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Creating Function Spaces


It is essential to enter your function spaces within the system to ensure all spaces can be sold to the appropriate sized events and can also be viewed on the Venues Marketplace or website with their correct capacities.
The iVvy Venues software will also allow you to add images of the meeting rooms, display multiple layouts for each room and enter parent rooms consisting of multiple smaller rooms.

To add a function space:

  1. Navigate to Venue Set Up > Function Spaces > Spaces
  2. Select Add Space
  3. Enter a Name for the room you are entering such as Beach Room
  4. Enter a Description of the room if required.
  5. Upload an image if required
  6. Select whether you wish for the function space to have Layouts e.g. Theatre, U Shape, Classroom
  7. Min Pax: Enter the minimum amount of people the function space can be booked for.
  8. Max Pax: Enter the maximum amount of people the function space can be booked for.
  9. Max # Bookings: Specify the maximum amount of bookings you can have in the function room at one time.
  10. Note this will usually be only one. Exceptions may include a Pre Function Area or Restaurant or any Common Area where you will may have more than one group using the space at one time
  11. Enter all dimensional details for the function space including Max Floor Pressure
  12. Select if you would like this package to be viewable on the Marketplace or Website.
  13. If you select Yes, enter a name that you would like the Package to be seen as on the Marketplace.
  14. Specify if the Function Space has any individual spaces.
  15. For example: The Beach Room is created from The Sea Room and Shell Room.
  16. If you tick YES to Individual Spaces, tick the individual spaces that appear that will make the parent room



    Note: If you have not yet created all the individual spaces that make the parent room, ensure you return to the parent room to tick the individual space after the set up of all rooms. This will ensure that the correct spaces are blocked when a booking is made.
     
  17. Return to the top of the window and click on the Images tab. This will automatically save the entered function space.
  18. Click on Add Image and upload an image of the Function Space
  19. Return to the top of the window and click on the Resources tab. This will automatically save the entered details.
  20. Click on Add Resource and add any resources that are a permanent fixture in the Function Space.
  21. Return to the top of the window and click on the Layouts tab. This will automatically save the entered details.
  22. Click Add Layout
  23. Select the Layout you wish to attach to the room such as Classroom.
  24. Enter a description of the layout if required.
  25. Upload an image if required
  26. Enter the Minimum and Maximum amount of people (pax) that the room can accommodate in this particular layout.
  27. Note this will ensure you are not able to overbook the room.
  28. Enter set up times and pack down times if required


     
  29. Return to the top of the window and click on the Images tab. This will automatically save the entered details.
  30. If you require more images of the Function Space, upload the images here by clicking on Add Image.
  31. Press Save.
  32. Repeat the process until all the potential layouts of the room have been created.
  33. Press Save.



    Remember to ensure that any of your Function Spaces that have individual spaces within them have attached the smaller spaces.
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