The banquet plan and option cutoffs

Who this is for: Sales, Manager, Owner — requires pos.event.read. Where: Point of Sale → Banquet Plan · Point of Sale → Option Cutoffs

Events & Spaces is where an event is built — who it is for, what they are eating, which space it needs. These two screens answer the questions you cannot ask of a list of events:

• What is actually in the ballroom on Thursday, hour by hour?
• Which tentative holds are about to expire?

Read the banquet plan#

The plan is function spaces down the side, time across the top — the same shape as the room rack, for the same reason. A clash between two events is a visual fact, not something you have to work out by comparing times in two records.

One row per space, the day laid out across it. A booked event occupies the hours it holds, so an overlap is a picture rather than an arithmetic problem.

• Day shows one date, hour by hour — the setup-and-turnaround view.
• Week widens to seven days — the "can we take this enquiry" view.
• Previous, Next and Today move the window.

An event with no name yet renders as Event, so a hold that somebody put in during a phone call still occupies its space on the plan.

Ghi chú

"No function spaces" means the property has none defined yet. Add them under Settings → Function Spaces before planning banquets — the plan draws its rows from that list, so a property with no spaces has no grid to draw.

Work the option cutoffs#

A tentative event holds a space without having been confirmed. That is a normal and useful state — and it is also how a ballroom ends up blocked all quarter for enquiries that went cold.

Every event on option carries an option cutoff: the date the tentative hold is released. Option Cutoffs is the queue of them.

The state a sales office wants to see: no space is being held by an enquiry nobody has chased.

Column	What it carries
Event	The event holding the space
Engaged by	Who is working it
Segment	The market segment it belongs to
Pax	Expected covers
Cutoff	When the hold is released
State	How close it is

The state is the column to work from:

State	Means
Scheduled	A cutoff is set and is comfortably ahead
Approaching	The cutoff is near — chase it or extend it
Lapsed	The cutoff has passed and the hold is overdue for release

Lapsed is the one that costs money. A lapsed option is a space the house believes is spoken for and could be selling to somebody else.

Set or move a cutoff#

The option cutoff is a field on the event itself, and it is editable while the event is on option — extend it when a client asks for another week, and it moves in this queue with them.

Once an event is confirmed it is no longer on option, so it leaves the queue: there is nothing left to release.

What's next#

• Events and spaces — building the event, its covers and its spaces
• Sales & catering — the pipeline the enquiry came from
• The room rack — the same timeline shape, for bedrooms
• Outlet reports — what an event actually produced