Linked Areas

Linked areas are beneficial in organizing your events in both off and on premise venues with multiple rooms available for events.

The goal is to have a single venue for an address even if various areas exist in the venue.

Associated to that physical address are different areas.

Example: St Mary’s Hospital has one address but multiple rooms within that address that may be used for events or deliveries:

• East Wing
• 3rd floor: Conference Room B
• Orthopedic Ward

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The third tab of the Venue View is labeled Linked Areas.

• Select the Venue > Full Search option from the Navigation Bar.

• Select the Venue to edit by clicking Edit or by clicking the Venue Name.

Adding an Area

While you are in the Venue View click the Linked Areas tab.

• Click the blue + New Areas button
  • Area: The name of the area at the address
    • Examples: James River Conference Room, Suite 301, etc.
  • Notes: Specific notes for your staff about the area
    • Examples: No open flames allowed. Do not enter through side door. etc.
  • Area Cost: If your company has to pay the venue to use that area, enter the cost here
  • Area Charge: If you need to charge your client for using that area, enter the charge here and it will show on their proposal/invoice
  • Tax Scheme: Designate how taxes are applied to any charges for using the area
  • Service Charge: If you charge your client any type of service charge percentage, does it count towards the Area Charge?
  • Gratuity: If you charge your client any type of standard gratuity percentage, does it count towards the Area Charge?
  • Invoice: Set up whether the Area Charge is invoiced by default and visible to the client
  • Account Code: Field that is used by Quickbooks
• Click the ‘Save’ button.

Note: Duplicate Areas may not be input for the same Venue.

Editing an Area

• Click the pencil icon all the way to the right of the Area name.

• Make your desired changes.
• Click the Save button when finished.

Deleting an Area

• Click the Delete icon (X) to the right appropriate Area.

• Click Yes to confirm the deletion.

Note: You cannot delete an area that has been assigned to an event.

Sub Areas

Each Area can be further divided into Sub Areas. This would allow you to further define a location in a building:

Example:

• Venue: James Center
• Area: 3rd Floor
• Sub Area: Conference Room J

They are added and updated the same way as the main Areas.

• Click the Update Sub Area link next to the appropriate Area.
• Click the blue + New Sub Area button.
  • Sub Area: Name of the sub area
  • Notes: Any specific notes related to the area.
  • Area Cost: If your company has to pay the venue to use that area, enter the cost here
  • Area Charge: If you need to charge your client for using that area, enter the charge here and it will show on their proposal/invoice
  • Tax Scheme: Designate how taxes are applied to any charges for using the area
  • Service Charge: If you charge your client any type of service charge percentage, does it count towards the Area Charge?
  • Gratuity: If you charge your client any type of standard gratuity percentage, does it count towards the Area Charge?
  • Invoice: Set up whether the Area Charge is invoiced by default and visible to the client
  • Account Code: Field that is used by Quickbooks
• Click the ‘Save’ button.

Note: Duplicate Sub Areas may not be input for the same Venue.