Your role
Events coordinator
You book a hotel's conferences and events, keep the function diary and the banquet event orders, and invoice the organisers.
Kila describes the events coordinator as the role that “books conferences and events, keeps the function diary and banquet event orders, quotes and invoices organisers; books delegates’ rooms.”
When you sign in
Link to this section: When you sign inKila opens Conferences and events: “The function diary, banquet event orders and organisers’ invoices.” Under New event (1) are the hotel’s function rooms with their size and price a day, then the Function diary (2): the next 90 days’ events with their organiser, room, times, delegates, price and whether they are provisional or definite.
Your day
Link to this section: Your day- Book an event. Press New event, name the Event, choose the Organiser (pays), the Function room, the dates and the Delegates, and press Book (provisional).
- Keep the banquet event order. Open the event: under Banquet event order press Edit to write the menu, the timings and the set-up for the teams, and Print BEO for them.
- Book the delegates’ rooms as reservations, or hold them for the group under Hotel › Groups and allotments. See Take a reservation.
- Invoice the organiser. Press Invoice on the event. Kila asks you to confirm, such as “KES … to Rift Valley Conferences Ltd’s account, one eTIMS invoice.”
- Quotations for organisers who are deciding: Make a quotation.
What you can do
Link to this section: What you can do- Book, change and cancel events, and keep their banquet event orders.
- Invoice organisers to their account.
- Take reservations for delegates and hold rooms for groups.
- Add and change organisers and guests, and make quotations.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- View sales; Create quotations
- Rooms and folios
- Rooms and folios: see the room grid, reservations, folios and the guest register; Take and change reservations, groups and rooming lists (no room assignment, check-in or money); Conferences and events: bookings, banquet event orders and their invoices
- Customers
- View customers; Create and edit customers
What needs a manager
Link to this section: What needs a managerNo approval limits: anything that needs approval goes to someone else.
Needs a manager
- Payments: what the organiser pays is recorded on their account by the credit controller or the front desk.
- New function rooms and their prices are for the owner.
Common questions
Link to this section: Common questionsWhere does the invoice go? On the organiser’s account, as one eTIMS invoice, for the credit controller to collect.
Can the kitchen see what to prepare? Print the banquet event order with Print BEO for the teams.
How do I book rooms for the delegates? As reservations for the company, or as a group under Hotel › Groups and allotments.
- Credit controller (hotel)
- Reservations
- Hotels, lodges and guest houses
- Events coordinator at a venue: the same role at an events venue, where it works differently.
- Event coordinator (catering): the catering role of a similar name.