Learning Objectives

At the end of this lesson you will know how to…. 

1. Lock your event so it cannot be moved

2. Where to see if an event is not moveable

Locking an Event so it can’t be Moved

Usually when customers book functions/events, their requirements are quite basic, e.g. they want to have a meeting for 50 people, classroom style, with a continental breakfast and coffee breaks in the same room or foyer. They typically don't request a specific function space, and you are able to block the meeting wherever it makes the most operational and financial sense. Because they haven’t requested a specific space, you can technically move that meeting to another space if you need to juggle your events in the function diary.  

In some cases, however, a customer can ask for a specific function space, or perhaps for operational needs, you have to book it into a specific function space. In this case, you don’t want another manager to come along and move this event somewhere else just because they want to block it for their own booking.

Follow these steps to make sure your event isn’t moved by someone else:

1. Find your booking, and open it. On the right of the Booking screen, look at the ‘Events’ section.  Find the event that should not be moved and click on it to open it.

2. Look for a checkbox called: ‘Lock Function Space’, and click in it to select it

3. If you have any other edits to do on the event, go ahead and when done, click on ‘Save’.

4. Now, when someone wants to move that event to another function space, if they open the event, and try to change it, they will get a message saying this event is locked and cannot be moved. 

5. In the function diary, you will see that your event now shows a ‘lock’ icon. This tells everyone it’s not a moveable event, and that they should discuss with you if it has to be moved for any reason. 

6. Again, if they click into the event from the function diary and try to change it from the event window, they will not be able to move it. 

Best Practices for Locking your Event

• We recommend being careful about selecting this lock function. You shouldn’t always lock all events as it takes the flexibility away for your leadership to move events to maximize function room occupancies.  

• In some cases, hotels may have an SOP about not using this lock functionality unless they have approval from their director, so please check with your director if you have any doubt.

• If your Catering Director sees that many events are being locked just out of habit, they will question it.  

Resources

1. How to edit a booking - Knowledge Base article