Making Room Bookings

Members & Non Members may want to host their next meeting or function at your Neighbourhood House or Centre. This is managed through a special type of Session called “Room Booking”.

Let’s take a look at how we can create a new room booking.

1. Go to Daily Operations > Sessions > Room Bookings.

2. Select + New Session

3. For Session Type, select Room Booking.

4. Enter the following Session/Booking Details:

Activity: The Activity field will automatically be populated with “Booking (Room/House).”
Term: The term represents when the session is going to take place.
Start Time: The date and time that the session will start.
Duration (Min.): How long the session will run, in minutes.
End Time: The date and time that the session will end.
Location/Room*: Which room will be booked.
Activity Fee: How much it will cost to join the session. If the course is free, set the Activity Fee to 0.
Session Cancelled: Select this option if the session has been cancelled.
Cost: Enter cost associated for the Room Booking
Where: Add the location, if it is to be hosted in a particular room or area of the Neighbourhood House.

5. Enter any Additional Details:

Contact*: Select the name of the contact person. If the contact's name is not present, select the plus (+) to add the contact’s details.
Organisation: Select the Organisation that would like to book a room.
If the Organisation’s name is not listed, select the plus (+) to add the organisation’s details.
Purpose of Hire: The reason for the organisation booking the room.
Application Form: Upload the application form here.
Estimated Number of People: How many people are in the room booked.
Number of People Who Live in Municipality: How many people live within the municipality (this is for reporting purposes). \
Group Type*: Select the group type from the available options or select the plus (+) to add a Room Booking Group Type.
Group Incorporated: Select Yes or No

Public Liability Insurance: Select Yes or No
Insurance Policy: Upload the Organisation’s insurance policy
Surcharge Added to Fees: Select Yes or No
Contact Details of Security Company: Enter the Security Company’s contact details
Will Alcohol be Served: Select Yes or No
Will Alcohol be Sold: Select Yes or No
Liquor License: Upload the required liquor license.
Cleaning Arrangements: Enter the cleaning arrangements for the room.
General Notes: Any additional notes about the session.
Available Online: Select the option if the session is available online.

6. [Optional] Select Add Time Tracking to track how long someone was present in the session. This includes members, external contacts, facilitators, or volunteers.

Once you have entered all the required information, select Submit.