The overview

Transform the way you manage conferences with this exceptional Gantt chart view, a game-changer designed to bring order and efficiency to even the most complex scheduling needs! This powerful tool provides a comprehensive, at-a-glance overview of your event timeline, enabling you to effortlessly oversee a variety of venues and resources. The vibrant, color-coded events allow you to instantly evaluate durations and keep a close eye on critical statuses such as "Not paid" or "Cancelled," ensuring nothing slips through the cracks.
Packed with a wealth of essential details—including event types, precise cost breakdowns, and valuable VIP highlights—this view equips you with the insights needed to make informed, strategic decisions right at your fingertips. Say goodbye to the chaos of manual planning and hello to a streamlined, stress-free process that saves you valuable time and boosts your productivity to new heights. Whether you're coordinating large-scale gatherings or intimate meetings, this intuitive, all-in-one solution adapts to your needs, offering unparalleled organization and clarity.

Impress your clients, delight your team, and stay steps ahead of the competition by leveraging this sophisticated tool that not only simplifies your workflow but also elevates your professional reputation. Embrace the future of event management today with this remarkable Gantt chart view!

Your resources

Manage Basic Event Data

The system includes offer templates, which are a comprehensive collection of pre-designed templates tailored for various event offers, including customizable fields for pricing, duration, and specific services, allowing organizers to quickly create professional proposals with minimal effort.

It features accommodation details, which consist of detailed records and configurations related to lodging options available at the venue, including room types, capacities, amenities, and booking statuses, ensuring seamless accommodation management for all attendees.

Activities are included, providing a detailed schedule and description of planned events or activities, such as workshops, team-building exercises, or entertainment, complete with timings, locations, and participant limits to enhance the event experience.

The system maintains customer contracts, which serve as a repository of legally binding agreements and terms negotiated with clients, including payment schedules, cancellation policies, and service obligations, ensuring clarity and compliance for both parties.

Customer groups are categorized, offering a breakdown of customer segments based on demographics, event preferences, or booking history, enabling targeted marketing and personalized service offerings.

Customers are tracked in an extensive database containing individual or organizational client information, including contact details, past event history, and preferences, facilitating efficient customer relationship management.

Equipment is managed through a comprehensive inventory of all tools, audiovisual equipment, and devices available at the venue, including availability status, maintenance schedules, and usage guidelines.

F&B is handled with a detailed management system for food and beverage services, covering menu options, dietary accommodations, catering schedules, and supplier details to meet diverse attendee needs.

Not operational items are listed in a section detailing items, services, or areas currently unavailable due to maintenance, upgrades, or other reasons, with estimated downtime and alternative solutions provided.

Outsourcing partners are recorded in a directory of external vendors or collaborators, including contact information, service specialties, and past performance reviews, to support event logistics and execution.

Packages are offered as bundled service offerings that combine accommodation, activities, and F&B into cohesive packages, with customizable options and pricing tiers to suit different event scales.

Personnel details are maintained in a detailed roster of staff members involved in event operations, including roles, contact information, and availability, ensuring adequate staffing for all event needs.

Qualifications are documented, providing a record of certifications, training, or skills possessed by personnel, such as first aid training or technical expertise, to ensure competent service delivery.

Shifts are managed through a scheduling system for staff work hours, including shift patterns, breaks, and overtime allocations, optimized to cover all event phases effectively.

Manage Event Space & Accommodation Data

Breakout rooms are detailed with in-depth information, including size, seating capacity, audiovisual setups, and accessibility features, aiding in precise room assignments.

Event rooms are cataloged as main rooms designated for primary event activities, with specifications on layout, capacity, and equipment, tailored for keynote speeches or large sessions.

Room attributes are listed with a detailed set of characteristics or features of rooms, such as lighting, acoustics, and furniture arrangements, to match room selection with event requirements.

Rooms and areas are mapped with a comprehensive layout and zoning of event spaces, including corridors, lobbies, and outdoor areas, with usage guidelines and capacity limits.

Accommodation guests are assigned specific rooms, including check-in/check-out details, special requests, and room preferences for a smooth lodging experience.

Guest room categories are classified into types or classes, such as standard, deluxe, or suite, each with unique amenities and pricing, catering to varied guest needs.

Search event functionality allows users to filter and locate specific events by date, type, or keyword, enhancing navigation and planning efficiency.

Tasks

Cancellation groups are structured with a policy framework for grouping cancellation terms applicable to specific customer segments or event types, ensuring consistent application.

Cancellation policy rules are outlined with a detailed set of guidelines specifying refund percentages, deadlines, and conditions for event cancellations, protecting both organizers and clients.

Event types are comprehensively listed as categories, such as conferences, weddings, or seminars, each with associated requirements and resource allocations.

Running costs are tracked with a detailed breakdown of ongoing expenses, including utilities, staff wages, and maintenance, monitored in real-time to manage the budget effectively.

Sales channels are utilized through a variety of platforms or methods for ticket sales, such as online portals, phone bookings, or third-party agents, to maximize reach and revenue.

Tags are implemented as a system of labels or keywords, such as "tech" or "corporate," assigned to events for easy categorization, filtering, and reporting purposes.

Event Templates

Presentation templates are provided as a library of pre-made slide decks or formats for presentations, including design themes, content placeholders, and multimedia integration options.

Text templates, such as e-mails, are offered as standardized message templates for invitations, confirmations, or follow-ups, customizable with client-specific details.

Uploads

Invoice not created is logged as a record of events or services for which invoices have not yet been generated, with reminders to initiate billing processes.

Invoice not paid is tracked as a system for invoices awaiting payment, including due dates and follow-up actions to ensure timely collections.

Invoices are archived as a complete set of all billing documents, including issued, paid, and pending invoices, with searchable fields for audit and reconciliation.