Themed Night & Event Planner
Themed Night & Event Planner coordinates special evenings that need front-of-house, kitchen, bar and marketing all working together — wine dinners, jazz nights, festival specials, chef's table experiences and more. Each event tracks covers sold against capacity, a minute-by-minute run sheet, marketing channels activated, and revenue target versus actual once the night is done.
Overview
This page shares the same underlying event records as the Event & Marketing Calendar page — both read and write the restaurant's "events" data, but this planner is built around the deeper planning workflow (pricing model, entertainment, run sheet, marketing, revenue) for one-off or occasional themed evenings rather than the calendar's recurring/monthly view.
Ten Event Types are available (Wine Dinner, Jazz Night, Festival Special, Chef's Table, Prix Fixe Evening, Corporate Buyout, Ladies' Night, Bottomless Brunch, Beer/Craft Tasting, Themed Cuisine Night), each with its own emoji and colour.
Status moves through Planning → Confirmed → Live → Completed, with Cancelled as a separate option; a "Coming up this week" banner lists every non-completed, non-cancelled event within the next 7 days.
Estimated Revenue is calculated live in the modal as Max Covers × Price / Cover while planning; Revenue Target can be overridden manually, and Revenue Actual is filled in after the event to compare against target.
The Run Sheet is a fully editable list of time-stamped milestones (defaulting to 8 standard entries like team briefing, doors open, first course fire) — add, reorder by time, or remove entries freely per event.
Marketing Channels are multi-select tags from a fixed list (Instagram, Facebook, WhatsApp Blast, Zomato Events, EazyDiner, SMS Campaign, etc.) so you can see at a glance which promotion channels were used for a past event.
The Print Brief action is only available once an event already exists (not while creating a brand-new one) and produces a one-page brief with event details, description, menu highlights, run sheet and marketing channels, plus manager/chef/waiter sign-off lines.
Covers booked vs Max Covers is shown as a progress bar on each event card, colour-coded (amber under 60%, blue 60–89%, green 90%+).
Before You Start
- You must have the Billing feature enabled on your plan.
Step-by-Step Guide
1 Plan a new themed event
- Open Events & Banquet → Themed Night & Event Planner and click "Plan Event".
- On the Event Details tab, enter the Event Name, Date, Event Type, Pricing Model, Max Covers, Booked Covers and Price / Cover — Estimated Revenue updates automatically.
- Add a Revenue Target (or leave it to default to the estimated figure) plus a Description and Internal Notes.
- Switch to Menu & Entertainment to add Menu Highlights and pick an Entertainment type with its fee.
- Switch to Run Sheet to adjust the default milestones or add your own, and to Marketing to select which channels will be used, then click "Create Event".
2 Update covers and go live
- Edit the event as bookings come in and update Booked Covers to reflect current sales.
- On the night, change Status to Live once doors open, then to Completed after the event finishes.
3 Record actual revenue and print a brief
- After the event, edit it and fill in Actual Revenue (₹, post-event) on the Event Details tab to compare against the Revenue Target shown on the card.
- Click "Print Brief" (from the edit modal, only available on an existing event) to produce a one-page brief with the run sheet and marketing channels for team reference.
4 Filter events by status
- Use the status chips (All / Planning / Confirmed / Live / Completed / Cancelled) above the event list to narrow it down.
- Check the "Coming up this week" banner for a quick summary of events due in the next 7 days.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Event Name, Date | Both required before an event can be saved. |
Event Type | One of ten fixed types (Wine Dinner, Jazz Night, Festival Special, Chef's Table, Prix Fixe Evening, Corporate Buyout, Ladies' Night, Bottomless Brunch, Beer/Craft Tasting, Themed Cuisine Night) — each with a distinct emoji/colour shown throughout the page. |
Pricing Model | Prix Fixe (per cover), Cover Charge + À la carte, All-Inclusive, À la carte (event menu only), or Free Entry. |
Max Covers / Booked Covers / Price per Cover | Booked ÷ Max drives the progress bar on the card; Price per Cover × Max Covers is used to compute Estimated Revenue live while editing. |
Revenue Target / Revenue Actual | Revenue Target can be left blank to fall back to the Estimated Revenue calculation; Revenue Actual is only meant to be filled in after the event completes, for comparison on the card. |
Entertainment / Entertainment Fee | A fixed list including Live Band, Acoustic/Solo Artist, DJ, Chef Narration, Sommelier Narration, Cultural Performance, etc., plus a separate fee field (0 if in-house). |
Run Sheet | A list of {time, milestone} entries, editable per event — add, remove, or retime any entry; defaults to 8 standard milestones for a new event (team briefing through event close). |
Marketing Channels | Multi-select tags: Instagram, Facebook, WhatsApp Blast, Email Newsletter, In-restaurant Posters, Zomato Events, EazyDiner, Google Events, SMS Campaign, Walk-in Flyers, Partner Hotels, Word of Mouth. |
Status | Planning → Confirmed → Live → Completed, or Cancelled — chosen directly from a dropdown, not a stage-advance button. |
Tips & Best Practices
- Fill in Booked Covers as reservations come in, not just at planning time — the progress bar and "Coming up this week" banner are what your team checks to gauge how close to capacity an event is.
- Customise the default Run Sheet milestones for each event type — a wine dinner and a jazz night need different timing (e.g. sommelier narration vs live set start), and the defaults are only a starting point.
- Fill in Revenue Actual promptly after each event while it's fresh — the target-vs-actual comparison on the card is the main way to see which themed nights are working.