Events & Parties
Complete event lifecycle management from booking through execution and close-out. Streamline party operations with automated workflows and staff scheduling.
Key Features
PDF Import
Parse event contracts and BEOs via AI-powered extraction. No manual data entry needed.
Event Scheduling
Manage event timelines with multiple functions (arrival, food, activities, departure).
Staff Assignment
Assign party hosts and support staff with workload balancing across events.
Execution Checklists
Auto-generated checklists for event setup, execution, and close-out.
Revenue Tracking
Track deposits, payments, and revenue by event type and location.
Communication
Automated confirmations, reminders, and follow-up emails to guests.
Event Types
Birthday Party
Standard birthday packages with food and activities
Corporate Event
Team building, meetings, and company celebrations
Group Outing
Schools, camps, and community groups
Private Rental
Full or partial venue buyouts
Special Event
Custom events and promotions
PDF Import & Parsing
BeTS uses AI-powered extraction to parse event contracts and Banquet Event Orders (BEOs). Upload a PDF and the system automatically extracts event details, schedules, line items, and contact information.
Extracted Fields
- Event name and type
- Date and time schedule
- Guest count
- Contact information
- Food and beverage orders
- Activity packages
- Pricing and totals
- Special requests/notes
Webhook Integration
Connect to n8n or other automation tools to process PDFs automatically. Events are created in BeTS when contracts are received via email or file drop.
Event Structure
Each event contains multiple components that define the full guest experience.
Event Components
Contacts
Primary contact, billing contact, and on-site contact with phone/email.
Schedule
Timeline of functions: Arrival, Food Service, Activities, Cake, Departure. Each with time, guest count, and notes.
Line Items
Food packages, activities, add-ons with quantities and pricing. Categorized by Food, Beverage, Activity, Service, Other.
Staff Assignments
Primary host, support staff, and specialized roles with shift times.
Event Lifecycle
Draft
Event created, details being confirmed
Confirmed
Deposit received, event locked in
Ready
Staff assigned, checklists generated
In Progress
Event day, actively executing
Completed
Event finished, pending close-out
Closed
All tasks complete, final billing done
Staff Scheduling
Host Assignment
Assign primary party hosts based on availability, skills, and workload. View daily host schedules at a glance.
Support Staff
Add support staff for larger events. Track labor hours and costs per event for profitability analysis.
Reporting & Analytics
Revenue by Type
Compare revenue across event types
Booking Trends
Weekly/monthly booking volume
Guest Count
Average and total guests served
Conversion Rate
Inquiries to confirmed bookings
Staff Utilization
Host workload and efficiency
Package Popularity
Most selected food and activity packages