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User manual

Venue Management

A hall's night is never sold twice: every inquiry becomes a temporary hold with a deadline, then a contract with payments, then an operations order every department knows.

One calendar that doesn't allow double booking, a temporary hold that expires automatically, and a contract, installments and an operations order in one place. Try it on your hall.

21 tasks

What the system does

  • Halls and time slots
  • Prices
  • From inquiry to contract
  • The bill
  • Contract
  • Operations sheet
  • Monthly calendar
  • Accounting is optional

Tasks

How do I define a new event or conference hall and its capacity?

  1. Go to the Halls and venues menu.
  2. Click the Add new hall button to open the registration window.
  3. Enter hall name, guest seating capacity (banquet table seating, or theater style), area in square meters, and core equipment (lighting, sound systems, LED screens, bridal stage/kosha).
  4. Set standard weekday rental rate, then click Save.
Screen
Venue management › Halls
Permission needed
Halls — halls and sessions / Add

How do I view the daily and monthly hall booking calendar?

  1. Open the Hall bookings calendar page.
  2. Review bookings and events distributed by day and hall with color-coded status badges (confirmed booking, tentative inquiry, maintenance or blocked).
  3. You can click on any event on the calendar to view contract summary or book an open date.
Screen
Venue management › Venue calendar
Permission needed
Halls — calendar / View

How do I record an inquiry or tentative booking request for a client?

  1. Go to the Booking inquiries menu.
  2. Click the Record new inquiry button to open inquiry window.
  3. Select client, event type (wedding, conference, graduation), requested hall, preferred date, and approximate guest count.
  4. Click Save.
Screen
Venue management › Inquiries
Permission needed
Halls — inquiries / Add

How do I convert a client inquiry into an actual event booking?

  1. In the Booking inquiries list, select the relevant inquiry.
  2. Click the Convert to event booking action.
  3. All details are carried over automatically to create a new event profile and provisionally reserve the requested date.
Screen
Venue management › Inquiries
Permission needed
Halls — inquiries / Convert inquiry to a tentative hold

How do I book a hall for a new event and configure packages and services?

  1. Go to the Event bookings menu.
  2. Click the Create new booking button.
  3. Select client, hall, event start and end date and time (morning or evening slot), hospitality package, and any extra services (kosha, DJ, open buffet dinner, photographer).
  4. Click Save booking.
Screen
Venue management › Events · Create
Permission needed
Halls — events and bookings / Add

How do I block a date or hall to prevent bookings for maintenance or holidays?

  1. Navigate to the Hall blocks & closures menu.
  2. Click the Add new block button to open the block window.
  3. Select hall, blackout window (from date/time to date/time), and block reason (renovation work, corporate private event, annual holiday).
  4. Click Save to lock the date on the calendar immediately.
Screen
Venue management › Blocked Dates
Permission needed
Halls — blocked dates / Add

How do I add event and catering packages?

  1. Go to the Hospitality & event packages menu.
  2. Click the Add new package button to open package window.
  3. Enter package name (e.g., Royal Wedding Package, Silver Package), per-person or lump-sum price, and included catering and service items.
  4. Click Save.
Screen
Venue management › Packages
Permission needed
Halls — packages, add-ons and seasons / Add

How do I add extra add-on services that clients can upgrade?

  1. Go to the Add-on services menu.
  2. Click the Add new service button to open service window.
  3. Enter service title (e.g., Specialty Coffee Hospitality, 360 Photo Booth, Extra LED Screens), price, and unit (hourly or daily).
  4. Click Save.
Screen
Venue management › Add-ons
Permission needed
Halls — packages, add-ons and seasons / Add

How do I define pricing seasons and holiday/weekend surcharges?

  1. Navigate to the Pricing seasons menu.
  2. Click the Add pricing season button to open season window.
  3. Enter season title (Summer Wedding Season, Holiday Break), date range, and percentage surcharge applied to hall rates during those dates.
  4. Click Save.
Screen
Venue management › Seasons
Permission needed
Halls — packages, add-ons and seasons / Add

How do I generate and print the event contract for signing?

  1. On the event view page in Event bookings.
  2. Click the Generate and print contract button.
  3. The system generates the hall lease contract detailing penal clauses, payment schedules, and included items, ready for signing.
Screen
Venue management › Events · View
Permission needed
Halls — events and bookings / Print contract and send for signature

How do I grant a discount to a client on a hall rental booking?

  1. On the event page in Event bookings.
  2. Click the Apply discount option.
  3. Enter the allowed discount value or percentage for sales staff and confirm.
Screen
Venue management › Events · View
Permission needed
Halls — events and bookings / Apply discount

How do I exceptionally override the maximum discount limit?

  • Granting discounts exceeding authorized sales limits requires the exceptional discount override permission reserved for senior management.
Screen
Venue management › Events · View
Permission needed
Halls — events and bookings / Discount above the allowed limit

How do I record booking deposits and payments for the hall?

  1. Go to the Booking payments and receipts menu.
  2. Click the Record new payment button to open payment window.
  3. Select event, client, payment type (initial deposit, second installment, final settlement, or damage security deposit), amount, and payment method.
  4. Click Save payment to issue an instant receipt voucher.
Screen
Venue management › Payments And Receipts
Permission needed
Halls — payments and receipts / Add

How do I officially confirm a booking after deposit collection and contract signing?

  1. On the booking view page in Event bookings.
  2. After verifying receipt of deposit and signed contract, click the Confirm booking button.
  3. The reservation is finalized and the date is locked exclusively on the calendar.
Screen
Venue management › Events · View
Permission needed
Halls — events and bookings / Confirm booking

How do I prepare the Banquet Event Order (BEO) for kitchen and operations?

  1. On the event page in Event bookings.
  2. Click the Banquet Event Order (BEO) button.
  3. Specify operational details and timelines for field teams: setup and equipment load-in time, dinner buffet service time, number of waitstaff, and security supervisors.
  4. Click Update and distribute BEO to kitchen, maintenance, and operational teams.
Screen
Venue management › Events · View
Permission needed
Halls — BEO / Edit

How do I refund a security deposit or canceled booking payment to a client?

  1. In the Booking payments and receipts list, select the deposit or payment voucher due for refund.
  2. Click the Refund amount action.
  3. Enter the refund amount after deducting damages if any, select bank refund method, then click Confirm refund.
Screen
Venue management › Payments And Receipts
Permission needed
Halls — payments and receipts / Refund amounts to client

How do I cancel an event booking per cancellation policy?

  1. In the Event bookings table, select the desired event.
  2. Click the actions button and select Cancel event.
  3. The system enforces deposit refund conditions based on notice period prior to event date, and releases the hall on the calendar.
Screen
Venue management › Events
Permission needed
Halls — events and bookings / Cancel event

How do I override cancellation policies and fees by special administrative decision?

  • Canceling an event without applying standard penalty deductions requires exceptional cancellation override permission reserved for the General Manager.
Screen
Venue management › Events
Permission needed
Halls — events and bookings / Cancel with a refund rate different from the policy

How do I finalize and close an event after it concludes?

  1. On the event page in Event bookings after event conclusion.
  2. Click the Complete event button.
  3. The event profile is closed, finances routed to final settlement, and hall facility condition inspected.
Screen
Venue management › Events · View
Permission needed
Halls — events and bookings / Close event after it takes place

How do I generate hall occupancy and venue revenue reports?

  1. Open the Venue reports page.
  2. Select desired report (hall occupancy rate report, revenue by packages and seasons report, due and overdue payments report).
  3. Click View report or Export to Excel/PDF.
Screen
Venue management › Venue reports
Permission needed
Halls — reports / View

How do I configure venue settings, security deposit policies, and booking lead times?

  1. Go to the Venue settings page.
  2. Configure damage security deposit policy, mandatory deposit percentage to lock booking, and minimum cancellation notice days without penalty.
  3. Click Save settings.
Screen
Venue management › Venue settings
Permission needed
Halls — settings / Edit

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