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Home > Events and Catering > Getting Started

You can manage events seamlessly in Execu/Suite's Catering and Event Management system.

Before you use your Event Management software you need to set up meeting rooms, event items, staff departments, charge codes, etc.  Once you've set up the controls you do not need to set them up again unless you make additions or changes.

This guide takes you through each of the setup steps, in the order you should do them.  If you have a stand-alone catering or event management enterprise without a hotel, you can skip the Hotel Settings section unless advised otherwise. 

Setup: summary
Setup: step-by-step instructions

Setup: summary

Hotel Control Settings

Manager/Setup > Hotel Control Files Setup.

  • Room Types - Set up room type CONF.  You do not need to enter rates.  Answer N to "include in count?".

  • Rooms - Set up the meeting rooms or spaces.  The room numbers can be alpha or numeric or a combination, up to four characters.  The description may be up to 20 characters.  You do not need to enter rates. If you do not want them to display on the Tape Chart, answer N to "include in count?".

  • Charge Codes - Set up charge codes for each event/catering billable item, including service charges.  We suggest the descriptions start with the same word such as EVENT and the codes start with the same letter such as E.  This is not required; it just makes lookup easier.

  • Meeting Room Parameters - Enter your last contract number (the next contract will start sequentially), last cancellation number, service charge percent (enter 20 for 20%, 12.5 for 12.5%), and valid hotel charge code for the service charge (or gratuity).

Detailed instructions                                                     

Event Control Files

 Click the Events icon or Go to Sales > Catering / Event Management.  Select Set-up Event Control File.

  • Departments - Enter departments such as Food & Beverage, Reservations, Sales, Housekeeping.
    •                
  • Categories - Enter categories for items.  Examples:  Breakfast, Lunch, Break, Rooms, Setup, Media.  You can make as few or as many as you wish.  To sort lookup you can enter a leading character for similar or related categories.  Examples:  F-Breakfast, F-Lunch, S-Tables, S-Chairs, etc.  Do what makes it easiest for you.  As you enter items into the event, you will first select a category and then select the items within that category.
    •                
  • Items - Enter each item that should print on the Event Order, the folio or the event check.  This includes no-charge items such as note pads if this should be part of your event order.  Each item is coded and we suggest starting like items with the same character, such as R101, R102, etc., for rooms; D101, D102, etc., for dinner, and so on.  Do what works best for you.

Detailed instructions           

Document Templates      
  • Event Order - Execu/Tech will provide one event order which you may use as-is or edit to suit.  This document will be your template that gets populated when "Generate Documents" is done.  This document must be placed inside the Documents folder located within the ExecuTech Hotel folder.  The template does not go inside each group or event's folder located inside Documents.  You may make multiple copies to edit into separate documents if you wish (such as Banquet Event Order, Conference Event Order, etc.).  You do not have to use the template provided; however, you must use a *.DOC (not docx) Microsoft Word Document and you must insert the appropriate tags.  Upon request, Execu/Tech will format or tag your event order template for a fee. 
    •                    
  • Contract - Execu/Tech will provide one contract which you may use as-is or edit to suit.  This document will be your template that gets populated when "Generate Documents" is done.  This document must be placed inside the Documents folder located within the ExecuTech Hotel folder.  The template does not go inside each group or event's folder located inside Documents.  You may make multiple copies to edit into separate documents if you wish (such as Event Contract, Event and Lodging Contract, etc.).  You do not have to use the template provided; however, you must use a *.DOC (not docx) Microsoft Word Document and you must insert the appropriate tags.  Upon request, Execu/Tech will format or tag your contract template for a fee.
    •                    
  • Timeline - Execu/Tech will provide one Event Timeline document which you may use as-is or edit to suit.  This document will be your template that gets populated when "Generate Documents" is done.  This document must be placed inside the Documents folder located within the ExecuTech Hotel folder.  The template does not go inside each group or event's folder located inside Documents.  You may make multiple copies to edit into separate documents if you wish   You do not have to use the template provided; however, you must use a *.DOC (not docx) Microsoft Word Document and you must insert the appropriate tags.  Upon request, Execu/Tech will format or tag your timeline template for a fee.
    •                    
  • Other Documents - You may use any document you use for the "Generate Document" function.  The document must be placed in the Documents folder within the ExecuTech Hotel folder.  The document must be saved as a *.doc (not *.docx) file.  The document must be tagged appropriately.

Detailed instructions

Back to top

Setup:  step-by-step instructions

Hotel Control Settings
Event Control Files
Document Templates

 

Hotel Control Settings

Go to Manager/Setup > Hotel Control Files Setup. 



When the Manager/Setup menu opens, go into each of the following:

   Room Types
   Rooms
   Charge Codes
   Meeting Room Parameters

Room Types:



The room type must be CONF for it to work with the Events room booking.  Rates are not entered here.  See Room Types setup  for further instructions.

Rooms:



The room number may be up to four characters, letters or numbers.  The Room type must be CONF.  Rates are not entered here.  See Rooms setup  for further instructions.

Charge Codes:



Each chargeable (priced) event item should have a Hotel charge code.  It's a good idea for each code to begin with the same letter such as E or C.  See Charge Code setup  for complete instructions on setting up charge codes.  You also need a charge code for your event service charge.

Meeting Room Parameters:
                           

 

 

 

Event Control Files

Click the Events icon or go to the Sales menu and select Catering/ Event Management.



Select Set-up Event Control File.



Set up Departments, then set up item Categories, then set up Event Items.

Departments:



Give each department a code then a description.  Answer Y or N as to whether the department should receive detail or summary information.  Enter an email for the department contact or supervisor.  At this time department memos cannot be emailed, but this feature will be available in the next release.  Below are sample departments.


                                                       

Categories:



Each event item requires a category.  Above are sample categories.  Use what works best for you.  When you look up items in the Item Entry screen you will look up by category first.

 Items:



Each item to be printed on the Event Order (BEO) or other document should be assigned an item.  This includes non-chargeable amenity items if you wish to include them.  Above and below are sample items.



Below is the item setup screen followed by instructions.



"Item Code"   Item codes may be up to four characters.  It is a good idea for like items to have the same leading character, such as F for food items or L for lunch items; or R for rooms or V for venues; S for setup, etc.

"Item type" Enter F for food & beverage, S for setup, M for media/AV, and O for other.  These will calculate on the item entry screen and the sums can print on documents.

"Item category" Enter the category for this item or click the magnifying glass icon to look up.

"Item description" Enter a description for this item.  The first line will display at item lookup.  The first line will print separately on documents such as event orders.  For example, the first line might read, "Baked chicken dinner" and the additional lines might include the full menu for this item, its components, or cooking details.

"Item price" Enter the default price per unit for this item.  Example: 19.95

"HOTEL charge code" Enter a valid Hotel charge code  for this item.

"Subject to gratuity?" Enter Y if a service charge should be calculated and added automatically.  See Meeting Room Parameters.

 

 

 

Document Templates

Execu/Suite Catering and Event Management uses Microsoft Word® to generate auto-populated documents.  Although most versions of Word will work, the document must be saved as a *.DOC and not as a *DOCX or *DOCM file.

Execu/Tech will provide the following templates:

Event Order - click HERE for sample generated Event Order in PDF.
Catering Contract  - click HERE for sample generated Catering Contract in PDF.
Catering and Lodging Contract  - click HERE for sample generated Catering & Lodging Contract in PDF.
Event Timeline  - click HERE for sample generated Event Timeline in PDF.

You may use and edit the existing templates or create templates of your own.  Execu/Tech can design or edit your templates for a fee.  Pricing depends on your specification, number of documents and pages, and complexity of the document.

You can set up additional documents such as department memos to send to specific departments within your company.

Contact Execu/Tech for a list of available tags or click HERE to download.

You must save the document templates in the Documents folder located inside your ExecuTech Hotel folder.
           
 Go to Event Setup.


END OF DOCUMENT


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