How OPERA Sales & Catering can help you to run a successful event
Large hotels and chains that frequently host events that earn a significant portion of the owner’s income need high-quality and efficient automation for the event preparation process. OPERA Sales & Catering is an integrated PMS module that can help hotels to organize and successfully achieve this outcome.
The Sales part
The Sales part is a customer management system that is integrated into the hotel’s PMS and contains a module that systematizes the tasks of each sales team member. This is a task list where staff can see the activities of every team member, including the event’s organization. You can also add new tasks to team members and witness reports.
For example, a sales manager can set their team the task of making a set number of calls and meetings. At the end of the month, they will get a report showing how well each employee has done and a detailed view of their activity on each task.
The module’s search facility is very user-friendly. For each event or case, the entire activity history and chronology are there to be seen, as is the ability to select a particular client, view all the meetings with him and the employees who carried them out.
Learning to use the activity module takes about 30 minutes and is of great benefit in large hotels where it can be difficult to communicate due to the size of the departments. You no longer waste time contacting a colleague to ask for details; with the Sales module, you look at the general program and instantly have all the details and information in front of you.
The Catering Part
Large hotels with many conference rooms that organize coffee breaks, buffet tables, banquets, and many other significant events during a working day will find the Catering part greatly simplified.
The module’s primary task is to monitor the status of the rooms; are they busy or free? Once you know this status, the desired space can be put on the waiting list.
Another module component is the provision of a detailed menu which the customer chooses from. In addition to the standard banquet menu, it is possible to add exclusive dishes that a particular customer wants. This also covers drinks and any other items the hotel can provide.
At the same time, standard meal options can be transferred from the menu and added to a specific event. The module is very flexible; you can change anything on the prepared menu, including the cost. When the event is created, the restaurant staff can see the number of servings for each dish.
Equipment and services can also be added, such as a microphone, stage, DJ, interpreter, or airport transfers. As with exclusive dishes, exceptional services can all be attached directly to the event.
Efficient detailing
A Banquet Event Order (BEO) document is created from the module. It details all the event components and is given to the customer to show the degree of preparation and organization they have entrusted you with.
The BEO can also be sent to the kitchen so the chefs can check the number of dishes and the menu’s composition. The banquet service determines the seating arrangements and the menu assigned to each table. This document has a clear structure so employees can use it on their tablets or mobile phones.
The way it works
The organizer enters the client’s information, reserves the room, and creates the menu. Within a day or two, all the information for the event is sent out to the different departments. The POS handles the financial part, which generates the receipt, and the information is transferred to PMS OPERA.
The purpose of this module is to simplify event planning, but you can also use it to look ahead. However, the most critical report remains the detailed Banquet Event Order, which allows you to conduct the event to the highest possible standard.
Author: Andrey Volodkin, Product Manager Opera
