Stakeholder Guide — Events & Banquets
Audience: Non-technical events leadership (Events Manager, Banquet Chef, Events Sales, Client Liaison)
Purpose: Plain-language view of function-space booking, BEOs, event design, and client sign-off
Language: Plain English — no code, no database terms
1. What This Package Does for You
Today, event bookings may live on spreadsheets, menus and designs in email threads, and double-booked ballrooms discovered too late. This package gives every event one record — from space booking to menu approval to client sign-off — with a signed banquet event order (BEO) and a shareable event deck.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Ballroom booked on a spreadsheet; double-booking discovered at the event | Function space is booked with a date-range hold; the system prevents double-booking |
| Menu and decor agreed by email; no version control | Event design is collected on a mood board; the client annotates and signs off; a signed PDF is generated |
| BEO typed by hand, sometimes outdated | BEO is a live record with milestones (menu sign-off, deposit, AV confirmation); each milestone is recorded |
| Event consumption re-keyed to the folio after the fact | What was actually consumed is logged to the guest folio automatically |
3. Features You Will Use
- Function-space booking: Book a banquet hall, boardroom, or terrace for a date range with a food-and-beverage minimum. The system holds the space and prevents double-booking.
- Banquet Event Order (BEO): Event details, menu, guest count, AV needs, and deposit status are captured as one record. Milestones (menu sign-off, BEO approval, deposit) each get a recorded approval.
- Event design / mood board: Collect layout, color palette, floral, and AV ideas with images. The client reviews and signs off; a presentation-grade PDF can be exported and shared.
- Client communication: A private, encrypted discussion room is tied to the event thread so you and the client have one place for messages.
- Post-event settlement: What was consumed during the event is logged to the folio; for corporate or group contracts, payment release waits until all properties confirm delivery.
4. Who Does What
| Role | Responsibility |
|---|---|
| Events manager | Books function space, manages BEO milestones, coordinates client |
| Banquet chef | Approves menus and kitchen requirements |
| Events sales | Owns the client relationship and contract |
| Client | Reviews mood board, signs off on menu and BEO, pays deposit |
| Finance | Settles the final event invoice; releases escrow for group contracts |
5. What You Keep
- Your event sales process and client relationships stay the same; the platform adds a shared record, sign-off milestones, and PDF export.
- Your accounting system remains the fiscal record for event invoices.
6. What You Must Confirm
- Your function spaces and their capacities
- Your food-and-beverage minimums per space
- Your milestone approval process (who signs off on menus, BEOs, deposits)
- Which client details you want on BEOs versus kept private
7. What We Honestly Do Not Promise
- We do not plan the event or talk to the client for you; the platform records decisions, it does not make them.
- We do not auto-cancel events; a person must confirm any cancellation.
- We do not promise event revenue; we record what was booked and consumed.