Conference Room Information
After saving General Facility information, you can then enter detailed specifics about the facility you are setting up. To do this, click on the Conference Room Information screen task on the left.
- From the Conference Room Information screen, you can now add various points about the room’s capabilities. This is very useful if facilities will be used for more than one occasion. Click on the Add Room button on the left.
- Add the Room Type from the drop down.
- Enter the Facility Room ID provided by the facility
- Enter the Room Description.
- Enter the Length & Width of the room as well. The Room Square Area will automatically calculate.
- To add Configuration to the room type just created, click on Add Configuration.
- Choose a Configuration of the room. For example, classroom, theatre style, lecture hall, round tables, etc.
- Enter the Capacity of the room.
- Enter any Comments as needed.
- You can also add the Standard Room Pricing as well. To add this information, click on the Add Price button.
- Verify the correct currency, which should default to United States Dollar, and enter the Daily Cost.
- The Valid From date will always default to today. Should special pricing range between dates, enter the appropriate Valid From. Follow by entering another Price rate beginning on the date of the price change. This would also apply to rooms that have a different rate from Tuesday through Thursday than Friday through Sunday.
Once the facility has been setup, you can now start to create the meetings. The creation of a facility is optional. However, it does help with planning of the meeting and the sessions that go along with it. If the organization knows it will hold 20 sessions, and the appropriate rooms have been setup, Personify will know the capacity limit for each session. It is not necessary to setup the entire facility if only a portion of the conference/convention center will be used. It is recommended that you do setup the rooms/facilities that will be utilized.
Other benefits to using the Facilities in the system is you can better track expenses such as the cost of hotel rooms and room rentals. The benefit of setting up a facility is the task only needs to be done once. Once the facility is in the system, you can reuse that center repeatedly.