Caterbook's dedicated Events & Functions module is an optional add-on for our hotel PMS software.
Unlike a hotel room, functions do not 'depart' the day after they 'arrive' - our function spaces work differently, as we've developed this feature from the ground up and not tried to shoe-horn functions into the existing way accommodation spaces are managed.
Each function room can be configured to be booked for one or more of three 'sessions' throughout the day - Morning, Afternoon and Evening. Additionally, event coordinators can record the agreed start and end time of the room's booking within the function record.
A function room can be booked more than once per day, but each session can be booked only once. A business networking breakfast can be booked for the morning session, whilst a silver wedding celebration might be booked into the same space for the evening.
An event can have one or more rooms associated with it, across one or more days, allowing for complex multi-room, multi-date events to be managed.
A function room can be configured with a suggested 'room hire' price, although this is optional and can be overridden at the point of booking.
You can then customise the event around your user definable extras, such as wedding packages and catering options. Again these have suggested prices but can be overridden - if someone wanted a specific dessert from a different menu then you could adjust the suggested per person price to allow flexibility for the booker to tailor their event.
If your EPOS system supports posting to the room, and has a spend limit, this can also be used to facilitate a bar tab for an event.
Each room within a function has a file store, where event coordinators can store digital assets that all team members might need to access - seating plans, menu choices, signed proposals and quotations etc.
Additionally, each room has an Itinerary which can be printed for internal use, so that staff working on the event are appraised of the running order throughout the duration of the event.
Any accommodation bookings that are associated with a function can be linked, meaning staff can quickly move between the function and the hotel rooms.