Dynamic Rental Fees with Events

Setting custom dynamic rental fees ensures pricing consistency across events and simplifies your workflow.

Once created in Settings, rental fees will calculate and apply to event details for On-Premise or Large Party Reservation events. They can be customized based on location, event style, room, time, and day of the week. You can also choose whether room rentals apply toward your food and beverage minimums.

Note: You must have the appropriate access in Settings to manage room rentals.

1. Create your rental fee amounts

Set up rental fees as a Customer Admin

1. Navigate to Settings > Advanced Location Settings.
2. Click the Rental Fees tab.
3. Select a Location, Event Style, and Room, if applicable.
   • You will only see locations you have access to.
   • Rental fees are only available for On-Premise and Large Party Reservation events, if enabled.
4. Select a rate type: Hourly or Flat.
   • Only one rate type can be used per event style or room.
   • For hourly rates, the total event time will always round up.

Once your selections are made, the Rental Fee grid will appear.

• To begin adding rental fees, click + Add next to any day of the week.
• To save a rental fee, enter a desired spend amount, start time, and end time.
• If multiple rental fees are created for the same day, they cannot overlap.
  • For example, if a rental fee is set from 12:00 PM to 5:00 PM, another rental fee can be created before 12:00 PM or after 5:00 PM. The hours between 12:00 PM and 5:00 PM cannot be selected.
    

If you have days with similar rental fees, such as the weekend, create the rental fees for one day first. Then select Copy from on another day and choose the day with the existing rental fees.

For example, create rental fees for Friday. Go to Saturday, select Copy from, and choose Friday. The rental fees from Friday will copy to Saturday.

Fill in the remaining rental fees for the week, then click Save Changes.

Note: Newly created or edited rental fees will apply to newly created events only. Changes will not be applied to existing events.

Direct Book users: Any rental fees configured in your Direct Book settings will be moved into your new rental fees for On-Premise events in Advanced Location Settings.

2. Use rental fees within your events

Display rental fees on the Event Details page

When an event is created and there is a rental fee for the selected location, event style, and room, it will appear on the Event Details page under Event Financials.

• A Calculated label will appear next to the Rental Fee field to indicate that the fee was automatically calculated.
• Selecting the Calculated label will open a read-only pop-up displaying the rental fees configured in Advanced Location Settings.

Edit or override rental fees

• To edit or override a rental fee on an event, click Edit and adjust the amount.
• While editing, the label will update to Manually Entered.
• After the manually edited amount is saved, no label will appear.

Note: An overridden rental fee will not change if the event details are edited and result in different rental fees.

Display rental fees in documents

Rental fees will also be displayed in the billing widget of a document.

• If the rental fee was manually updated, no label will appear.

Include or exclude room rental from the food and beverage minimum

To change how rental fees apply to the billing details and food and beverage minimum, click the ... button.

• If Exclude Room Rental from F&B Minimum is selected, the room rental will not apply toward the food and beverage minimum.
• If it is not selected, the room rental will apply toward the food and beverage minimum.
• This option will be selected by default.

For example, if the option is not selected, a $2,000 room rental will apply toward a $5,000 food and beverage minimum. The guest will have $3,000 remaining to meet the minimum.

Note: Changes made here apply to the current event only. To make changes for all newly created events, edit the template under Settings > Documents > Contract & Event Order Template.

Add rental fees to documents and email templates

Rental fees can be added to event documents, content templates, and discussion email templates using merge fields. The merge field will pull the rental fee directly from the event data.

1. Open the document, content template, or discussion email template you want to edit.
2. Right-click inside the text box to enable the merge fields.
3. Hover over Event Fields > Financials.
4. Select Rental Fee.

3. Report on rental fees

Rental fees can be included in the Event Details Report for more detailed reporting.

1. Open the Event Details Report.
2. Click Customize.
3. Open the Columns tab.
4. Under the Financials section, select Rental Fee.

Watch Dynamic Rental Fees in Action

For a visual walkthrough, watch the video below to learn how to set up dynamic rental fees: