Banqueting & Events: Banquets, conferences and weddings, quoted and run

Banquets, conferences, weddings and corporate agreements are quoted, signed and invoiced in Sales, against the hotel and its group blocks. Function rooms carry the guests each seats in every set-up. The venue diary never promises a room twice: a tentative hold blocks it like a definite booking, set-up and clearing time included, and a second client waits on the waitlist. The event order briefs the team on the day, and room nights stay on the guest's bill.

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Hotel Foundation
Sales

Banqueting & Events in the Hotel Suite: Banquets, conferences and weddings, quoted and run

Contracts in Sales, Against the Hotel

The sales office quotes banquets, conferences, weddings and corporate agreements as ordinary quotations in Sales. A quotation becomes a hotel contract once it names a kind of business, a group block or the event's own dates. The Hotel tab holds the hotel, the event dates and the covers, and says plainly that room nights never go on a contract. The function rooms booked for it are listed on the same tab.

Function Rooms and the Seats of Every Set-up

Each function room has its area, the guests it seats in theatre, classroom, banquet rounds, cocktail, boardroom and U-shape, and the minutes kept free to set it before an event and clear it after. A set-up left at 0 is not offered in that room. A room can name the product its hire is sold as, and opens its own diary.

A Venue Diary That Never Promises a Room Twice

The diary opens as a calendar, one colour per room, with filters for room and status. A tentative hold blocks the room like a definite booking, set-up and clearing time included, so a second client for the same afternoon waits on the waitlist. Each booking shows the seats its set-up gives, and a party larger than that is refused.

The Day of the Event

Each booking carries its event order: the room set-up, the food and drink, and the equipment, with the times the room is held from and until. Print Event Order sits on the booking: a sheet for the team on the day, with the items agreed on the contract and no prices. The Function Diary report lists the events day by day or room by room, guests against seats and what is still tentative, with PDF and Excel buttons.

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Everything in Banqueting & Events

32 items in 5 areas, every one shipping with the app today.

Contracts in Sales
- A quotation becomes a contractOnce it names a kind of business, a group block or the event's own dates; any other quotation stays an ordinary sale.
- Five kinds of businessBanquet or function, conference and meetings, wedding or social, corporate agreement, and other hotel business.
- Event dates and coversThe function's own dates, apart from the day it was signed, and the covers or delegates; an event that ends before it starts is refused.
- The hotel on every contractFilled in by itself when the company runs one hotel; with several, the one the user works in.
- Contracts & Events listUnder Hotel › Bookings, with filters for hotel contracts and upcoming events, grouped by business, block, hotel or event month.
- Back to the blockA Group Block button on the contract opens its block for hotel users.
Group blocks and the hotel
- Contract column on the blocksNo contract, quotation out, contract signed, or signed with open quotations, on the Groups & Blocks list.
- Contracts tab on the blockThe block's contracts beside its rooming list, with what is contracted beyond the bedrooms, confirmed contracts only.
- New Contract from the blockOpens a quotation with the organiser, the hotel and the block's dates filled in.
- The block waits for the contractA block under a signed contract is not cancelled before the contract.
- Contracts on the hotelThe hotel's form counts its contracts and opens them, including those with no block.
- Group attritionWith the group block night grid switched on in Settings, Bill Attrition puts the room nights short of the block, less the allowed shortfall, on the signed contract, a half night rounded up.
Function rooms and the venue diary
- Function roomsArea, the guests seated in theatre, classroom, banquet rounds, cocktail, boardroom and U-shape, and the features of the room.
- Set-up and clearing timeMinutes kept free before and after every event, part of the time the room is held.
- Sold as a productEach room can name the product its hire is sold as on a contract.
- A colour per roomThe diary calendar shows every room in its own colour, filtered by room and status.
- Never promised twiceA tentative hold blocks the room like a definite booking; two saves at the same moment cannot both pass.
- A waitlistA second client for the same room and time waits on the waitlist, which blocks nothing until it is promoted.
- Seats checkedA party larger than the set-up seats is refused, and so is a set-up the room does not offer.
- Follows the contractConfirming the contract makes its holds definite; cancelling it cancels them.
- Rooms on the contractThe contract's Hotel tab lists its function room bookings, with a Venues button to the diary.
The day of the event
- The event orderRoom set-up, food and drink, and equipment on each booking, with the times the room is held from and until.
- The printed event orderRoom, times, set-up, guests, the three notes and the items agreed on the contract with quantities and no prices, with signature lines.
- Every event order at onceA contract prints the event orders of all its rooms in one go.
- The Function Diary reportEvents day by day or room by room, guests against seats, status and coordinator, with counts of events, guests, tentative holds and parties larger than the seats.
- PDF and ExcelThe Function Diary prints to PDF and exports to Excel.
Room nights and settings
- Room nights stay on the guest billAn order that sells a priced room night is not confirmed, and says to block the bedrooms on the group instead.
- Not invoiced eitherA room night added after confirmation stops the invoice with the same message.
- Marked in redThe room-night line shows in red on the order, with a warning at the top of the form.
- At no charge is allowedBedrooms listed at no charge or as a note line show the customer what is included and move no money.
- One switchSettings › Hotel › Meetings and Events shows or hides the function rooms, the diary and the Function Diary; it stays on while a function room is in use.
- Several hotels and companiesFunction rooms and their bookings are kept to the user's companies and hotels.

Works with

What Banqueting & Events works with

Banqueting & Events shares one database with the rest of the Hotel Suite and BridgeERP: these are the apps it already talks to, with nothing to buy in between.