Events & private hire manager

You run the venues, the private hire, the banquets and the events: a client books a room, you quote it, confirm it with a deposit, write the banquet event order every department works from, keep the guest list, and on the day you run the timeline, the door and the bar. JupitaPos keeps all of it on the function’s page.

Who this manual is for

• System role: Events & Private Hire Manager (events_manager) — venues and their calendar, bookings and quotes, deposits, function sheets, guest lists, seating and meal choices, the check-in desk, the event bar’s set-up, and the events reports. You can also read the restaurant’s reservations and floor plan, to avoid double-booking.
• In the pictures: Ritah, events & private hire manager of Jupita Restaurant Demo at Kampala — Kololo. Joan is the catering manager, Grace Bartender runs the event bar, and Moses the branch manager approves exceptions.
• Where you work: in the office at a laptop, and on the day at the door with a tablet or phone (the check-in desk). Sign in with your e-mail and password.

A day at work

An events manager’s week follows the functions; this is the life of one.

1. Sign in and look at what is coming — Find a function on the catering board, Check the venue calendar.
2. Answer website enquiries and log calls — Answer website enquiries, Log an enquiry.
3. Hold the venue for the date — Book a venue for a function.
4. Quote the hire and the food — Quote the venue hire.
5. When the client accepts, take the deposit and the security deposit — Take the deposit and confirm, Take and return the security deposit.
6. Write the banquet event order — Write the banquet event order.
7. Build the guest list and send the RSVP links — Keep the guest list and seating, Send RSVP links.
8. Set up the bar and the timeline — Set up the event bar, Run the day’s timeline.
9. On the day, check guests in at the door — Check guests in at the door.
10. Afterwards, mark it served, send the final invoice and read the profit — Mark the function served, Issue the final invoice, See a function’s profit.

Guides you will use

Venues

• Set up venues.
• Check the venue calendar.
• Close a venue for maintenance or a holiday.
• Book a venue for a function — above the capacity or outside the hours, a manager approves.
• Move, extend or release a booking.

Enquiries, quotes and money

• Find a function on the catering board.
• Log a catering enquiry and answer website enquiries.
• Quote the venue hire and read the account.
• Write and send a quote and revise it.
• Take the deposit and confirm — by mobile money or card; your role has no cash drawer, so cash is taken at a till.
• Take and return the security deposit — returning or keeping it is a manager’s decision.
• Issue the final invoice and take the balance.
• Mark an enquiry lost and cancel a function.
• Find a customer and add a customer.

The banquet event order

• Write the banquet event order.
• Change a BEO and send the new version.
• Approve a BEO version — what the approving manager does.
• Acknowledge a BEO for your department and print the function sheet.

Guests and the day

• Keep the guest list and seating.
• Send RSVP links.
• Check guests in at the door.
• Set up the event bar and serve at the event bar — the bartenders serve.
• Run the day’s timeline.
• Read the day’s bookings and read the floor plan — the restaurant’s side, so a function and the restaurant do not clash.

Planning with catering

• Plan production: ingredients and stock.
• Staff, equipment and transport.
• Print the production sheets.
• Find an item and its stock and read an item’s cost and margin.

After the function

• Mark the function served and count the equipment back.
• See a function’s profit and read its profitability.
• Read the catering reports and the reports overview.

Set-up

• Set up packages, equipment and vehicles.
• Set the catering rules — you can read them; a manager changes them.

Signing in and your time

• Sign in, read notifications, install JupitaPos on a tablet for the door.
• Clock in and out, see your shifts, ask for leave.

Quick reference

Getting help

• The branch or general manager approves exceptions: booking above the capacity or outside the hours, releasing a confirmed venue, a function without a deposit, refunding or keeping a security deposit, cancelling a booked function, and the BEO itself.
• The catering manager (Joan) shares quotes, production and transport with you; the head chef plans the food; the bartender serves at the event bar.
• The administrator fixes logins and access.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, opens the manual of the screen you are on. See Find help: the Help Center.
• Troubleshooting you will need most: in Book a venue, Check guests in at the door, Send RSVP links and Change a BEO.

Manuals you can also read

• Pitch attendant — For the Football Turf desk — booking teams, taking the deposit and the rest, running the session on the pitch, hiring out kit and taking it back.

What you can do

These are the permissions of the Events & Private Hire Manager role.