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Post by rogien on Jan 31, 2016 23:01:05 GMT
Hello all,
I'm curious about how you all are using reservation start/end times in EMS and what impact this has on 7Pointops. We currently use reservation times to create a buffer around the event for our setup crew/AV to have time to turn the room. Are others using it that way? If you are using it to indicate client arrival/cleanup, how do you ensure events are booked with enough turnover time? I'm currently hiding the reserved times in 7pointops and since the "Available At" times are based on reserved end time so I am manually changing those. Thoughts?
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Post by ewendel14 on Mar 23, 2016 14:15:44 GMT
We use the Reservation time as the time the client is actually onsite. Then the Event Time is used for when their event takes place. For a lot of our meetings the reservation time is only 30 minutes to an hour before and after the event time. However for bigger or more involved events, it could be all day. We bill clients based on their reservation time, not their event time.
To answer your question about time to clean the room, we have never really had an issue with that. When booking clients, our staff knows to account for a buffer time between events. If we can, we try to put clients in different rooms so we don't run out of time when setting. For the occasional events that require extra preparation time (blocked the day(s) before; ex: pipe & drape set up, extensive table decor, etc.), in the past I have created a reservation in my own name to simply block out the space. That keeps us from booking an event during the time we expect there to be equipment/set up occurring in the space.
We are new to 7Point Ops, so the "Available At" function is something I am excited to further explore. I think that it will help our Event Assistants prioritize which rooms need attention first. My only concern is the potential to have to adjust that time multiple times as other events book. Is that something that you have experienced?
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Post by rogien on Apr 5, 2016 17:57:56 GMT
Thanks for the info! We use the "available at" time to show our staff when they can start setting the room. It is great to then sort by that time and our staff get a nice list in order. We add those times each morning (or sometimes previous evening) so that we know there shouldn't be any changes.
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