1. What Setup & Breakdown times are and how they are used? 

2. How to adjust the Setup & Breakdown times for Function Spaces on an event

3. How these look in the function diary

4. What happens if you can book an event during another event’s Setup & Breakdown times 

What are 'Setup & Breakdown Durations’? 

Setup & Breakdown durations indicate the time required (in minutes) by your team to either set up or break down an event in a given function space

For instance, an event could take 60 minutes to set up  and 40 minutes to break down (dismantle). 

This feature is designed to enable you to reserve the necessary time, ensuring that no other activities are scheduled during that period. It also serves as a reminder for your team, highlighting the allocated time for preparation and cleanup.

Only Admins can add default Setup and Breakdown durations per space. You are able to override this if adjustments are needed for their events.

How to add the Default Setup & Breakdown Durations 

Only Admins can add the default Setup & Breakdown durations by following the steps below:

1. On the App Launcher type ‘Function Space’ and click.

2. You will be brought to the Function Space page.

3. Here you can search and click on your desired function space you would like to add setup and breakdown durations for

4. Go to the ‘Details’ tab. Click the pencil icon on the fields ‘Setup Duration’ or ‘Breakdown Duration’
   

5. Add the number of minutes for each that would be considered the default amount of time needed.

6. Click ‘Save’

Once saved when  that function space is  be selected for an event, the duration times here will automatically show on the  the Booking Event and in the function diary.  If the sales team needs to change these times for a specific event, they can edit them in their booking event. 

How to adjust these accordingly for their events

If you anticipate that their event will require more or less time for setup or breakdown, they have the option to adjust the 'Setup or Breakdown duration'.

If a you select a function space for a Booking Event and your admin has not added a default 'Setup or Breakdown duration', it will display as '0' in their Booking Event.

Note that if you change the function space the setup and breakdown times will automatically adjust to that function space's default setup and breakdown times. 

You can modify the 'Setup or Breakdown duration' for their event by following these steps:

1. Once a booking event has been created and save, the booking event page will include the 'Setup or Breakdown duration' as well as the 'Setup or Breakdown date & time’

1.  'Setup or Breakdown duration' is the number of minutes needed.

2.  'Setup or Breakdown date & time’ is an un-editable field which updates once the number of minutes is adjusted. This is just a visual representation on when Setup starts and when Breakdown ends.
   

2. Click the pencil icon by either the  'Setup Duration’ or ‘Breakdown Duration' and you can add the following minutes needed here. 

Overbooking Process during the Setup & Breakdown Duration

The process of Overbooking during the Setup & Breakdown Duration operates similarly to a regular booking.

For instance, you have an event scheduled to start at 09:00 and end at 17:00, with 60 minutes allocated for Setup and 40 minutes for Breakdown. In your function diary, the event will show as blocked from 08:00 to 17:40. If another booking tries to reserve the function space between 8:00 - 9:00 or 17:00 - 17:40, they'll get the same overbooking message as if they attempted to book during the actual event time between 09:00 - 17:00.

Best Practices for Setup & Breakdown Duration

• Always follow your internal SOPs on the amount of time needed for Setup & Breakdown durations per function space

• Add setup and breakdown times based on past experiences or requirements unique to each event. This helps prevent conflicts and ensures sufficient time allocation.

• Regularly review and update setup and breakdown durations based on evolving needs or changes in event requirements.

Resources

1. Overview on Function Spaces 

2. Combination Function Spaces

3. Shareable Function Spaces FAQs

4. How to Check Space in the Function Diary and Block an Event