OLOW Hotel ERP

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User Guide: Event Coordinator ​

For: Event Managers, Banquet Sales, and Hall Coordinators Role: Event Coordinator Last Updated: January 27, 2026

Table of Contents ​

  1. Role Overview
  2. Availability & Inquiry
  3. Booking Workflow
  4. Services & Catering
  5. Event Execution & Closing
  6. Troubleshooting

Role Overview ​

As an Event Coordinator, you sell and manage the hotel's meeting spaces (Halls, Ballrooms, Gardens). Your job is to maximize revenue (Yield) while ensuring zero double-bookings. You coordinate three streams of revenue: Rental, Catering, and Services.

Key Responsibilities ​

  • Sales: Converting inquiries into Confirmed Bookings.
  • Planning: Detailing requirements (Menu, AV, Decor).
  • Billing: Invoicing and collecting deposits/final payments.
  • Coordination: Communicating "Function Sheets" to Ops.

Module Access ​

  • ✅ Hall (Events) - Full access.
  • ✅ Calendar - View availability.
  • ✅ Kitchen - Send catering orders.
  • ✅ Accounting - Invoicing.

Availability & Inquiry ​

Checking The Calendar ​

  1. Navigate to Hall > Calendar.
  2. View: Switch between Month / Week / Day.
  3. Color Codes:
    • 🟨 Tentative: Inquiry/Draft (Can assume capacity).
    • 🟩 Confirmed: Deposit Paid (Locked).
    • ⬜ White: Available.
  4. Conflict Check: The system will physically prevent you from booking an overlapping slot.

Booking Workflow ​

1. Pencil Booking (Draft) ​

Client calls: "Is the Ballroom available on Feb 14th?"

  1. Navigate to Hall > Bookings > Create.
  2. Customer: Search/Create.
  3. Hall: Select Venue (e.g., "Grand Ballroom").
  4. Time: Feb 14, 08:00 to 17:00.
  5. Attendees: 200 Pax.
  6. Save as Draft.
    • System: Blocks the slot tentatively.

2. Quotation ​

  1. Open Booking.
  2. Hall Charge: System calculates based on Hourly/Daily rate.
    • Example: Daily Rate $1000.
  3. Add Catering/Services (See Section 4).
  4. Print Quote: Generate PDF and email to client.

3. Confirmation ​

Client pays deposit.

  1. Open Booking.
  2. Add Payment: Record the Deposit (e.g., 50%).
  3. Click Confirm Booking.
    • System: Status -> CONFIRMED. Date is hard-locked.
    • Accounting: Revenue Recognized (or categorized as Deposit Liability depending on setup).

Services & Catering ​

Maximize revenue by up-selling.

Adding Catering (F&B) ​

  1. Go to Catering tab.
  2. Add Package: "Buffet Lunch - Gold".
    • Price: $25 per person.
  3. Effect:
    • Cost = $25 * 200 Guests = $5,000.
    • Automation: If you change Attendees to 250 later, this cost auto-updates to $6,250.

Adding Services (AV/Decor) ​

  1. Go to Services tab.
  2. ADD "Projector Rental" ($50).
  3. ADD "PA System" ($100).

Event Execution & Closing ​

The "Function Sheet" (BEO) ​

1 week before event:

  1. Click Print Function Sheet.
  2. Distribute to:
    • Chef: Needs to know: "Lunch at 1pm, 200 Pax, No Peanuts".
    • Housekeeping: Needs to know: "Setup Classroom Style".
    • Maintenance: Needs to know: "Setup Mic/Speaker".

Post-Event Settlement ​

  1. Adjustments: Did they drink extra water? Break a chair?
    • Add Post-Event Charges.
  2. Final Invoice: Generate Final Bill.
  3. Payment: Collect Balance.
  4. Close: Click Complete Booking.

Troubleshooting ​

IssueSolution
Double BookingSystem prevents this. To override (e.g., partition wall), use "Sub-Halls" if configured.
CancellationIf Client cancels, click Cancel. Select Reason. System allows refund or forfeiture of deposit based on policy.
Pax IncreaseAlways update the "Attendees" field. This ensures the Kitchen prepares enough food.

TIP

Yield Management: Try to sell "Services" rather than just the Room. The margin on a Projector Rental or Coffee Break is often higher than the Room Rental itself.