Event & Catering (Banquet Solution)

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Web-based Multi-venue

Events & Catering

Software

Events & Catering

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Scope

Integrated software including

– Venue and function scheduling,

– Clients database & contracts,

– Food & Beverage and other services,

– Reporting and correspondence and

– Intelligent eMinders

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Unique features

• Web based,

• Multi-venue,

• Shared clients database,

• Central bookings and bookings at each venue,

• Integrated with back office systems for materials, costing and accounting.

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Multi-venue Log-In

Log in as a central user with access to all sites or as a venue specific user.

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Quick Launch Menu

Keyboard Shortcuts for quick launch of menu options

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Customization and Configuration

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Customization

Customized to each venue or chain.

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Customization

YOU CAN MAINTAIN DEFAULT TEMPLATES FOR TERMS & CONDITIONS AND THE SAME CAN BE CUSTOMISED WHILE GENERATING SPECFIC CONTRACTS

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YOU CAN SET UP EVENT TYPES required for rates, MIS statistics

Event Types

Event Tasks

Customization

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YOU CAN SET UP EVENT TYPES required for rates, MIS statistics

Customization

Set Up Types

Cancellation Reasons

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Customization

Bookable venue spaces and space combinations. Capacity per space per set-up type.

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Venue Rentals

Standard pricing is defined per venue-space per set-up time. Higher prices may be set-up for Premium dates. Of course, these can be edited during sales.

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Standard Menus / Packages

Create standard packages for reference These packages may be edited during the sales process and new packages can be created on-the-fly. The packages may be priced any way while creating contract

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Bookings and Contracts

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Booking Diary for a Venue

Daily View of venue booking diary for all Venues. Click on a date / time to view booking details.

Unique

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Daily View of venue booking diary for a single venue. Click on a date / time to view booking details.

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Weekly View of venue booking diary for all venues. Click on a date / time to view booking details.

Unique

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Weekly View of venue booking diary a selected venue. Click on a date / time to view booking details.

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Monthly View of venue booking diary for all venues. Click on a date / time to view booking details.

Unique

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Monthly View of venue booking diary for a selected venue. Click on a date / time to view booking details.

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Quick Booking

In Day View, click on a start time and the on an end time and click the Quick Booking icon.

To add more details, click on Save and Continue.

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Unique!

• View latest availability on any day at any venue / space.

• Create / manage any booking at any venue on any date.

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Booking Details

Multiple functions within a single event booking.

Multiple function spaces and set-up per event booking.

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Menu & Pricing

• Use standard package, modify a standard package or build a new one while negotiating a booking.

• Add rental, F&B and equipment per function / event.

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Cost Calculator

• Estimate event cost based on Chef’s estimate of portions per item that will be served.

• Add cost of 3rd party rental / fees for equipment or additional services.

Negotiate event pricing based on cost information and target margins.

Option to compare pre-event cost estimate with post-event actual cost record.

Unique

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Function Price including Taxes

• Modify pricing and add taxes to arrive at selling price.

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Add equipment and services

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Schedule Departmental Tasks

Notification / reminder sent to concerned Departments prior the function.

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Event Notes and Terms

• Add internal event notes for specific or all functions.

• Modify standard terms to event-specific terms. The modified terms will be merged with the Event Proposal / Contract.

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Deposits & Payment

• Accept and record deposits and payments. The payment due is summarized on the right.

• When used in standalone mode, Payment Receipts are generated from the system.

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Deposits & Payment

• Contracts may be tentative, confirmed, finalized or cancelled.

• Amendments to Confirmed contracts are tracked.

• Finalized Contracts may be amended, but, only with supervisory access.

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Default Screen showing this week events

Future Events are shown on top

Settlement Status of in Progress Events

Option to Print Function Sheet

Option to E-Mail Contracts

Option to send reminder letters

Option to Sort on Date, Time, Room

Contract

Print latest contract or previous amendments.

Print or email.

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Operations

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Multi-function Events List

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Multi-function Events ListView summary of events. Default view – next 7 days.

Print Contracts and Function Sheets.

Add items to Contracts.

Start or close events, including invoicing.

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Print latest or amended Function Prospectus.

Highlight changes to FP.

Function ProspectusMail directly to Departments for action.

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Function Prospectus

CombinedFunction ProspectusFor multi-venue andMulti-dated events

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Daily Function List

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Department wise Task List

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Event Operations

START A FUNCTION

Contract cannot be amended once you do this unless you have special access rights

EVENT STATUS

• Confirmation may be linked to deposit policy

• Contract cannot be amended once finalized unless you have special access rights

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Add items during event

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Close Event & Invoice

Finalize Guest Count. Add any additional items / charges and Invoice.

Events may be invoiced only when all Functions have ended.

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Invoice

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Sales & Marketing

Rich Reporting

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YOU CAN SET UP VENUE WISE AND SALES MAN WISE YEARLY AS WELL AS MONTHLY TARGET. You can specify yearly budget which may be distributed in any manner across months

Set Budgets

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Client’s Database

List of Clients with contact information.

Drill down to past events and details of past events.

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Client Profile

Link with Accounts Receivables.

Classify clients. Example –

• Credit approved

• Blacklist

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Future Bookings Register

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Event Type wise Bookings Register

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Cancelled / Lost Events

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Sales Register

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Payment Register

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Daily Activity Summary

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Venue wise Business

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Venue wise Budget Variance

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Salesman wise Business

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Salesman wise Budget / Variance

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Revenue Head wise Business

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Average F&B Revenue per Cover by Venue

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Average Revenue per Coverby F&B Item

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Event Type wise Business

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Venue wise Occupancy

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Daily Flash Report

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Notional Contract Cost

Estimate of cost based on standard costs entered by the user into the system … hence notional.

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Payments Outstanding

Useful when the system is used in standalone configuration. Else, will be reported by Back Office Accounting software.

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Dashboard

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Integration

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Integrate with Touché POS for invoicing or generate invoices stand-alone. Optionally, share client profiles across venues.

Integrate with Web Prol’IFIC for back office functions like Receivables, Materials Management, F&B Costing and Back Office Accounting.

Integration

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Thank you.

www.prologicfirst.com