Function Rooms Configuration

Use the Function Rooms tab to:

  • Define which function rooms you want G3 RMS to include in forecasts and evaluations, see Include.
  • Assign a Price Tier to each function room, so you can select an appropriately priced room in an evaluation. See Price Tiers.
  • Share your selling strategy with the system by defining minimum and maximum values, see Price range.

G3 RMS displays the function rooms and other details based on what it imported from your property's sales and catering system.

Set up a function room as Include if you want G3 RMS to include it in forecasts, evaluations, and calculations of metrics. Some rooms you might set up to not include, for example, if you never charge rental fees for them. Use the following criteria:

  • Include function rooms that you list for sale on your website.
  • Include them if you charge a fee for using the space.
  • Do not include outdoor space if you always include an indoor space as its backup for bad weather. If you do not consistently utilize the outdoor space, then the metrics for it would be unreliable if you included it. If you exclude it and let the system track the related backup indoor space instead, the metrics will always show that indoor space as occupied, regardless of the weather impact.
  • Also don't include Public spaces, such as foyers and lobby areas, if they are multi-use spaces or can be shared between groups.
    Note: Some hotels use such public, shared spaces to host the food and beverage for adjacent function rooms and they post the revenue to these non-included function rooms. If that applies to one of your non-included function rooms, assign an included function room under Display Revenues As so that G3 RMS includes the revenue in the Function Space Dashboard. See Setup Steps.

To every function room that you set up as Include you must assign a Price Tier. Select the Price Tier based on the revenue that the function room earns per square area, placing rooms with similar revenue in the same tier. Based on your needs, create up to three different tiers.

To find out how much revenue each function room generates, use the sales and catering reports and your knowledge. Based on that info, determine which Price Tier a room belongs to. If revenue doesn't provide a clear picture, review the utilization patterns of each room to identify those that sell first or have higher demand. Or use the room characteristics to categorize, for example, rooms with windows and views versus interior rooms.

Assign your highest earning function rooms to Tier 1 and your lowest to Tier 3. The Price Tier of a room should also align with its defaults, with similarly-priced rooms in the same Price Tier.

You use Price Tiers in evaluations when you do not want to specify a specific room for a group, but instead want to select space by its size within a category. G3 RMS also uses Price Tiers to detecting business patterns when there not enough booking data by function room.

You can only assign indivisible function rooms to a Price Tier. G3 RMS derives the Price Tier for a combination room from its associated indivisible parts.

Use the Defaults section to define the price range from which G3 RMS selects the Recommended Rental in an evaluation. For each indivisible function room, you set the lowest and highest price, called the Floor and Ceiling. If needed, create Seasons that override the Defaults.

Note: G3 RMS checks the price range against total Function Space spend, not just room rental. That means that the Recommended Rental might be zero if other conference & banquetClosed Conference and Banquet related revenue sources, exclusive of guest room revenue. Includes revenue streams such as meeting room rental, audio/visual equipment, banquet food and beverage, etc. revenues meet the minimum. If you need the Recommended Rental for a function room to always be above a minimum value, define a separate Rental Only range.

In an evaluation, G3 RMS calculates a weighted average based off the length of usage and the Floor for each function room used.

Setup Steps

  1. Click and then Configuration.
  2. Click Function Rooms. The function rooms and related details display from your property's sales and catering system.
  3. Review the Area in Square Feet and Area in Square Meters values. If these values are not correct, update them in your sales and catering system so that Function Space is working with the correct information. Note: The area of a combination room doesn't need to equal the total of its indivisible parts due to space added from elements like air walls.
  4. Click Edit for the Indivisible Function Room to set up.
  5. Select the Include checkbox for the indivisible function rooms that G3 RMS should make available for evaluations and include in forecast calculations. Clear the checkbox to exclude the room.
  6. For properties with the Delphi integration, select Undecided for one excluded Function Room if you use an unassigned conference room to track the expected Conference & Banquet revenues without blocking a specific meeting room. This setup ensures that the revenues are available for an evaluation. Before evaluating, select a specific room.
  7. Select a Price Tier to associate with each indivisible function room that you set to Include in the forecast.
  8. For excluded Function Rooms that you post revenues to, select a Function Room under Display Revenues As that receives those revenues for metrics like Utilization in the Function Space Dashboard.
  9. Set the Defaults, following the steps below.
  10. Click Save.

Setting Up Defaults

You must enter the Floor and Ceiling values for each day for each indivisible function room before you can run an evaluation.

  1. Click and then Configuration.
  2. Click Function Rooms.
  3. Click Edit for the indivisible function room for which you need to define the price range.
  4. If you have already set up the prices for at least one other indivisible room, you can use the Copy From menu to copy the prices from an existing setup, and then modify them as needed.
  5. Enter the Ceiling for each day of the week. The Ceiling should be the highest value that you would charge for a function room in the high season.
    1. Enter the Ceiling value in the first field.
    2. Press the Tab key to populate the field for each day of the week.
    3. Press the Tab key again to navigate to each day of the week to edit each value, if needed.
  6. Enter the Floor for each day of the week.
    1. Enter the Floor value in the first field.
    2. Press the Tab key to populate the field for each day of the week.
    3. Press the Tab key again to navigate to each day of the week to edit each value, if needed
  7. Select Rental Only to define values for recommended room rental, separate from total Function Space spends. See Price Range for details.
  8. If you selected Rental Only, enter the Ceiling and Floor values.
  9. Click Save.

Setting Up Seasons

Override values must fall within the Defaults range. They must be less than the Ceiling values and greater than the Floor values.

  1. Click and then Configuration.
  2. Click Function Rooms.
  3. If you prefer not to see the Defaults, close the pane by clicking the toggle icon . Doing so will enlarge the Seasons pane.
  4. Click Add Season.
  5. Type or select the Start Date for the season. The Start Date must be greater than or equal to the System Date.
  6. Type or select the End Date for the season. The End Date can be any future date and is not limited by the forecast window.
  7. Enter the Floor values for each day of the week.
    1. Enter the Floor for the season in the first field.
    2. Press the Tab key to populate the field for each day of the week.
    3. Press the Tab key again to navigate to each day of the week to edit each value, if needed.
  8. Select Rental Only Floor to define values for recommended room rental, separate from total Function Space spends.
  9. If you selected Rental Only Floor, enter the Floor values.
  10. Click Apply.
  11. Repeat steps 3 - 8 to add additional seasons, as needed.
  12. Click Save.

If you add seasons that lead to overlapping dates, G3 RMS follows these rules:

  • If you add a new season in the middle of an existing season, G3 RMS splits the existing season into two seasons, one before the new season and one after the new season. These two have the values of the original season. The new season has the new values.
  • If you add a new season that partially overlaps (later start date, same end date as existing season), two seasons result. The new season and its values apply to the overlapping dates.
  • If you add a new season that includes all the dates of an existing season, the new season takes over and its values replace those of the existing season.

Data Details

The following details display for function rooms. Click any of the headers to change the default sorting by Diary Name.

Column Description
Click to display the parts of combination function rooms and their related details. Click it again to collapse the parts.
Diary Name The name of the function room, or the indivisible parts of combination function rooms, from the sales and catering system.
Description A description of the function room, or its indivisible part, from the sales and catering system.
Area in Square Feet The size of the function room in square feet from the property's sales and catering system. For combination function rooms, the total room size displays, as well as the size of its parts. A combination room size is not necessarily the sum of its indivisible parts, for example, due to space added from elements like air walls.
Area in Square Meters The size of the function room in square meters, from the sales and catering system. For combination function rooms, the total room size displays, as well as the size of its parts. A combination room size is not necessarily the sum of its indivisible parts, for example due to space added from elements like air walls.
Maximum Occupancy The function room's maximum occupancy. In the case of combination function rooms, the occupancy value displays for the total room as well as for each of its parts. This value has no impact on evaluations.

Best Practices

Include At Least One Indivisible Function Room

You must include at least one indivisible room to run evaluations. For that room you must set up the Defaults. And in evaluations you can use only those function rooms that you set to Include.

Understand the Impact of Changing this Setup

When you change the Include setting or the Price Tier, G3 RMS displays the Sync flag to indicate that current forecasts are not optimal. You can't run evaluations until the next processing or until you start the Sync process.