Event and Banquet Management Workflow for Hotels

Start of the Workflow/Process.

Create a new entry in the 'Event Inquiries' data model when a potential client contacts the hotel.

Retrieve the specific details (date, guest count, requirements) from the newly created Inquiry entry.

Query the 'Venues' data model to see if the requested date and capacity are available.

Calculate the initial cost based on guest count, menu price per head, and room rental fees.

Create a 'Proposal' entry containing the calculated costs and selected menu options.

Send an email to the client's email address containing the proposal details and a call to action.

Create a task for the Banquet Sales Manager to review the inquiry and follow up.

Update the status of the original inquiry entry to reflect that a proposal has been sent.

Update the Event entry with the signed contract date and any updated terms once the client accepts.

Create a BEO entry which serves as the operational instruction for the kitchen and floor staff.

Create a task for the Head Chef to review the BEO and plan food preparation.

Retrieve dietary requirements and menu selections from the BEO entry.

Aggregate the estimated beverage costs from all line items in the BEO to determine total beverage budget.

Create a task for the Banquet Setup team to arrange tables, linens, and decor based on the BEO.

Update the event status to 'In-Progress' on the day of the event.

Fetch actual beverage and food consumption amounts recorded during the event.

Sum the original contract price with any additional 'on-the-day' consumption or service charges.

Update the Event entry with the final total amount to be charged to the client.

Send the final invoice and payment instructions to the client's email address.

Generate a report summarizing the actual revenue versus the estimated revenue for the completed event.

End of the Workflow/Process.