How to book rooms and equipment for an event

The easiest place to book rooms and equipment for a church event is the event itself: every event has a Bookings tab, so you never need to leave the calendar. And if the event repeats, one booking can cover the whole series.

Booking from an event

1. Log in to your web office, go to the Site Manager and open the Events tab.
2. Click the event, open its Bookings tab, and click the blue ‘+’ icon to add a booking. The title is pre-filled with the event’s name and the booking is marked as for the event’s group.
3. The boxes on this page are for information to help whoever manages bookings: the organisation, the purpose, a setup or clear-up contact (no automated emails are sent to them), expected attendees, a leader, and whether there’s a charge to attend. Because you started from the event, the booking is already linked to it, with a button to swap events if needed. You can also choose who receives the booking confirmation. If none of this is needed, leave it all as it is and just click ‘Continue’.
4. Pick your resources: browse the folders and select what you need, such as the hall from the rooms folder and chairs and tables from the furniture folder. Each resource’s availability for the event’s time is shown, with the key at the bottom. Click ‘OK’.
5. Add setup and clear-up time if you need it; resources with these times aren’t bookable by others during them, which stops back-to-back bookings colliding. Set quantities, like 24 chairs and 6 tables.
6. Click any ‘Update’ button to re-check every resource’s availability with the new times and quantities. You can add more resources here, and related items are suggested to jog your memory.
7. Click ‘Confirm All’, then ‘Continue’.
8. If the event is part of a series, Hubb lists every event in the series with an ‘All’ button, so one click books your resources months ahead.
9. Click ‘Submit Booking’. Back on the calendar, a booking icon appears next to events that have bookings, and clicking it jumps straight to them.

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Good to know

• The same walkthrough with screenshots of every step is in Making a booking for a church event.
• Because the booking is linked to the event, moving the event moves the booking with it. The booking also appears on the group’s Bookings tab, where you can check its status later.
• Whether a resource appears in the browser, and whether your selections confirm instantly or wait as requests, depends on how each resource is set up in the Resources area.
• Creating the event in the first place is covered in adding an event to your calendar.