Is it possible to book multiple events in the same function space?
Yes! We understand that many function spaces at a property can host multiple events. A great example is a restaurant or bar where multiple group events can be scheduled simultaneously. When creating a new function space or editing an existing function space in Thynk, you can specify whether the space is sharable by checking the “Is Shareable” checkbox.
What happens when events are assigned to a shareable space?
The capacity for the function space is still used to determine whether events can be assigned to the space. The total guest count must be less than the space’s capacity during the total event time in order to reserve space without overbooking.
Let’s say you have a restaurant with a capacity of 75 which has 3 dinners on Friday night. The first is for 40 guests from 5-7 pm. The second is for 15 guests from 5:30-7:30 pm. The third is for 65 guests from 7-10pm. When the third event is assigned to the space, it will trigger an overbooking, as from 7-7:30 pm, the restaurant will be over capacity. However, if the third event is moved to an 8 pm start time, all three can be booked on the same night.
How does overbooking work in shareable spaces?
Overbooking can be triggered in the following ways on shareable spaces:
When creating a booking event or assigning a space via “change function space”, if at any time during the event the space’s capacity is exceeded
When creating a booking event or assigning a space via “change function space,” if at any point during the proposed event time there is a privatized event
When changing guest count on the booking or package that will increase the capacity of the space beyond its max. See below
Let’s say I have a confirmed event in the lobby restaurant from 5-7 pm with 50 guests. The total restaurant capacity is 75.
I also have another event on a different booking in the restaurant from 6-8pm with 20 guests. This booking wants to increase the capacity from 20 to 30, which brings the total capacity between 6 and 7 pm to 80, above the 75 guest limit.
In this case, the overbooking process is triggered when the guest count is increased to 30. The message shown is: “number of guests exceeds the maximum capacity for the function space assigned to [event name].” This can be triggered when changing the number of guests on a booking event, a booking package or directly on the booking.
What happens if a space is shareable but I want to reserve the whole space for an event?
We understand that there are function spaces at a hotel that can be shared by different groups. A great example is a restaurant or bar where multiple group events can be happening simultaneously. However, even though space is shareable most of the time, there needs to be a way to ensure that only a single group can reserve the space during a given time, even if that group does not fill the space's capacity.
As an example, the 65 guest group in the above example decides they want to ensure that no other groups are in the restaurant and pay extra to reserve the whole space.
To do this, you can "privatize" shareable spaces at the booking event level. If a sharable space is privatized for an event, then it is treated as a non-sharable space for the duration of the event, meaning any overlapping event in the space will trigger overbooking, regardless of capacity.
When adding an event to a booking, you can check the “Privatize Function Space” box.
You can also privatize a space when changing the space assignment on an event via the Change Function Space (Resource) button.
There are two scenarios where you will be prevented from privatizing a function space:
1- There is an existing reservation 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 time.