What we hear when we sit down with operators
Events change until the last moment. If the offer is in a PDF, the rooming list in Excel, the tasks in chat and the catering in a separate system, every change has to be moved by hand into several places.
The most expensive mistakes do not come from calculating the price. They come when the property prepares the wrong number of seats, meals, rooms or pieces of equipment.
Why fixing a single step is not enough
A congress needs one valid order that sales, the desk, the kitchen and the technicians all read from. Each department can have its own view, but not its own version of the event.
Sales create one event and its version
The proposal contains halls, accommodation, catering, equipment and further services. After confirmation it becomes the base of delivery.
When something changes, the same event is updated instead of creating another file named FINAL_v7.
The room block is part of the event
The group booking and the rooming list follow hotel availability. The desk sees how many rooms are blocked, confirmed and occupied.
A change in the number of attendees then shows in the accommodation part as well.
Catering and equipment work with the current number
The kitchen sees the current number of guests, the menu and the service time. Technicians see the requests for projection, sound or a room reset.
Tasks can be passed to specific people through Ellipse Team.
The final statement comes from what was actually used
After the event you compare what was ordered with what was actually used: rooms, catering, equipment, extra services and deposits.
The result is a bill with a clear link to the commercial agreement and to how the event actually ran.
WHAT CHANGES ON SITE
What changes in the daily work
- One valid version of the event for every department.
- The room block and the halls in the same process.
- The kitchen and the technicians work with current figures.
- Fewer changes passed by email and phone.
- A simpler final statement.
CONNECTED ELLIPSE MODULES
The solution does not live in an isolated module
Congress module
Hotel PMS
Ellipse Team
Ellipse POSCOMMON QUESTIONS
What operators ask us
Can hotel capacity be blocked against the event?
Yes. The congress process can follow on from group bookings in the PMS.
How is a change in the number of attendees handled?
The valid order is updated and the change shows in the relevant parts of the event.
Can the system handle equipment as well?
Yes. Equipment and other hired resources can be part of the event order.
How are deposits handled?
Deposits are tied to the event and taken into account in the final statement according to the setup.
HOW WOULD THIS WORK FOR YOU?
Send us one of your latest congress orders
On it we show what today lives in email, Excel and people's heads, and how the same event would be run in one workflow.
