you can easily track the event by the smart calendar that shows you the events going and help you not losing them by keeping you in touch.

1. Track bookings with flexible event calendars
Now you and your team can manage space and room bookings with one
easy-to-use, color-coded event calendar tool. Never double book an
event with our time/space conflict alerts. Track one or multiple rooms
and use "room view" to see your facility’s availability. Sync with other
popular electronic calendars like Google Calendar, iCal and Outlook.
Easily add inquiries, tours, walkthroughs, appointments and holds for
prospects.
Collaborate online with staff and clients
With our Web-based banquet and wedding venue management
software, you and your staff, contractors and clients can all easily
communicate, access information and share tools in real time. At-a-
glance dashboards, downloadable reports and timely reminders keep
everyone on the same page. Invite unlimited users into your account and
control their access permissions. Track email communications plus
collect input via online forms and surveys.
9 must-have banquet hall management software
tools
Whether you run a banquet hall or wedding venue or manage banquet
sales for a hotel, restaurant or club, you are in the business of creating
unforgettable experiences for your customers and their guests. And a big
part of creating these experiences is to be able to take their input and
ideas and turn them into a smooth-running event that is the realization of
their vision.
To do this, at some point you must address a critical challenge ... how to
collect and organize all the data regarding your events (including

2. customer input) and establish processes for you and your team to
manage and implement this information effectively.
Many banquet venues start out by using spreadsheets and off-the-shelf
e-calendars to track this information, but eventually they outgrow these
tools because they simply were not built to 1) handle larger event loads,
2) work together seamlessly and 3) respond to the very specific needs of
banquet hall managers.
Thankfully, with the boom of Web-based software in recent years, there
are now a handful of excellent online banquet and wedding venue
management software options available to you.
First off, why use online banquet hall software? Well, the benefits of
using such tools are myriad (which is why thousands of event venues
have starting using them over the last several years) and they include:
 Centralizing your data and information in one place so it’s easy to store and
find.
 Standardizing how you take in inquiries and track event bookings.
 Being able to track every event from beginning to end.
 Generating more revenues and improving ROI through creating efficiencies
and minimizing lost data.
 Improving the customer experience for your clients and their guests.
Second, where do you start in evaluating banquet hall management
software? Before you dive into searching for applications on Google, I
would advise that you first create a list of jobs or tasks that you want a
piece of software to help you accomplish. Examples could be "help me
manage my event bookings" or "streamline our sales funnel."
This list can be as long or as short as you need it to be, but what you will
do is take this list and then compare it to the list of features of the
software platforms you are assessing. This way you will find a solution

3. that fits your specific needs - whether it’s an all-in-one type application or
a more specialized platform that focuses on particular functions that you
need.
With that said, what should you expect a reception or wedding venue
software to do for you? Here are nine must-have features you should
expect every platform to contain.
1. Event Bookings Calendar
Any banquet management system that you consider MUST have some
sort of banquet hall booking software tool at its core. At the least, this
tool should allow you to add bookings easily as well as track prospective
event dates, sales appointments, food tastings, walkthroughs and the
like. It should also alert you when you are about to double book a
particular room or time so that you don’t double-book events. And it
should be able to sync with other electronic calendars (especially if you
are using one currently for your business).
2. Reporting and Data Insights
Not only should wedding venue management software enable you to
easily store and retrieve event information, but it should also arrange this
information in a way to give you key insights so you can make better
decisions for your hospitality business based on actual data. Such tools
include flexible reporting on financials, open invoices, revenues/sales,
event bookings and facility usage. They also include overview
dashboards for providing up-to-the-minute status on events plus
reminders and notifications so nothing slips through the cracks.
3. Collaboration Capabilities
Whether you run a single venue or a multi-venue business, you most
likely have staff members with whom you need to work closely in order

4. to deliver amazing experiences. As such, your software needs to
facilitate collaboration with both team members as well as contractors,
vendors and clients. This would first entail the ability to add additional
users to your account and set their access permissions. However, this
can also include email and text messaging tools from inside the
application as well as task management capabilities. Some platforms
may offer file storage and even staff scheduling tools (although other
stand-alone applications may handle these functions better).
4. Billing and Budgeting
How and when you get paid can make a big difference when it comes to
your facility’s cash flow, so you want to make sure your banquet hall
management software enables you to establish fluid processes for
creating and sending invoices and collecting payments. Helpful features
here include the ability to create custom packages; charge for things like
taxes, gratuities and service charges; and establish automated payment
schedules for invoices. In addition, online credit card payment
processing can expedite how fast you get paid (but make sure your
provider is PCI compliant). Finally, budgeting tools can help you keep
track of costs and profits.
5. Inquiry and Lead Tracking
This can entail a wide variety of functions, but generally it includes CRM
tools for tracking contact information and communications, lead pipeline
management tools, and online booking forms or inquiry widgets. In
addition, you should look for platforms that offer quote and proposal
builder tools, online contracts management and electronic signature
capture abilities.

5. 6. Catering and Food Management
Whether you run your own kitchen or catering service or contract out
your food-and-beverage services, you will still need some kind of
banquet booking software tool to manage catering orders placed by your
customers. Not only should the tool be able to store basic details
(headcounts, setup/teardown times, etc.) but it should also be able to
track menus and menu items as well as produce documents like BEOs,
chef sheets or run sheets. In addition, it’s helpful to be able to create
banquet hall floor plans and/or wedding venue floor plans to show your
staff who should be delivered which meals. Inventory, resource and
rental management tools aren’t usually included in such platforms, but
it’s a plus if they are.
7. Customer Relationship Management
Many venues keep their lights on thanks to repeat customers, so making
a big impression with customers is a big deal if you want them to rent
again. This means having banquet hall management software that
simplifies how your customers do business with you. This can include
online customer portals or account logins; the ability to share value-add
tools like attendee management, event website and registration/ticketing
tools; and streamlined document sharing (like contracts and proposals)
for quick reviews and approvals.
8. Integrations With Other Platforms
In this day and age, there’s no reason why you should be double-
entering data into multiple applications, and so your wedding venue
management software platform should be able to integrate with other
applications and share data with them. Most venues typically use
between 5-15 separate pieces of software at any given time (including
tools like Quickbooks, Xero, Google Drive, MailChimp and Dropbox as
well as point-of-sale programs and social media apps like Hootsuite),

6. and so it is a huge timesaver if your venue software can share data with
these other apps.
9. Easy to Use, Set Up and Afford
Although not technically a "feature," user friendliness is a big factor in
whether you and your staff will actual use the application on a daily
basis. As such, you should look for banquet hall management software
that has an intuitive user interface; logical navigation structure; and
offers support and training. In addition, companies that offer demos and
free trials let you see for yourself how the tool will work before buying it
and whether you will see value in it in the long run. Finally, you should
consider your budget for software and if a tool is affordable based on
your needs and what you have set aside to spend.

7. Banquets
Celebrations
Concerts
Conferences
Corporate Events
Fundraisers
Galas and Proms
Meetings
Parties
Receptions
Reunions
Weddings