Venue rooms and who is where

Rooms at the venue

When a venue offers accommodation, open its sheet on the wedding's Suppliers tab once it is booked: a booked venue's sheet has two tabs, Details and Rooms. The Rooms tab manages the rooms right there, with Open the Rooms page for the full page and Who is where beside it. Add each room with a number, a name or both ("12", "The Orchard Suite", or "12 · The Orchard Suite"), how many it sleeps, the nights it is held and any notes, such as a four-poster or the ground floor. Numbered rooms come first in number order, then named rooms alphabetically, until you move them with the arrows.

Once a room is saved, its guest search opens straight away, so you can put someone in it at once.

The venue remembers its rooms

A venue keeps its own list of rooms, so the next wedding there starts with them. Set them up once from the venue's record (Open the venue record, or Set up its rooms, on its directory sheet), before any wedding if you like: add, edit, remove and reorder them as on a wedding. When you add a room on a wedding, Also keep it in this venue's rooms for next time saves it to the venue's list too, unless the venue already has a room with that number and name.

On a wedding whose venue has rooms it does not have yet, Add the venue's rooms copies them in, held the night before the wedding and the wedding night, and skips any room the wedding already has. Pressing it again adds nothing. The copies belong to the wedding: changing a wedding's rooms never changes the venue's list, and changing the venue's list never changes a wedding. The venue's list is kept by the owner and the planners who see every wedding; a planner given only some weddings still keeps those weddings' own rooms.

Placing people

Place anyone on the guest list, the couple and their families included, by searching for them. Everyone is placed on their own, so two people sharing show together under the room, and someone can be placed for only some of the room's nights. Nobody can be in two rooms on the same night. A room with more people than it sleeps on a night shows a warning but still saves.

Where everyone else is staying

On a guest's sheet, Staying sets one of the wedding's nearby places from Where guests are staying, or a few words of your own, such as "her parents' house in Stroud". A guest's own setting wins over their household's place; Set for the whole household puts the household there and clears everyone's own setting.

Who is where, from the guest list's More menu and from the Rooms page, lists everyone coming or yet to reply, with Not set yet first. The Staying column and filter on the guest list, and your exports, carry the same.

What the couple see

Nothing. Rooms, who is in them and where guests are staying are for you and your team only. They are not on the couple's guest list, their exports or their portal.