Skip to main content
GullySystem

Views by Role for Event Companies

An event company splits its work between owners, the sales desk, coordinators, supervisors and accounts. Each role works from the part of the record that it acts on.

Share your requirements

Who works in the system

Wedding planners, event companies and banquet operators often run several functions on the same weekend. The enquiry, the quotation, the vendors, the staff and the money all belong to the same event. Different people handle each part. The roles below show who does what, starting at the enquiry and ending at the settlement.

What each role works from

For owners

Owners watch the calendar, the confirmed events, the advances out with vendors and what each event made. Quotations above a set figure go to the owner for approval. Owners look at the company as a whole.

For the enquiry and sales desk

The desk logs enquiries, fixes site visits and builds quotations at different head counts, following each one up until the date is confirmed or the enquiry is lost.

For event coordinators

Coordinators book vendors, build the day schedule, deploy staff and manage late changes. Once the function starts, they can work from a phone. The run sheet is their main page.

For on-ground supervisors

Supervisors open the run sheet at the venue and mark staff present on arrival. They also note what left your stock and what came back.

For accounts

Accounts records client payments, pays or adjusts vendor advances, raises the final invoice and follows up on the balance. The books stay in Tally.

How the roles hand over the event

  • Sales desk: enquiry, site visit and quotation
  • Owner: approval of quotations above the set figure
  • Coordinator: vendor bookings, run sheet and staff slots
  • Supervisor: attendance and stock on the day
  • Accounts: payments, vendor bills and the final invoice

What the company decides

Which screens each person opens, and which quotations need the owner’s approval, are agreed during implementation. Coordinators and the sales desk are trained on an event that the company has already run. People are not assigned to roles on their own.

FAQ

Frequently asked questions

Can the owner approve quotations above a certain amount?

Yes. Quotations above a figure that the owner sets can be held for approval before they go out.

Can a supervisor work from a phone at the venue?

Yes. The run sheet opens in a phone browser, where staff are marked present and stock movements are noted. It also prints.

Does accounts see the vendor advances?

Yes. Accounts records advances with the mode and the payer, and then sets each vendor bill against them.

Who is trained before a live weekend?

Coordinators and the sales desk. They train on an event the company has already run, before the system is used on a live function.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements