Banquets

Client Offer

Sales personnel can quickly and easily prepare professional great-looking document offer. The module allows the automatic document creation based on the received inquiries and prepared templates that are customized to the specific needs of the congress hotel.

Bookings, Client Profiles & Waiting lists

The system enables you to create single or repetitive bookings simply by copying existing events.

Graphical view of occupancy & capacity management

The Event Plan offers a graphical display of hall's or meeting room's occupancy by days, weeks, and months, using different colors for easier event overview.

Dynamic sale of conference halls and meeting rooms

The halls can be sold as a whole or as separate units, where basic measures are defined for every selling unit (width, height, area, entrance width and height, maximum number of attendees for individual set-ups, such as theater, classroom, reception, boardroom, etc.).

Work Order

Work order includes all basic information about the client, arrangements, and other order data: reserved halls, technical equipment, personnel, order instructions of preparing meals and break times. Work order also includes arrangement schedule by days and comments to the arrangement or to individual event within the arrangement.

Banquet Task Monitoring System

Fidelity Banquet Task Monitoring provides real-time information to manage and control different event preparation work departments, such as F&B service, kitchen or technical department. The module enables automated instructions to appropriate employees or to each individual department; whilst each department/employee have the possibility to confirm concrete task completion with the help of a touch screen. The monitoring is carried out by a monitoring system of ordered and carried out tasks in real-time.

Graphical display of conference halls and room seating charts for individual event including reservation of seats / tables

Each individual event can have different seating charts and seating arrangements. Due to the flexible pricing, reservations and selling of individual seats and tables to the customer may differ (ex. higher price for the table in the first row).

Online event registration and reservation of the seat/table

The module supports online registration of participants to the specific event in real time, enabling also a booking of a specific table / seat, an online payment and issue of registration cards / tickets.

Accommodation management

With Fidelity PMS integration Fidelity Banquet solution can easily book events and at the same time reserve rooms in multiple properties for event participants. All event participants can be added to your Fidelity PMS as group members. As event participants hotel guests can receive special arrangements, special prices or discounts.

Flexible billing

You can create numerous invoices including proforma invoices before the event and group invoices for all hotel and banquet services after the event.

Powerful Reporting

The system enables you to generate various reports to see how your banquet business is doing including client reports, weekly or monthly event reports, sale by banquet halls, sale per month, sale per client and more. Reports can be customized.

A comprehensive banquet management system is included as part of the WINHMS ERP. Within this system it is possible to block a venue for wait listed bookings as well as for maintenance purposes. Venues can be reserved in advance with confirmed or tentative status. When reservations are tentatively made a cut-off date will need to be defined.

Reservations can be made with the following data:

• Statistics and information of attendees
• Booking of multiple venues for the same reservation with individual venue rate
• Meal plan, plan menu items, additional snacks and beverages for the function
• Guest details
• Amenities of each function
• Stewards details for each function
• Event details of each function

The system supports audit logs for reservation amendments so a detailed history can be maintained for all changes made against a reservation. The reservation screen displays the venue status chart where venue availability is highlighted for any period. Reservation confirmation, reinstatement of cancelled reservations and short close of reservations are supported features. It is possible to display a function prospectus, function confirmation, receipts and bill printing functionality.

Billing features include splitting of bills, splitting of amounts, session based billing and consolidated billing for all sessions. Advances, paid-out and refunds for reservations are supported. All sums are automatically adjusted by the system against the final bill prior to settlement. Various settlement methods are supported similar to all other WINHMS modules. Further, settlement to companies are posted to the accounts module if the accounting module has been included as part of the WINHMS ERP.

Analysis and extensive reporting features are provided which include audit reports on bill re-settlement, KOT amendment, bill re-prints, venue query chart, function of the day, booking details, banquet sales analysis, banquet sales forecast, popularity analysis and cover analysis.

• Manage multiple banquets in single window
• Dynamic calendar view of booking of each banquets with details on single click
• Drag and drop facility of menu selection for every course of meal from list of items
• Facility to attached special instruction for preparation for every menu item
• System send well formatted confirmation email to customer
• Function prospects for food & beverage department
• Generate report for the list of extra services to be provided on the day of event
• Direct billing from the booking, allows changing quantity, additional items/services