Guide
Second options and hotel holds, explained
How first and second options line clients up for the same date, what an option date does, how tentative and definite differ, and how AirPlate AI holds event space.
Basics
First and second options
A first option is a provisional hold for the client who asked first. If a second client wants the same date and space, the venue can give it a second option: that client is next in line. Neither option is a booking.
Each option has an option date, also called a release date. If the first client has not confirmed by then, the venue releases the hold and offers the date to the second option, or agrees a later date with the first client.
Status
Tentative and definite
A tentative booking is pencilled in while the client decides. A definite booking is confirmed, usually by a signed contract and often a deposit. A property management system keeps both states, so the sales team and the front office see the same picture.
In AirPlate AI
How AirPlate AI holds space
AirPlate AI does not rank first and second options: it has no option queue. Instead, it checks each request against the venue's own bookings and assigns the smallest free event space that fits the party, set-up buffers included. When no suitable space is free, the request waits for the venue's review.
- With Apaleo (in certification), a new request places a tentative block on the event space and on the bedroom groups the client asked for. A tentative block does not take the space out of sale.
- With Apaleo (in certification), sending the contract makes the blocks optional: they take the space out of sale until the end of the day after the offer's “valid until” date, at the latest the day the hold starts.
- With Apaleo (in certification), a won booking makes the blocks definite; putting the booking on hold returns them to tentative, and a lost or cancelled booking cancels them.