Event hotels

Keep your event hotel organised — from the first enquiry to the final bill

Independent event hotels run weddings, corporate meetings and social gatherings with small teams and busy calendars. Clock connects enquiries, room blocks, event planning, F&B, guest stays and billing in one system, so your team stays coordinated and nothing needs to be tracked twice.

Event sales & enquiry management

Track enquiries without spreadsheets

Capture wedding, corporate and social enquiries directly and follow each one through clear stages.

Example:
A wedding enquiry arrives from your website and appears immediately in your pipeline with all details.
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Keep your sales pipeline clear

Move leads through stages, see what needs follow‑up and monitor expected revenue.

Example:
A retreat request is marked as “proposal sent,” and Clock reminds you to follow up in two days.
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Schedule and manage site visits

Record visit dates, preferences and outcomes in one place.

Example:
After a couple’s tour you add notes and their preferred dates directly to the enquiry.
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Prepare proposals quickly

Use templates to send clear proposals or simple agreements without rebuilding them each time.

Example:
You send a customised wedding proposal with menu options and estimated costs in minutes.
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Keep communication in one place

Incoming and outgoing messages sit with the enquiry so nothing gets lost.

Example:
All replies from the couple appear alongside the proposal and notes.
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Room blocks & group reservations

Create blocks easily

Reserve rooms for weddings, retreats or multi‑day events without manual tracking.

Example:
You create a 40‑room block for a wedding and assign a release date.
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Track pickup and deadlines

See confirmed guests, remaining rooms and upcoming release dates.

Example:
The block reaches 75% pickup, triggering a reminder to release unused rooms.
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Manage rooming lists cleanly

Paste updated lists directly into Clock — names, dates and requests update instantly.

Example:
The corporate organiser sends an updated list; you upload it and all assignments adjust.
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Group pricing and invoicing

Apply group rates, assign payers and manage deposits, instalments and final balances.

Example:
The company pays the accommodation for some attendees while others pay individually.
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Space, setup and resource management

Prevent space conflicts

Use a simple calendar to see all spaces and avoid overlaps.

Example:
A meeting request conflicts with setup time for another event; the system shows it immediately.
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Manage setup styles and capacities

Store configurations, layouts and capacity limits for each space.

Example:
You switch a ballroom from theatre to banquet setup with clear capacity guidelines.
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Track equipment and resources

Keep tables, chairs, décor, AV items and outdoor equipment organised.

Example:
You assign 12 round tables and 80 chairs to a wedding and mark them as unavailable for other events.
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Share event details with teams

Export function sheets with schedules, setups, counts and vendor notes.

Example:
Kitchen, service and front office receive a clear sheet for tomorrow’s events.
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Event planning & coordination

Keep timelines and schedules organised

Plan ceremony, cocktail hour, dinner and breakdown in one timeline visible to all teams.

Example:
The day‑of timeline shows setup times, service points and transitions.
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Assign tasks across teams

Front office, housekeeping, kitchen and service teams see their tasks without printed lists.

Example:
Housekeeping receives a task to prepare the bridal suite at a set time.
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Manage vendor notes and logistics

Store delivery times, contacts and placement notes.

Example:
The florist’s delivery time and photo backdrop notes sit inside the event file.
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F&B and POS integration

Plan menus and dietary needs

Record menu choices, variations and dietary restrictions.

Example:
Banquet staff see vegetarian counts and allergy notes in advance.
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Track guarantees and consumption

Keep guaranteed numbers and actual counts aligned.

Example:
The final guest count updates and adjusts expected service totals.
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Route food and bar charges correctly

All F&B activity posts automatically to the correct folio.

Example:
Welcome drinks route to the wedding folio without manual work.
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Progressive billing made simple

Manage deposits, instalments and final balances without spreadsheets.

Example:
A scheduled instalment posts automatically and updates the event balance.
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Event execution across the property

Rooms sync with event plans

Front desk and housekeeping see the same information as the event team.

Example:
Early check‑in requests for the wedding party update for both teams instantly.
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Dining and bar charges stay connected

All POS activity posts to event or room folios in real time.

Example:
The rehearsal dinner charges go straight to the event folio.
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Final billing without chaos

Rooms, F&B, extras and event charges align in one place.

Example:
The couple receives one clean, accurate final invoice.
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Reporting & insights

Monitor event pace and forecast revenue

See booked vs. expected business across months or seasons.

Example:
You compare this year’s wedding bookings to last year’s and adjust pricing.
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Track event profitability

Compare estimated vs. actual revenue and costs.

Example:
You review food costs and margin for last weekend’s gala.
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Understand lost business

Record lost reasons and improve proposal follow‑ups.

Example:
You see many declines due to unavailable dates and adjust your enquiry handling.
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Operations for busy teams

Coordinate housekeeping and front office

Room status and special requests stay in sync.

Example:
A room marked ready triggers a notification for check‑in.
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Automate payments

Deposits, balances and cancellation fees apply automatically.

Example:
A missed cancellation triggers the correct fee and charges the stored card.
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Manage daily tasks simply

Assign and follow tasks for maintenance, setups and follow‑ups.

Example:
A terrace reset task appears automatically for the morning shift.
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Guest tools (secondary but helpful)

Let guests check in online

Reduce arrival bottlenecks during event weekends.

Example:
Half the wedding block completes online check‑in.
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Send clear messages

Provide arrival info, directions or payment reminders.

Example:
Guests receive check‑in instructions and parking details the day before arrival.
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Offer simple upsells

Guests can add breakfast, parking or late checkout easily.

Example:
A guest adds parking during online check‑in.
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Have questions?

Just ask