EVENT AND BANQUET MANAGEMENT WORKFLOW FOR HOTELS

Created by ChecklistGuro (https://checklistguro.com)

[ ] Create Event Inquiry: Create a new entry in the 'Event Inquiries' data model when a potential client contacts the hotel.
[ ] Fetch Event Details: Retrieve the specific details (date, guest count, requirements) from the newly created Inquiry entry.
[ ] Check Venue Availability: Query the 'Venues' data model to see if the requested date and capacity are available.
[ ] Calculate Estimated Quote: Calculate the initial cost based on guest count, menu price per head, and room rental fees.
[ ] Generate Sales Proposal: Create a 'Proposal' entry containing the calculated costs and selected menu options.
[ ] Send Proposal to Client: Send an email to the client's email address containing the proposal details and a call to action.
[ ] Assign Sales Manager: Create a task for the Banquet Sales Manager to review the inquiry and follow up.
[ ] Update Inquiry Status to 'Negotiation': Update the status of the original inquiry entry to reflect that a proposal has been sent.
[ ] Record Contract Signature: Update the Event entry with the signed contract date and any updated terms once the client accepts.
[ ] Create Banquet Event Order (BEO): Create a BEO entry which serves as the operational instruction for the kitchen and floor staff.
[ ] Assign Kitchen Preparation Task: Create a task for the Head Chef to review the BEO and plan food preparation.
[ ] Fetch Menu Requirements: Retrieve dietary requirements and menu selections from the BEO entry.
[ ] Total Beverage Consumption Estimate: Aggregate the estimated beverage costs from all line items in the BEO to determine total beverage budget.
[ ] Assign Setup Crew: Create a task for the Banquet Setup team to arrange tables, linens, and decor based on the BEO.
[ ] Update Event Status to 'Live': Update the event status to 'In-Progress' on the day of the event.
[ ] Retrieve Final Consumption Data: Fetch actual beverage and food consumption amounts recorded during the event.
[ ] Calculate Final Invoice Amount: Sum the original contract price with any additional 'on-the-day' consumption or service charges.
[ ] Generate Final Invoice: Update the Event entry with the final total amount to be charged to the client.
[ ] Send Final Invoice to Client: Send the final invoice and payment instructions to the client's email address.
[ ] Create Post-Event Revenue Report: Generate a report summarizing the actual revenue versus the estimated revenue for the completed event.

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