Resources and capacity

Resources are the halls, rooms and services you book: the ballroom, the terrace, the breakout rooms, the AV crew. Each has a code, a name, a contact, an address and an eligibility note that records what it can be used for, such as no amplified music after ten on the terrace. Resources can be made inactive without losing their booking history.

When a booking is held, each resource it needs becomes a reservation line with the capacity of the resource, the units reserved, the setup minutes before and cleanup minutes after. Those lines are what the venue checks the next time someone asks for the same resource and time. A confirmed reservation line records when it was confirmed.

The venue manager owns the resource list; coordinators reserve resources on bookings.

• Capacity per line. Reserved units are checked against capacity, so a room is not booked beyond what it holds.
• Eligibility visible. The eligibility note travels with the resource, so restrictions are seen when booking, not on the day.
• Turnaround time reserved. Setup and cleanup minutes are part of the reservation.

List every bookable resource with its capacity, contact and restrictions. Agree default setup and cleanup times by resource and event type. Decide whether shared resources such as AV equipment are booked per item or as a crew. Prepare examples of a room booked to capacity, a booking that breaks a restriction and two back-to-back events in the same room.

A corporate client books the ballroom for a launch with a two-hour setup. The ballroom’s line reserves its full capacity from setup to cleanup. A smaller booking for the same afternoon is held in the breakout room instead, which has no overlap. On the day the setup crew arrives to an empty room at the reserved setup time.

• Resource directory — Active resources with contacts and eligibility notes.
• Reserved resources — Reservation lines with capacity, units and buffers.

• Request to confirmed booking: Where resources are reserved.

Check the data model before loading resources.