Hotel Event Planning, All in One Place

The Overview

Get a clear, at-a-glance view of your entire event schedule with our powerful Gantt chart. Easily manage multiple venues, resources, and timelines in one place, with colour-coded events that make durations and key statuses like Not Paid or Cancelled instantly visible.

Each event includes essential details such as type, costs, and VIP notes, helping you make fast, informed decisions. Designed to simplify complex planning, this intuitive view saves time, reduces errors, and keeps your team aligned - whether you’re organising large conferences or smaller meetings.

Plan smarter, stay organised, and deliver events with confidence.

Your Resources

System Features Overview

The system provides a complete toolkit for managing events efficiently, including:

• Offer Templates
  Pre-designed, customisable templates for event offers with flexible pricing, durations, and services - allowing quick creation of professional proposals.

• Accommodation Management
  Detailed lodging records including room types, capacities, amenities, and booking status for seamless guest accommodation.

• Activities & Scheduling
  Planned activities such as workshops, team-building sessions, or entertainment, with defined timings, locations, and participant limits.

• Customer Contracts
  Centralised storage of agreements covering payment terms, cancellation policies, and service obligations to ensure clarity and compliance.

• Customer Groups
  Segmented customer categories based on demographics, preferences, or booking history for targeted communication and personalisation.

• Customer Database
  A comprehensive client database with contact details, preferences, and event history to support strong customer relationships.

• Equipment Inventory
  Management of all venue equipment, including AV tools, availability, maintenance schedules, and usage guidelines.

• Food & Beverage (F&B)
  End-to-end F&B management covering menus, dietary requirements, catering schedules, and suppliers.

• Non-Operational Items
  Visibility into unavailable items or services due to maintenance or upgrades, including estimated downtime and alternatives.

• Outsourcing Partners
  A directory of external vendors with service details, contacts, and performance history for smooth collaboration.

• Event Packages
  Bundled offerings combining accommodation, activities, and F&B, with customizable options and tiered pricing.

• Personnel Management
  Staff records including roles, contact details, and availability to ensure proper event coverage.

• Qualifications & Certifications
  Documented staff skills and certifications (e.g., first aid, technical expertise) to guarantee service quality.

• Shift Scheduling
  Optimised staff shift planning, including breaks and overtime, to support all event phases.

Manage Event Space & Accommodation Data

Manage all event spaces and accommodation data in one place with clear, structured information that supports efficient planning. Breakout rooms include detailed specifications such as size, seating capacity, audiovisual setup, and accessibility features, making it easy to assign the right space for each session. Main event rooms are clearly defined with layouts, capacities, and equipment details, ensuring they are perfectly suited for keynotes and large gatherings.

Room attributes such as lighting, acoustics, and furniture configurations help match each space to specific event requirements. A complete mapping of rooms and areas - including halls, corridors, lobbies, and outdoor spaces - provides visibility into zoning, usage guidelines, and capacity limits across the venue.

Accommodation management is fully integrated, allowing guests to be assigned to rooms with check-in and check-out details, preferences, and special requests recorded for a smooth stay. Guest rooms are organized into clear categories such as standard, deluxe, or suite, each with defined amenities and pricing. A built-in event search makes it easy to locate events by date, type, or keyword, helping teams plan faster and stay organised.

Tasks

Cancellation groups are organised within a clear policy framework that applies consistent cancellation terms to specific customer segments or event types. Each cancellation policy rule defines refund percentages, deadlines, and conditions, ensuring transparency and protection for both organizers and clients.

Event types are clearly categorised - such as conferences, weddings, or seminars - with predefined requirements and resource allocations to support efficient planning. Running costs are tracked in detail, covering expenses like utilities, staffing, and maintenance, with real-time visibility to help teams stay in control of budgets.

Sales channels are managed across multiple platforms, including online bookings, phone reservations, and third-party agents, maximizing reach and revenue opportunities. Tags provide a flexible labeling system that makes it easy to categorise events, filter data, and generate meaningful reports.

Event Templates

Access pre-designed presentation slide decks with ready-made layouts and multimedia support, and use customizable text templates for emails, invitations, and follow-ups to save time and maintain consistency.

Invoice Management

The system tracks all invoicing stages: records events without generated invoices, monitors unpaid invoices with due dates and follow-ups, and archives all billing documents for easy search, audit, and reconciliation.

The Customer Portal is the self-service part of the conference system, giving customers full control over their event details. Customers can manage participants, plan their own activities, choose sessions, and handle detailed planning — all through an intuitive web interface.

With the portal, customers can review and approve menus, update room configurations, and communicate changes directly to the venue. This reduces the need for back-and-forth emails and phone calls, while ensuring all details are captured accurately in the system.

The portal integrates seamlessly with YMER's booking and planning modules, so any changes made by the customer are immediately reflected in the venue's operational view.

The Pricing and Yield module lets conference venues optimize revenue through dynamic, demand-based pricing. Set flexible prices, discounts, and cancellation policies that automatically adjust based on occupancy, season, and booking patterns.

Configure pricing rules per room type, event category, and customer segment. The yield engine analyzes historical data and current demand to recommend optimal pricing, helping you fill quiet dates while maximizing revenue during peak periods.

Track pricing performance with built-in analytics. Compare actual revenue against potential, identify pricing opportunities, and adjust strategies in real time. All pricing changes flow automatically through to quotes and bookings.

The event lifecycle doesn't end at checkout. Our follow-up system automates feedback collection, providing you with actionable data on participant satisfaction. Measure success, identify areas for growth, and demonstrate ROI to stakeholders for smarter planning next time.

Seamless Integration with Your Existing Systems

YMER integrates with your current infrastructure to create a unified workflow. Connect with invoicing systems, booking partners, payment processors, and property management systems through standard APIs and automated data exchange.

Import bookings from partner platforms automatically. Export billing data to your accounting system. Synchronize room availability across all channels in real time. YMER acts as the central hub, eliminating double entry and ensuring data consistency across all connected systems.

Custom integrations are available for specialized systems. Our open API architecture makes it possible to connect virtually any external service to your YMER installation.