘Agreed Guests’, select the Event Status' and enter in the start dates and times, and the end dates and times. 

5. The ‘Lock Function Space’ tick box is for those events that you don’t want anyone to move in the function diary. 

6. For this exercise, however, it’s important that you click into the ‘Privatize Function Space’ button to select it.  This will block anyone else from adding a group into this same space.  Click on ‘Save.

7. In the function diary, this event will show as a privatized event. If you go to the function diary, find the date, and hover over the event, you will see: privatize: true - this means it's been privatized and no one else can book in that space. 
   

Note, there are two scenarios where you will be prevented from privatizing a function space.  See below... 

  

1. If there is an existing booking event in the space during the proposed event time.   For instance, there could be a booking of 20 in the restaurant already during this requested time, which means, you cannot privatize it until you talk with the restaurant team and the other booking’s sales manager to see if they can move that event of 20 to accommodate your larger event.

2. The space is already privatized for another event during the proposed event. Another booking event has already taken up the entire restaurant.
   

Best Practices for Blocking Outlet Buyouts

• If your hotel tends to use outlet buyouts/or exclusive use, it’s important to denote this on the booking event for operational and for reporting purposes.

• If your system has not been configured to show you the ‘privatize event’ checkbox, please contact your Thynk Admin. They will be able to add it to the relevant page layout, and they can also contact Thynk Support.

Resources

1. Shareable Function Spaces - FAQ -  Knowledge base article 
   

2. How to block your entire hotel for a full buyout - Knowledge base article
   

3. How to create a booking - Knowledge base article

4. How to edit a booking -  Knowledge base article