Events & Banquets

StaYantra's Events & Banquets module handles the full lifecycle of hosting weddings, functions, and conferences — from the first enquiry through to a settled invoice, using the same folio and approval infrastructure as room bookings.

1. Pricing That Matches How You Actually Run Your Halls

Every hotel prices its function spaces differently — some charge strictly per plate, others rent the hall as a flat fee, and some mix both depending on the event. StaYantra supports four pricing models so you're not forced into a template that doesn't fit your business:

• Per-Plate: Priced per guest, typically tied to a catering package.
• Flat Rental: A fixed fee for the hall regardless of guest count.
• Hybrid: A base rental fee plus per-plate catering charges.
• Hourly: Billed by the hour — common for day conferences and short meetings.

[!TIP] During onboarding, Exubee learns your hotel's own pricing and operating style — which models you use, your slot definitions, deposit policy, and extras catalog — so the quote drafts it prepares match how you actually price events, not a generic template.

2. From Enquiry to Confirmed Booking

Function bookings move through the same kind of structured lifecycle as room reservations:

1. Enquiry: A guest or corporate client expresses interest in a hall for a date.
2. Tentative Hold: The hall is temporarily reserved while details are worked out. Holds expire automatically after a set window if they aren't confirmed.
3. Confirmed: Deposit received and terms agreed — the booking is locked in.
4. Completed: The event has taken place.
5. Settled: The folio is fully paid and closed.

Guests can enquire and place a tentative hold on a hall directly online, if your hotel has online booking enabled. This never locks in a final price — it opens an enquiry that your team (with Exubee's help) follows up on and turns into a confirmed quote.

[!NOTE] Exubee can draft quotes and follow-up messages for event enquiries, but every draft is a recommendation you review and approve before it goes out — the same Co-Pilot approval model used everywhere else in StaYantra.

3. Guaranteed vs. Actual Guest Count

Event pricing often depends on a guaranteed pax count agreed in advance, but the actual headcount on the day can differ. StaYantra tracks both numbers on the booking and reconciles them at settlement, so your final invoice reflects what was actually served — not just what was quoted.

4. Installment Payments on the Same Folio Rail

Large events are rarely paid in one lump sum. StaYantra supports installment payment schedules for function bookings — a deposit followed by staged payments leading up to the event — and posts every installment to the booking's folio using the exact same billing system used for room charges. That means your finance team sees event payments in the same familiar folio view, with the same settlement rules.

5. Protecting Against Double-Booking

Just like room inventory, every hall is protected against being booked twice for the same date and time slot. When a hold or confirmation is being processed, the system briefly locks that specific hall's slot (and any combinable halls sharing the same physical space) so that two enquiries can't both claim it at the same moment. If a conflict is caught, you'll see a clear "this slot is no longer available" message instead of a double-booked hall.

This is the same underlying safety mechanism that protects room bookings — see Bookings & Folios for how it works on the room side.