Renting out a room to external parties
Handle a rental from first contact through room booking, contract, technical equipment and staff to billing
Situation
A company rents the Main Hall for an evening event. It brings its own technical equipment but needs front-of-house staff, one in-house technician and ten standing tables from the stock. The organisation signs a rental agreement and invoices the rent and the staff.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Rentals / scheduling office | creates project and events, clarifies the room | Create own projects, Plan events directly or Request room occupancy |
| Room admin of the hall | approves the booking (if room requests are used) | room admin of the room |
| Administration | files the contract, manages the budget | Manage contract modules & project contracts, budget access |
| Shift planning | staffs front of house and technical duty | Plan shifts |
| Stores | issues the standing tables | material issue |
Workflow
Create the tenant in the CRM – as contact type Organiser or Company with contact person and billing address. Create a contact
Create a project, for example "Rental Company X, 14 Nov", with a category Rental so that rentals can be evaluated separately in lists, filters and the BI dashboard. Creating a project
Create events: set-up, event and strike in the Main Hall, with the event type Rental or Set-up; admission time on the main event. Anyone who may not book the hall directly submits a room request in the process. Creating events · Handling room booking requests
Not sure yet? As long as the company has not signed, create the event in the planning calendar or set the project to a status in planning; that way the organisation does not see the hall as booked. Planning calendar
File the contract on the project: contract partner from the CRM, amount, access only for administration and rentals. Request missing paperwork (such as proof of insurance) as a document request. Contracts
Plan staff: shifts for front of house and technical duty on the event, then staff and commit them as usual. Planning a performance with shifts
Reserve material: an internal material issue on the project with the standing tables; article planning shows the booking. Creating an internal issue
Bill: rent as revenue, staff costs and material as costs in the project budget; with the Sage interface active, the booked invoices appear in the project. Project budget
Pitfalls
- The hall looks free although it was requested: open room requests are marked as requests in the calendar; room admins see them under Event Verifications.
- Noisy neighbours: the event property It gets loud and include adjacent rooms in the filter show whether a rehearsal is taking place next door at the same time.
- Rentals distort evaluations: a separate project category keeps them apart in the BI dashboard.
Variants
- Multi-day or recurring rental: a series ending on a date or after a number of occurrences. Repeat
- Tenant brings material but borrows technical equipment: an external material issue as a loan slip, see Lending material to external parties.
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