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Event Management is an integral part of the hospitality business where meetings, seminars and dinner functions require addressing diverse customer demands. Planning and co-ordination of the property services and resources are crucial for staging such events and require detailed information including dissemination to the respective departments.

momentohs® Event Management (EM) has an automated module that manages all aspects of events, from planning and resource management to venue scheduling, staff allotment, invoicing and reservation of guest rooms (including group blocking). The module is designed specifically to suit the needs of a banquet and catering department, either as a stand-alone business or as part of a larger property. Integration with the Front Office, Food and Beverage and Financial modules makes the entire process smooth and hassle free.

This module has built-in suggestive selling capabilities to determine function rooms' maximum yield and maximum usage, most popular seating set-ups, assign seating by table or seat number, guest registration and many more to conduct a successful event.

momentohs® EM facilitates meeting the demands of internal and external catering by automatically generating the Banquet Event Orders (BEO) in addition to a simplified replicating of recurring events. BEO can be automatically e-mailed or faxed from the system effortlessly. EM is also suitable for single medium size convention and exhibition centers, which are ancillary to the hotel/resort property.

EM can also be integrated with public displays and in-room interactive TV to broadcast event programs and promotions (optional).

The Event Management Module provides the following main functions:

Event Reservation

  • Maintenance of reservations for venues, with the ability to request products and services associated with a particular booking
  • Management of customised events
  • Creation of detailed agendas of activities taking place in multiple locations
  • Allocation of individual pricing structures for any additional products and services offered through these event bookings

Event Planning

The momentohs® Event Management module automates the planning of special occasions, conferences or corporate events. Any event can be planned accurately, to the finest detail, thereby minimising the amount of paperwork required during the planning stage.

  • Generation of a clear overview of all scheduled events, including such details as the number of staff required, venue set-up needs, particular event requirements, and resource allocation
  • Coordination between the Event Management module with the Front Office module that enables hotel room and event venue bookings in one single reservation transaction
  • Coordination between the Event Management module with the Food & Beverages module that seamlessly addresses the Food and Beverage needs of an event

Resource Management

Resources, including both labour and material, needed to fulfil an event booking can be allocated based on availability. Over-bookings made for similar resources for events staged at the same time at different venues within the property can also be controlled.

Venue Management

  • Management of event reservations, as well as event inventories, for all listed venues
  • Venue selection using a variety of criteria, such as the number of staff required per event
  • Comprehensive event view, using an event calendar, on a weekly or monthly basis, at the click of a button

Event Schedule and Tracking

The Event Scheduling and Tracking features of the Event Management module enable accurate follow-up of any event-tasks. In addition, schedules can be prepared per individual event or group of events running at the same time within any given property. A detailed schedule can be entered for each event reservation thus enabling tracking of all the internal hotel activities and guest activities in any given event, Grouping and filtering of internal tasks can be used to generate task lists by department.

Invoices

The Event Management module can generate a consolidated invoice at the end of each event that can be settled either at the Front Office or at the Back Office depending on the guest details and sufficient credit. Dynamic designing of Floor plans for each events are also defined in the module.

Reports

Pre-defined reports can be customised with Crystal Writer for quick management reporting, operational handling, and decision-making.

Functions

Event Planning, Guest Room Reservation, Event Design, Event Reservation, Event Tracking, Event Calendar, Venue Design and Planning, Invoice, Reports, Admin Tools and Security.

 

 
 
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