The Maestro Sales and Catering Module will assist your sales and marketing efforts with a comprehensive client contact and history database as well as assist your catering department with all aspects of event planning and scheduling.

Functions and Features Summary

Booking and Function Room Blocking

• Function book is completely automated with no limits on future bookings
• Bookings may be a simple one day affair, or complex with multiple days, multiple function rooms and multiple events
• Recurring and multiple bookings may be done directly from availability display charts
• Availability display charts provide complete access to all booking and client information
• Bookings may be tentative, definite and wait-listed
• Space blocking and event planning may be done independently and in stages as information becomes available
• Ability to provide detailed booking quotation without assigning inventory
• Existing booking information may be copied (whole or partial) to new bookings
• Event re-scheduling (move to different dates) is done with ease
• Ability to handle off premises catering
• Ability to handle function rooms in multiple buildings

Set-up Features and Controls

• Valid serving time for food and services can be configured for each item
• Set-up inventory requirements and availability reports are produced on demand
• “Do not move” status may be assigned to an event
• Capacity requirements are monitored
• Ability to specify tax exemptions for each booking
• Ability to specify gratuity exemptions for each booking
• Substitutions and new items may be added for each event
• Ability to log staff time spent and type of work done

Event Planning and Tracking

• Event planning options include room set-up, menus, beverages and special services
• Activity planning for events are date, time and clerk sensitive
• Creation of trace to help monitor booking and client activities
• Ability to generate ‘to do’ list for clerks and management
• Ability to set-up deposit requests and monitor receipts
• Ability to set-up standard trace templates for date tracking (cut-off dates, contracts due, etc.)

Delegates Management

• Delegate name tracking per event and convention
• Registration processing for convention and sponsored events
• Fees collection management may be done prior to and as part of registration
• Name badges printing may be done prior to and during registration
• Ability to print tickets for events

Charges, Costs, and Time Tracking

• Ability to maintain prices and costs on all items and for staff time
• Ability to log and track staff and consultants time spent by task
• Ability to generate revenue and costs per delegate, event and booking
• Ability to post phone charges directly to event folio via call-accounting interface
• Ability to post invoices to A/R system

Changes Tracking and Reporting

• Ability to track changes of required details
• Ability to report on changes in several criteria
• Immediate notification of changes to the responsible clerk
• Ability to report on changes via Forms report writer

Client and Contact Management

• Ability to maintain unlimited client contacts and related information
• Ability to assign multiple attributes to clients
• Ability to plan and monitor date sensitive activities (e.g. follow-ups, send info, etc.)
• Ability to retain unlimited notes on client level
• Complete history of details is retained for access and statistics
• Ability to generate sales and statistical reports as required
• Ability to cross reference affiliated clients/companies

Authorization and Access Control

• Ability to assign staff, management and sales personnel to each booking
• Ability to control booking access permission by clerk and level of authorization
• Ability to assign authorized staff by booking
• Ability to restrict clerk access by job responsibilities

Reporting and Queries

• Forms generation facility to generate:
• Customized Contracts, invoices etc.
• Itineraries for functions and events
• Confirmations with text and booking information
• Liquor permits
• Standard daily and on demand operational reports are available for staff and management
• All reports may be viewed on screen and/or printed
• Reports distribution templates may be set-up for groups of clerks
• Automated clerk mail messages

Management Tools and Interfaces

• Staff messaging and activity planning is available to support staff communications and project planning
• Fax output facility is integrated to support transmission of client contracts and reports
• Ad hoc query and report writer facility is integrated and allows access to all data retained
• Database access via office productivity tools to generate reports and contact the client
• Forms generation facility is integrated and is used to generate custom forms and documents