Private Dining & Events
Private Dining & Events is a manager-facing event log for private dining room (PDR) and function-space bookings — corporate dinners, birthdays, anniversaries, weddings and product launches. Each event captures the client brief (contact, covers, menu, dietary notes, AV/décor needs) and financials (total value, deposit, balance), and a 7-day upcoming-events banner keeps the team ahead of what is coming.
Overview
This is a separate booking log from Banquet & Private Dining — both can describe similar spaces, but this page is built around the client-brief and financial-tracking workflow (event type, dietary notes, balance settlement) rather than room/stage management with a fixed room list.
Every event has a Status of Enquiry → Confirmed → Deposit Paid → Completed, with Cancelled as a separate end-state chosen directly rather than reached automatically.
An Event Type is chosen from a fixed list — Corporate/Business, Birthday, Anniversary, Wedding/Reception, Social Gathering, Product Launch, Other — each with its own emoji shown throughout the page.
The "Upcoming Events — Next 7 Days" banner lists every non-completed, non-cancelled event happening within a week, each showing days-until, covers, arrival time and room — so nothing due soon is missed.
Financials track Total Event Value, Deposit Amount, Deposit Paid Date and a Balance Fully Settled checkbox; the Balance Due is calculated automatically as Total minus Deposit and shown live while editing.
Stats at the top show Confirmed bookings, Pending Deposit count (Confirmed events with no deposit paid date yet), Revenue This Month (from non-cancelled events dated in the current month) and Total Events logged.
Each event card can be expanded to show Dietary/Allergen Notes, AV and Décor needs, and Special Requests inline, or printed as an "Event Brief" — a run-sheet-style one-pager with client, timing, room, financials and requests, credited to whoever is set as Coordinated By.
Before You Start
- You must have the Billing feature enabled on your plan.
Step-by-Step Guide
1 Book a new private dining event
- Open Events & Banquet → Private Dining & Events and click "Book Event".
- On the Event Details tab, enter the Event Name/Occasion, Client/Host Name, Contact and optional Email, then pick an Event Type.
- Set the Event Date, Arrival and Departure time, Covers, and pick a Status (defaults to Enquiry) plus who is Coordinated By.
- Switch to the Room & Menu tab to enter the Room/Space, Menu Package, Dietary/Allergen Notes, and select any AV Requirements and Décor & Extras.
- Switch to the Financials tab to enter Total Event Value and Deposit Amount — Balance Due is calculated automatically — then click "Book Event".
2 Track a deposit and settle the balance
- Edit the event and go to the Financials tab once a deposit is received.
- Enter the Deposit Amount and Deposit Paid Date, and change the Status to Deposit Paid.
- Once the client pays the remaining balance (e.g. after the event), tick "Balance Fully Settled" and update the Status to Completed.
3 Print an event brief / run sheet
- Click the printer ("Brief") button on any event card.
- A run sheet opens with client and contact details, date/time/room/covers, event type and status, dietary and special-request notes, AV/décor needs, and the full financial breakdown including balance due — credited to the Coordinated By person.
4 Filter and review events
- Use the status chips (Enquiry / Confirmed / Deposit Paid / Completed / Cancelled) and event-type chips to narrow the list; click an active chip again to clear it.
- Click the chevron on any event card to expand it and see dietary notes, AV/décor needs and special requests without opening the edit modal.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Event Name/Occasion, Client/Host Name | Both required, along with Event Date, before an event can be saved. |
Event Type | One of Corporate/Business, Birthday, Anniversary, Wedding/Reception, Social Gathering, Product Launch, Other — used for the emoji badge and the type filter. |
Covers / Room / Menu Package | Covers is the guest count; Menu Package is picked from a fixed list (Set Menu 3/5/7-course, Tasting Menu, À la Carte, Buffet, Cocktail/Canapés Only, Custom). |
Dietary / Allergen Notes | Free text describing the group's dietary needs — shown in the expanded card view and on the printed brief, not on the collapsed card. |
AV Requirements / Décor & Extras | Multi-select tags — AV from a list including Projector & Screen, Microphone, Sound System, Video Conferencing; Décor from Fresh Flowers, Cake (in-house or client-brought), Balloon Décor, Candles, Photo Display, etc. |
Total Event Value / Deposit Amount / Deposit Paid Date | Balance Due is computed live as Total minus Deposit while editing, and displayed again (with colour) on the card and printed brief. |
Balance Fully Settled | A manual checkbox — ticking it does not automatically change the Status; you still advance Status separately. |
Status | Enquiry → Confirmed → Deposit Paid → Completed, or Cancelled — chosen directly from a dropdown rather than a "move to next stage" button. |
Coordinated By | Free text naming the staff member responsible for the event — appears on the card and printed brief as "Coord:" / "Run sheet prepared by". |
Tips & Best Practices
- Check the "Upcoming Events — Next 7 Days" banner each morning rather than scrolling the full list — it already filters out completed and cancelled events for you.
- Fill in Coordinated By when booking the event, not just before printing — it is what shows on the run sheet as the point of contact for kitchen and floor staff.
- Tick Balance Fully Settled as soon as the final payment is confirmed, even if you haven't yet moved Status to Completed — the two fields are independent and the "Bal ₹X" badge on the card only clears once the checkbox is ticked or the balance reaches zero.