Features
Events & Conferences
From the first enquiry to the last delegate’s checkout.
Events and conferences are high-value, high-complexity bookings — multiple venue spaces, catering requirements, audio-visual setups, accommodation blocks, and bespoke packages all running in parallel. Hospitality360 holds everything together in one event record: the venue schedule, the catering order, the delegate list, and the billing, so every department knows what they need to deliver without chasing down event sheets.
- Event and conference bookings
- Venue and space scheduling
- Catering and F&B integration
- Delegate and attendee management
- Package and rate management
- Event billing and invoicing
- 1Create an event record from the first enquiry
- 2Schedule venue spaces without conflict
- 3Attach catering requirements to the event
- 4Manage delegate lists and accommodation blocks
- 5Sell packages and manage event rates
- 6Invoice the client and settle the event account
Create an event record from the first enquiry
Log an event enquiry before anything is confirmed — client details, event type, expected attendance, preferred dates, and provisional venues. The enquiry moves through a simple pipeline from provisional to contracted so the team can see the conversion status of every piece of business in the pipeline.
Schedule venue spaces without conflict
Venue spaces — conference halls, boardrooms, outdoor lawns, and breakout rooms — are managed on a shared calendar so two events can never be assigned the same space at the same time. The scheduler shows setup and breakdown buffers as blocked time so one event does not spill into the next.
Attach catering requirements to the event
Specify catering — breakfast, lunch, tea breaks, dinner — directly on the event record, linking to the F&B team’s menu and pricing. Catering orders feed into the kitchen the same way restaurant orders do, so the kitchen plans from one system and the cost posts to the event’s invoice automatically.
Manage delegate lists and accommodation blocks
Upload or enter the delegate list and link it to a room block for accommodation. Delegates are assigned rooms and, if they are staying in-house, a guest profile and folio are created for each one — so the event produces a set of individual stays that the front desk handles just like any other booking.
Sell packages and manage event rates
Configure delegate packages that bundle accommodation, catering, and venue hire at a single per-head or flat rate. Packages apply to the event bill so the client sees one clear cost and the property collects correctly from each component.
Invoice the client and settle the event account
When the event closes, an invoice is generated from the event record — venue hire, catering, accommodation, and extras, all itemised. Pre-event deposits are applied, the balance is due, and the event account settles without any manual assembly from multiple departments.