Sales and catering

(also known as Event Management)

If your hotel offers venues for events like seminars, conferences, team buildings, banquets, celebrations, etc. this functionality smoothens the process of creating the offer and booking the resources needed. Offers can be drawn for one-day events or for events that take place over a period of time and include various simultaneous happenings.

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Booking function spaces (halls, meeting rooms, etc.)

Reservation of function spaces. Each offer can be completed with bookings of function spaces, with specified date and time. The price of the rent is also included.
Equipment. Information about the equipment necessary can be specified for each booked hall. The equipment elements can be free or paid. The price of the equipment is calculated in the total price of the offer.
Modifications. A booking can easily changed in terms of time or function space.
Availability calendar. An easy-to-use Outlook style calendar shows the availability of the function spaces/resources by hours, days and months. Longer periods are also shown graphically. The calendar allows direct booking, editing or moving of reservations.

Catering and banqueting menus

Detailed planning of the catering menus required for an event.

When and Where. Each meal is planned by date and time. The place of the meal is also specified, e.g. Main restaurant, lobby bar, etc.
What and How much. Specify menu items and their quantities.
Price. Each item has a price, either standard or negotiated for the specific event.
Interface to restaurants & bar POS. The Event offer can download event menus (both items and prices) directly from the restaurants POS. The automatic transfer of entire menus or just selected items and prices allows fast and easy compiling of event menus. Items that have not yet been registered in the restaurant system can also be included in the offer.

Booking hotel rooms and extra services

The event offer may also include accommodation.

Group reservation. You can add a simple booking of several rooms, or a more complex group with different arrival and departure dates, number of guests or boards, or room types.
Rooming list. The rooming list allows distributing the guests in the rooms in advance.
Flexible posting routing. Depending on the event, the postings of the bookings can all be made on a common group account, or on separate accounts for each room. In addition, guests staying in the same room can also have their postings made into individual accounts.

Rooms can be added or removed from the event reservation at any time

Booking additional services or activities. The offer can also include a number of other services: transfers, SPA, wardrobe, signs, etc.

E-mail campaigns

Set flexible criteria (revenue, visits, nights, etc.) and search your profiles history
Export matching profiles to MS Office/OpenOffice to create marketing campaign target lists
Mail merge to your customers and send them occasion greetings, news flashes or promotions

Print and export to MS Office or Open Office

The offer bears the logo of the hotel and can be printed on a standard form or exported to a word processing application for additional formatting. For a professional look, the offer comprises of number of descriptive fields.

Offer introduction. A free opening text of the offer.
Separate fields for Function spaces/halls, Catering menus, Accommodation and Extra services/Activities. Individual details and requirements can be added in the specially designed 'note' fields for each of the elements. Each element is listed in detail with its price.
Discounts. Reflects any negotiated discount.
Offer end price.
Conclusion. Add a closing text to the offer.
Remarks. Additional notes showing in detail the equipment for each function space/hall and the menu for each meal.

Print or export in a number of formats: PDF, MS Word, Excel, OpenOffice, HTML, RTF or TXT.

Function sheets, internal communication and staff collaboration

Information about the organization of the event can also be entered in the offer for each reservation of hall, meal, extra service or the entire offer.

This information is not printed in the customer form. It is printed on the function sheets which you may deliver to your interested staff members with detailed information, needed for the event's preparation.

In addition to that, the Task management functionality of the system allows organizing all activities and assigning all tasks necessary.