Ten minutes on how bookings run at Boulder Creek: the one habit we are asking everyone to pick up, how a booking comes on, and who leads what.
Bookings were living in a few different heads and a few different places. When that happens you get double bookings, prices that do not match, and the same question asked four times. None of that is anyone's fault. It is what happens when a place gets busy faster than its system does.
So there is now one calendar, one Booking Sheet, and one board that shows both. Nobody has to learn a new app. You keep using the calendar. The rest is built around that.
Most of us look at the calendar before anything else. So the calendar has to answer "is this actually booked?" without anyone opening a thing. If an event is fully booked, leave it clean. If it is not solid yet, say so at the front of the title.
PENDING - Dirk Family ReunionINQUIRY - Corporate RetreatQUOTED - Austere Surgery CourseColour is optional. If you want it readable from the month view, set the event colour too. The tag is what counts, so never hold up an event over a colour.
Print the one-page calendar standard →
You will not end up with "PENDING - Dirk Family Reunion" cluttering the board. The board reads the tag, colours the booking to match, and shows the clean name. Write it once on the calendar and both places stay right.
Not everything gets a yes any more. Every inquiry gets read three ways: does it fit the campus, does it serve what we are building, and does it carry its weight. A nonprofit booking that scores low on money can still be a clear yes. We are steering the mix across the season, not judging one booking.
On the calendar, this is the whole list:
The Booking Sheet tracks a little more detail. Here is how the two line up, so nobody has to guess:
Confirmed means money and a signature are both in. Never a "yes" over the phone, never a text. Pending contract means the agreement and the deposit are out, but not both back yet. Qualified is a Sheet-only word: it marks an inquiry that cleared the fit read, and it never needs to go on the calendar. If you used to write Held, that is now Pending contract, and the old word still works while we catch up.
If something takes too long, if you can never find a thing, if you keep asking someone else the same question, that is the useful stuff. It is one box and it takes a minute.