Setting custom dynamic rental fees ensures pricing consistency across bookings and simplifies your workflow.
Rental fees automatically 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 to provide transparency to your guests.
Note: Rental fees are configured at the event level. When created under Settings > Advanced Location Settings, these fees appear on the event and automatically calculate toward the total rental fee on the Booking Details page.
1. Create your rental fee amounts
Set up rental fees as a Customer Admin
- Go to Settings > Advanced Location Settings.
- Click the Rental Fees tab.
- 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.
- 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.
- 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 bookings only. Changes will not be applied to existing bookings.
2. Use rental fees within your bookings
Display rental fees on the event details page during creation
When events are created within a booking, the rental fee will appear under Event Financials when there is a matching rental fee for the event’s location, event style, and room.
- A Calculated label will appear next to the Rental Fee field to indicate that the fee was automatically calculated.
Automatically calculate the total rental fee
Once events are created, the individual event rental fees will automatically calculate and sum to the booking’s total rental fee.
The total will appear under Financials on the Booking Details page as Total Rental Fee.
View rental fees on the event details page
To view or make a change to an individual event, open the event details page.
- A Calculated label will appear next to the Rental Fee field.
- Selecting the label will open a read-only pop-up displaying the rental fees configured in Advanced Location Settings.
Display and edit rental fees on the booking grid
Rental fees can be added to the booking grid as a column, providing an at-a-glance view of the rental fees for each event within the booking.
Note: When adding or editing an event on the grid, such as changing the room or event time, the event rental fee will not update the total rental fee on the booking. To ensure changes to room rentals update the booking total, add and edit events outside of the grid.
Edit or override rental fees
You can edit or override rental fees in either of the following ways:
- Double-click the rental fee in the grid, or select the pencil icon, edit the amount, and select Save Changes.
- Open the individual event, click Edit, and adjust the amount.
- When editing the fee on the event, 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.
| Before documents are created | After documents are created |
|---|---|
| If changes are made to the rental fee on an event, the rental fee will update when the documents are created. | After documents are created, rental fees cannot be edited from the grid or event. Update them manually under Booking Contract & Event Order Template > Billing Widget > Rental Fee. |
Display rental fees in documents
Rental fees will also appear in the billing widget of booking documents.
- The total rental fee will appear as read-only on the Booking tab.
- The rental fee will appear on the Event tab for each event.
- If the rental fee was manually updated, no label will appear.
- 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 room rental applies to the food and beverage minimum, click the ... button. This option is available on the event tabs of booking documents.
- 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 is selected by default.
This checkbox can be used for both event-level and booking-level food and beverage minimums.
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 for the event.
Note: Changes made here apply to the current event only. To make changes for all newly created bookings, edit the template under Settings > Documents > Booking Contract & Event Order Template.
Add rental fees to documents and email templates
Rental fees can be added to booking documents, content templates, and discussion email templates using merge fields. The merge fields pull the rental fee information directly from the booking data.
- Open the document, content template, or discussion email template you want to edit.
- Right-click inside the text box to enable the merge fields.
- Use one of the following merge fields:
- Booking Fields > Financials > Total Rental Fee
- Event Fields > Financials > Rental Fee
3. Report on rental fees
Rental fees can be included in the Booking Details Report for more detailed reporting.
- Open the Booking Details Report.
- Click Customize.
- Open the Columns tab.
- Add the Rental Fee column.
Watch the video
Watch the video below for a visual walkthrough of how to configure and use automated rental fees for Bookings: