Conference Room & Activity Scheduling
The Conference Room & Activity Scheduling Module (S6) provides the ability to
schedule conference rooms, spa services, bike rentals and other hourly items. Availability is tracked to 15-minute intervals. For example,
a conference room could be scheduled from 10:00 a.m. to 11:45 a.m., and then
the same room to another guest from 12:00 p.m. to 2:30 p.m. Items can be rented
as many times as required each day to guests or non-guests. The charges
for rentals can appear on the guest folio. Topics covered in this document
Note: Please also review
and Concierge Module (RP) and
Store on the Internet Module (S1), both of which can be used in conjunction with the Conference
Room & Activity Scheduling Module.
Conference Room Rentals
Conference rooms can be rented out by the hour for meetings, group meals,
weddings, corporate functions, etc. This can be a huge source of revenue
for the property. In fact, renting a conference room out by the hour can
actually bring in much more revenue than simply renting it out for the whole
day. For example, a room that seats 20 could be rented out for the entire
day for a corporate meeting for $500. Alternately, that same room could be
rented out to three different groups during a single day for $250 for a total of
$750. This is a small scale example. Imagine the revenue for larger
Add Conference Room to Existing Reservation
When a guest needs a conference room, there is no need to fill out a
lot of extra paperwork. Just add the conference room rental to the
reservation. With the reservation selected, add an activity.
The system searches for available conference rooms based on the
reservation date, activity type (set to hourly), and vendor (set up
for conference room so all meeting space is considered - regardless of
location and size.
- Select the Conference Room
- The Add Activities screen displays all the conference rooms
available with pricing information and a short description.
This description can be used to display the view, the layout, the
decorations...anything you wish to configure. There is no
limit to the number of activities, so there is no limit to your
- Click and Drag to Schedule
- Once the activity is selected, the schedule displays for the day
based on hours of business (as configured on the vendor). Just
click in the hour desired and drag to the ending time needed.
- Now only a flat fee can be charged for an activity, so a conference
room that rents by the hour has only an hourly charge.
However, RDPWin still allows you to bill for two hours if that's
what you need. Just drag on two hours for the conference room
you want and set the hours by increasing the number of people
billed. In the example below, the conference room rents for
$350 an hour. Since it's reserved for two hours, set the
People Billed to 2 and the system automatically adjusts the price (2
hours x $350 = $700).
- Charges Included on Guest
Folio or Non-Guest Bill
- When an hourly conference room rental is booked as an activity
on a reservation, the charges display on the guest folio. You
can also charge people who are not currently a guest who use
example is shown below:
View Conference Room Schedules
Viewing the conference room rental schedule can be a valuable tool to any
front desk or concierge. Just click the link on the Activity Vendor
Introduction page or select from the menu.
The entire schedule of all conference rooms for operating business hours (based
on configuration of the activity vendor) is available for easy review.
This schedule shows that Bud Abbott (Res#175) has Conference Room 1 booked from
11 a.m. to noon and Conference Room 5 from 1 p.m. through 3 p.m.
Hourly Activity Vendor Details
Each hourly vendor can be configured with different tickets, codes,
scheduling intervals, business hours, and whether or not it even shows up on the
Internet using the IRM.
Easily Configure Conference Room
G/L Accounts, Tax Categories, Weekend Charges, and Seasonal Amounts
When hourly conference rooms are configured as components, the revenue is
automatically distributed to the correct general ledger account. The taxes
are automatically applied and accounted for using the proper category. The
hourly rates can be increased based on weekday or weekends. Rates for the
hourly room can also be automatically calculated based on season to allow for
peak pricing during peak seasons. Each room with a different capacity can
be set up with individual information based on individual property needs.
Each room can be set up as a different component to allow for diverse
capacities. All of the existing activity batches can be easily viewed and
changed when necessary.
Other New RDP Modules