Venue spaces and capacities, in every proposal
Each room as a saved block with photos, seated and cocktail capacity and features, so the proposal shows the right space for the numbers and style.
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Keep each of your venue's spaces as a saved content block with photos, capacities by style and features, and add the right one to each proposal. Your website or automation can choose the space for the guest numbers and send its name in as a data item, or create from a template built for that room; the guest sees the room, the price and the minimum spend together.
A drawn plan of a fictional waterside venue, Tidewell Pavilion: the Tidewell Ballroom (240 seated, 320 cocktail), the Chart Room (40 seated), the Boathouse Terrace over the water (100 seated, 140 cocktail) and the Jetty Room on the pier (50 seated, 70 cocktail). As the guest count changes (96 seated, 150 cocktail-style, 40 seated, 230 seated), the smallest space that holds it lights up as the best fit, smaller ones are hatched, and a card names it with its capacity and minimum spend.
The right space for the numbers and the style
Pick a style and a guest count. Every space shows what it holds that way, and the best fit is the space named in the proposal, beside its block.
space Dropdown data item The Boathouse Terrace
Your space
The Jetty Room
- 50Seated
- 70Cocktail
- 60Theatre
- Private bar and balcony
- Floor-to-ceiling windows
- Breakout room for conferences
Your space
The Boathouse Terrace
- 100Seated
- 140Cocktail
- Covered terrace over the water
- Dance floor and private bar
- Lawn for ceremonies
Your space
The Tidewell Ballroom
- 240Seated
- 320Cocktail
- 280Theatre
- Stage, lectern and AV
- Harbour deck
- Divides into two rooms
Your space
The Chart Room
- 40Seated
- 60Cocktail
- 60Theatre
- 18Boardroom
- Day delegate packages
- Projector, screens and lectern
- Natural light
No single space holds these numbers. The website sends the enquiry with no space, and the functions team calls about combining rooms.
A demo with a fictional venue. Choosing the space is your rule, run by your website, your automation or your functions team; the automation sends the space as a data item and can create from a template that already shows that room, but it does not choose blocks. QuoteCloud does not check capacity or availability: those stay in your booking system.
Every space described once, used in every proposal
Each room is a saved block in the content library, with its photos, capacities and features. Your team drags the right one into a proposal, or into a template built for that room.
- The Jetty RoomSpace block · photos, capacities
- The Boathouse TerraceSpace block · photos, capacities
- The Tidewell BallroomSpace block · photos, capacities
- The Chart RoomSpace block · day delegate
- Ceremony lawn & wet-weather planSpace block
- Terrace floor planPDF page
- Booking termsCompany block Locked
- Accessibility & parkingText block
- 1Cover & welcomeNames, date and guest count as data items
- 2Your space: the Boathouse Terrace From library
- 3Ceremony on the lawn From library
- 4Floor plan From library
- 5Reception packagesSingle choice, per guest
- 6Your pricingQuantities from the guest count
- 7Accessibility & parking From library
- 8Booking terms Locked block
- 9Sign & pay the deposit
One block per space
Update the terrace's photos or features once and every new proposal uses the new version.
Content library: Essentials and up
Locked where it matters
Booking terms and capacity notes can be locked so they go out exactly as approved.
Content locking: Business
Folders per venue
Each venue's spaces in its own folder, with role permissions on who can change them.
Capacities and minimums, side by side
A spaces guide answers the first three questions every enquiry asks: will we fit, what does it look like, and what does it cost on our day. Keep it as a template to send on its own, or add its blocks to any proposal.
The capacity table is a table block you write once; the photos are a gallery block.
- Seated, cocktail, theatre and boardroom capacities
- Minimum spend by space and day
- A gallery of every room
Image and gallery blocks: Starter and up
Event templatesCapacities at a glance By style
| Space | Seated | Cocktail | Theatre | Boardroom | Minimum spendFri–Sat · other days |
|---|---|---|---|---|---|
| The Jetty Room | 50 | 70 | 60 | – | $4,000 · $2,500 |
| The Boathouse Terrace | 100 | 140 | – | – | $10,000 · $6,000 |
| The Tidewell Ballroom | 240 | 320 | 280 | – | $15,000 · $9,000 |
| The Chart Room | 40 | 60 | 60 | 18 | Day delegate rates |
Seated capacities allow for a dance floor. Minimum spends are food and beverages, before tax; the Chart Room is booked on day delegate rates.
The spaces
The Jetty Room · 50 seated The Boathouse Terrace · 100 seated The Tidewell Ballroom · 240 seated The Chart Room · 60 theatre
Put your spaces into your proposals
14 days free, no credit card. Send us your function pack and we'll convert one template during the trial.
A group of venues, one QuoteCloud account
A team per venue keeps each one's spaces, templates and functions staff together, and each team can connect its own Stripe account, so a deposit for a Riverside wedding lands in Riverside's account.
A group sales team can quote corporate events at either venue from the same spaces blocks, with read-only access to each venue's folder.
- Teams and custom roles
- Each team's own Stripe account
- Shared booking terms, locked (Business)
Teams and custom roles: Essentials and up
Teams · Tidewell Hospitality Group 3 teams
-
Tidewell PavilionWaterside venue · 4 spaces
EBTAGW3 members · Functions manager, Coordinator, Venue manager
- Deposits to
- Tidewell Pavilion · Stripe ···· 4821
- Library
- Spaces: Jetty, Terrace, Ballroom, Chart Room
- Templates
- Wedding, birthday, corporate, conference
-
Tidewell RiversideRiverside hall · 2 spaces
NKSO2 members · Functions manager, Coordinator
- Deposits to
- Tidewell Riverside · Stripe ···· 9034
- Library
- Spaces: Riverside Hall, Garden Room
- Templates
- Wedding, birthday, corporate
-
Group salesCorporate and conference enquiries
MP1 member · Group sales manager
- Deposits to
- Tidewell Hospitality · Stripe ···· 1177
- Library
- Both venues' spaces, read only
- Templates
- Corporate, conference
Sample data; account numbers are placeholders. Each team can connect its own Stripe account.
Every style a room can be set in
The same room holds different numbers depending on how it's set. Each style changes what the proposal offers.
Seated
Banquet rounds or long tables. The proposal offers sit-down and buffet packages, priced per guest.
Cocktail
Standing with some seating. More guests in the same room, with canapé packages and a bar tab.
Theatre
Rows facing a stage or screen. Conferences and presentations, with AV as its own lines.
Boardroom
One table for a small group. Day delegate rates per person, with the room included.
Combined spaces
When no single room fits, say so in the proposal and price the combination; your team decides it.
Wet-weather plans
A ceremony lawn with an indoor back-up, written once as a block and added to every outdoor booking.
Venue space and capacity questions, answered
Can each room be a reusable block?
Yes. Save each space as a content block with photos, capacities and features in your content library, and drag it into any proposal. Image and gallery blocks are on Starter and above; the content library is on Essentials and above.
Can our website choose the space for the guest numbers?
Yes, if your website or automation holds the rule. It can choose the smallest space that seats the numbers in the chosen style, send its name to QuoteCloud as a data item and create the proposal from the matching template. QuoteCloud fills in what it is sent; it does not work out capacities or choose blocks itself.
Does QuoteCloud check room availability?
No. Availability stays in your booking system or calendar. Your website or automation can check it, choose the space and send its name to QuoteCloud as a data item, and a signed proposal can update the booking through a Zapier trigger such as Recipient Signed Document.
Can we include a floor plan?
Yes, as an image or a PDF page in the proposal, such as the terrace set for 96 with the dance floor. QuoteCloud is not a seating-plan tool: draw the plan in your usual software and add it to the space block or the proposal.
Can a guest choose between two spaces?
Yes. Put each space's hire or package as a line in a single-choice group in the price table, so the guest picks one and the total and deposit follow. Your team can also send two versions of the proposal.
Can each venue in our group keep its own spaces and deposits?
Yes. Set up a team per venue with its own templates and content library folder, and connect each team's own Stripe account so deposits go to that venue. Locked company blocks such as booking terms are on the Business plan.
Everything a functions team sends
From the website enquiry that names the space to the deposit that holds it.
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Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.Explore
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Minimum spend, deposits & signingThe minimum spend set out clearly, the proposal signed online and the deposit that confirms the date paid on signing.Explore
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Wedding reception proposalsCeremony, reception packages, a run sheet and both partners' signatures, with the deposit that holds the date.Explore
- Corporate functions & conferencesEnd-of-year functions, Christmas parties and day delegate packages, with AV, approvals and the company's sign-off.
- Birthdays, engagements & private parties21sts to 80ths, engagements and milestones: cocktail packages, a DJ, the cake and a quick yes from the host.
- Event planners & caterersOff-site catering quotes, styling and hire, and planners' proposals that bring venue, suppliers and run sheet together.
- Function packages & per-head pricingFood and beverage packages priced per head, quantities from the guest count, and extras the guest can tick.
- Booking system, CRM & accounting integrationsYour enquiry form or booking system into QuoteCloud through the API, Zapier or Make, and signed bookings out to your CRM and accounts.
- Event & function templatesReal QuoteCloud templates for venues, function rooms, hotels, catering and wedding planning, ready to make your own.
- QuoteCloud implementation for venuesA template per event type, your packages in the catalogue, the website connected and your functions team trained.
- FAQAnswers to the questions venues, function centres and event businesses ask most.
Show every space at its best
Free for 14 days. No credit card required.