Table ReservationsTapa TableSpecial Events

Creating a Special Event

Step 1. Configure the time profile

Go to Settings → Time Profiles and click Add.

  • Name: SPECIAL EVENT TIME
  • Add Schedule with Description Special Event July
  • Valid From: 19/07/2025 00:00
  • Valid To: 19/07/2025 23:00
  • Under Saturday add times from 19:00 to 21:00
  • Set all other days to closed.

Click Save.

This time profile will be selected when creating the event service.

Step 2. Create the special event service

Go to Tables → Services and click Add.

  • Description: SPECIAL EVENT
  • Description Detail: Small Plates & Cocktails Evening
  • Time Profile: SPECIAL EVENT TIME
  • Min Covers: 4
  • Max Covers: 8
  • Max Advance: 90 days
  • Duration: 45 mins
  • Interval: 15 mins
  • Tick Require Package

Leave Multiple Packages Per Booking unticked and click Save.

This defines how and when bookings can be made for the event.

Step 3. Select the table area

  1. Open the Areas tab within the special event service.
  2. Click Add Area.
  3. Select the required area such as RESTAURANT.
  4. Click Save.

This ensures event bookings are only taken in the chosen area.

Step 4. Add a package to the event

If the package already exists, open the Packages tab in the special event service, click Add Package, select the package, and save.

If you are creating a new package, go to Tables → Packages and click Add.

  • Description: SMALL PLATES & COCKTAILS
  • Description Detail: Join us for a relaxed evening of delicious small plates and crafted cocktails — perfect for sharing.
  • Product: SPECIAL EVENT NIGHT
  • Time Profile: SPECIAL EVENT TIME
  • Service: SPECIAL EVENT
  • Price: 45.00
  • Deposit Percentage: 100
  • Min Covers: 1
  • Max Covers: 12

Click Save.

This package will then be available when guests book the event.

Step 5. Set cancellation rules

Go to the Cancellation tab in the special event service and configure the rules if needed.

Step 6. Enable online booking

Go to the Online tab in the special event service.

  • Tick Allow Online
  • Leave Allow Online Edit unticked unless guests should be able to amend their bookings
  • Set Prevent Booking Within to 0 mins
  • Set Prevent Edit Within to 0 mins

Click Save.

Adjust the timing fields if you want to stop last-minute bookings or edits.

Step 7. Configure communications

Go to the Communications tab.

  • Add a booking message to set expectations during booking.
  • Add terms and conditions covering confirmation, arrival grace period, group size accuracy, cancellations, no-shows, and late arrivals.
  • Set a reminder message to send 48 hrs before.
  • Set feedback time to 24 hrs after.

Step 8. Set duration rules

Go to the Duration Rules tab and click Add Rule.

  • Min Covers: 1
  • Max Covers: 12
  • Profile Name: SPECIAL EVENT TIME
  • Duration: 150 mins

Click Save.

This reserves the table for 2.5 hours for bookings in that range. You can add different duration rules for different group sizes.

Step 9. Set service rules

Add booking capacity and table usage rules as needed.

  • Description: MAX CAPACITY
  • Select: max-covers
  • Trigger Covers: 50

You can also add short-sell prevention rules for larger tables, for example 4-cover tables minimum 2 covers, 5-cover tables minimum 3 covers, 6-cover tables minimum 4 covers, and 8-cover tables minimum 6 covers.

If you do not want regular services such as Dinner bookable on the same date, add an exception to the standard service time profile for the event date range.

FAQ

Can I use an existing package for a special event?

Yes. If the package already exists, add it from the Packages tab in the special event service instead of creating a new one.

Do I need to hide my normal service on the event date?

If you do not want standard services to be bookable on the same day, add an exception to the usual service time profile for the event date range.

Can I set different durations for different group sizes?

Yes. Add multiple duration rules with different cover ranges and durations.