The parts of an event
| Part | What it is |
|---|---|
| Event | The booking: client (guest or company), contact, how it is billed, status |
| Function | One sitting: date, start and end, function room, setup style, expected and guaranteed guests, menu notes |
| Function room | A hall or meeting room with its capacity per setup style; rooms can be combined |
| Event folio | The event's bill: deposits and charges, invoiced like any folio |
| BEO | The banquet event order printed for each function, for the kitchen, service and the other departments |
Open Events & banquets: the event list, the Diary of function rooms, and the room setup. One event opens in its drawer.
From enquiry to actualized
- Enquiry
- Tentative
- Definite
- Actualized
An event can also be Cancelled or Lost (with Lost because: no space on the date, went to a competitor, price, no decision or no reply, date changed, other). Both need a reason.
Deposits and charges
- Deposit: taken at the desk in cash, by card terminal or by bank transfer, in the cashier's open shift, on the event folio (opened automatically for the first deposit).
- Charges: posted to the event folio from the event (service, quantity and price), with service charge and VAT. Restaurant checks of the event can be charged to it from the Restaurant POS.
- Billed to: the event folio, the company's city ledger, or paid direct.
The event folio is settled and invoiced on Folios, like any folio. See Check out a guest and issue the invoice and Company billing and the city ledger.
Cancel or lose an event with money
| The event folio | What to do |
|---|---|
| Holds a deposit or charges, not invoiced | Refund the deposit and void the charges, or post the cancellation fee and settle the folio; then cancel |
| Is already invoiced | Choose: keep the invoice as the cancellation charge (Why the invoice is kept), or credit the invoice first |
A refund due on a kept invoice (a deposit larger than the invoice) is paid out from Payments.
Function rooms
Set rooms up in Events & banquets > rooms: code, capacity per setup style (theatre, classroom, banquet rounds, U-shape, boardroom, cabaret, cocktail, hollow square), and combined rooms made of two or more single rooms. A room with booked functions cannot be closed until they are moved.
Common questions
Can I hold a hall before the client confirms?
Yes: make the event Tentative and give the Option date. The function rooms are held until then.
Can the event's restaurant checks go on the event's bill?
Yes. The restaurant charges them to the event from the Restaurant POS (Restaurant checks charged to a room or event).
How is the event invoiced?
The event folio is settled on Folios like a guest's folio: paid at the desk or billed to the company, then invoiced.
The client cancelled after paying a deposit.
Refund the deposit (or post the cancellation fee and settle the folio), then cancel the event. See Cancel or lose an event with money above.
I cannot actualize the event yet.
"The last function is on (date); actualize the event once it has taken place." Wait until the function has taken place, then actualize it.
A function is refused because of the room.
"This would overlap another function in the room" means the room is already used at that time: choose another room or time. "The room does not seat that many in this style" means the room is too small: choose a larger room or another setup style.
I cannot confirm the event as definite.
Add at least one function (date, time and room) first.
Can I take the deposit by card or bank transfer?
Yes. Event deposits are taken at the desk in cash, by card terminal or by bank transfer, inside the cashier's open shift.