Banquet and Hall Bookings for Hotels
A hall or lawn is booked by date and slot like a room, but what it carries is a function. Pax, menu, setup and advance sit on one sheet.
The hall diary
Venues sit on their own diary, beside the room chart rather than inside it.
The function sheet
One sheet carries what every department needs on the day. Pax expected, the menu agreed, the seating layout, stage and decoration notes, and the serving timings. Kitchen reads the menu and the count. Housekeeping reads the setup and the linen. The sheet prints or opens on a phone, and a change made at the counter reaches both copies.
Billing an event
The event is quoted as a hall charge with a per plate menu amount, and extras such as decoration, a projector or additional service are added as lines. The booking holds the advance, which is set off at settlement. A final pax count taken on the day replaces the expected figure before the bill is raised. That count is what the host signs for.
What the hotel decides
- Which venues exist and the layouts each one seats
- Slot timings and whether two functions share a date
- Your advance and cancellation terms for a function
- Who may confirm a hall and who may discount a menu
- Whether the final pax count needs the host’s signature
Frequently asked questions
Can a hall be held before the advance arrives?
Yes. The slot shows as held until the cut-off, and it returns to the diary if nothing is confirmed.
Does the kitchen see the menu and the count?
Yes. The function sheet carries both, and a change at the counter reaches the kitchen copy.
Are rooms booked for function guests linked?
Yes. Room bookings attach to the event, so the owner reads the hall and the rooms side by side.
How is a change in pax on the day handled?
The final count is entered before billing, and the bill goes out on that figure rather than the estimate.
Tell us what you need.
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