Multi-venue bookings: enquiries, diary and run sheets

A practical example

Two locations have similar event names on the same evening. One enquiry changes venue, and another adds guests shortly before service. The floor manager needs a location-specific handover containing the latest agreed details, while the central team needs to see who owns each change and follow-up.

What matters most in this setup

• Make venue ownership clear at every stage.
• Agree how late changes reach the floor team.
• Rehearse a full day with overlapping events.

A useful demonstration, step by step

1. Map the enquiry stages, responsible people and decision points. Specify when a provisional enquiry becomes a confirmed booking and who checks the selected venue and area.
2. Build sample bookings for two locations on the same day. Request the combined and individual views you need, then verify that staff can identify the correct venue without ambiguity.
3. Change the guest count, timing and venue in representative examples. Inspect how the diary and run-sheet information are updated and agree how the service team learns about late changes.
4. Review a sample run sheet with the floor manager. Agree the useful fields, including arrival, area, contact, booking notes and any payment status the agreed workflow supports.
5. Identify any separate till or screen tasks. Test the required handover to SOLO POS or My Venue explicitly, and decide who completes manual steps where no connection has been demonstrated.

Check before you commit

• Venue and area assignment
• Combined versus individual location views
• Enquiry status and booking ownership
• Late changes and run-sheet accuracy
• Permissions, payments and separate-system handover

Encore's general booking capabilities do not establish every multi-venue permission model, automatic cross-system handover or deposit configuration. Confirm those requirements with representative events and the team responsible for the rollout.