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Zotaki Platform · Banquet ManagementBanquet Management
A dedicated banquet module, not a hall pretending to be a room. Multiple halls on one slot-wise calendar, priced inclusions for DJ, decor, lights and sound, per-plate menu packages with choose-your-dish rules — and a menu selection link your client fills in from their own phone.
Why this matters
Most PMS software has no banquet module at all
Ask a vendor how their system handles banquets and you will usually be told to create each hall as a room type and book it by the night. That single workaround is why banquet operations across India still run on a diary and a WhatsApp group.
A room is sold by the night to one guest. A hall is sold by the slot, to a host, with a guest count, a per-plate menu and a list of extras. Those are not the same thing, and software that pretends they are will fail you on the first day you have a lunch party and an evening reception in the same hall.
- Cannot book two functions in one hall on one day
- No place to record 240 pax at ₹899 a plate
- DJ, decor and lights typed into a remarks box
- Menus finalised on WhatsApp and lost by the event
The banquet calendar
Every hall, every slot, one screen
Halls down the side, dates across the top, functions as slots inside a day. Somebody rings asking about the fourteenth and you answer in four seconds instead of checking a diary and calling back.
Slot-wise, not day-wise
Lunch party, evening celebration and dinner reception are separate bookings in the same hall on the same date.
Multiple halls
Crystal Hall, Emerald Hall, the lawn and the terrace — each with its own capacity, seating styles and rate.
Availability at a glance
Answer an enquiry while the caller is still on the phone. What is free, what is provisional, what is confirmed.
Tentative holds
Hold a date for a client with an expiry, so it is released automatically instead of blocking your book for a month.
Function types
Wedding, reception, sangeet, birthday, kitty party, corporate meeting, conference — each with its own defaults.
Setup and clearing time
Block the hours a hall needs before and after, so you do not sell a lunch that collides with last night's teardown.
Menu packages
A price per plate, and rules that hold it there
This is how banquet menus are actually sold in India — a fixed rate per plate, with the client choosing dishes from each category. Build the packages once and the maths stops being negotiable.
As many packages as you sell
Silver, gold, platinum, veg-only, corporate high tea — each with its own rate and its own rules.
Rules are enforced
Any two starters means two. Nobody quietly ends up serving five on a ₹799 plate.
Priced extras beyond the package
An additional starter or a premium dessert can be added at its own supplement, on the record.
The advanced bit
Send the menu as a link. Let the family choose it together.
Menu finalisation is the slowest part of every banquet booking. The host wants to consult their mother, their sister and the groom's family — and your manager is sitting across a table with printed cards waiting for a decision that will not come today.
Manager builds it
Pick the package and the dishes on offer, then generate a link.
Sent on WhatsApp
Or SMS or email — whichever the client actually reads.
Opened anywhere
Phone, tablet or desktop. No app, no login, no account.
Family picks together
At home, at their own pace, within your package rules.
Saved into the booking
Submitted selection lands straight on the function. Nothing retyped.
14 dishes still to choose
Your selection saves as you go
Why this changes the booking
The decision moves out of a meeting room and into the family WhatsApp group, where it was always going to be made anyway. Your manager stops chasing and starts closing the next enquiry.
No printed menu cards to carry
Choose from anywhere
Mobile and desktop
WhatsApp, SMS or email
Straight into the system
Package rules enforced
Inclusions
DJ, decor, lights and sound — each with a price
This is where banquet margin quietly disappears. The extras get agreed verbally during a site visit, written in a remarks box, and then either forgotten at billing or argued about on the day of the function.
Hold them as a priced list instead. Tick what the client wants, watch the quotation total itself, and hand over a number nobody disputes later.
- Every extra you offer, with your own rate on it
- Complimentary items marked as complimentary, not lost
- The quotation totals itself as you tick
- What was promised is on the same sheet the team works from
The function sheet
One printout everybody works from
The client signs it, the kitchen cooks from it, the banquet team sets up from it and your accounts bill from it. When those are four different documents, the function goes wrong.
Booking details
Host, contact, hall, date, slot, timings, guest count, seating style and function type.
The full menu
Every chosen dish listed under its category, exactly as the client selected it.
Inclusions agreed
What is coming, what it costs, and what was given complimentary.
The money
Per-plate total, inclusions, taxes, advance received and balance due.
A kitchen copy
Dishes and pax only, so the chef plans quantities without reading commercial terms.
Sent, not just printed
The same sheet on WhatsApp or email, so the client has it on their phone at the venue.
Advances and settlement
Banquets are booked months ahead and paid in pieces
A wedding booked in March for November might involve four payments from three people. If that only lives in one manager's memory, you will be chasing a balance on the morning of the function.
- Advances recorded with date, mode and payer
- Balance always current, never recalculated by hand
- Payment links through Razorpay post automatically
- Cancellation and retention applied by policy
- Function revenue posts into your books with correct GST
Run your own numbers
What is your banquet business actually worth?
Most hoteliers know their occupancy and ADR to one decimal place and have never worked out their banquet revenue, because it has never lived anywhere that could add it up.
Banquet revenue, a year
₹2,92,01,760
a line of business most PMS software cannot even record.
- Average value per function
- ₹1,73,820
- Food revenue a month
- ₹22,65,480
- Inclusions revenue a month
- ₹1,68,000
- Total a month
- ₹24,33,480
Revenue, not profit — banquet food cost and manpower come out of this. The point is the scale. If banquets are a quarter of your turnover, they deserve more than a remarks box in a room booking.
Reporting
What the module tells you afterwards
Hall utilisationWhich halls and which slots actually sell.
Function-wise revenueFood and inclusions, per function and per month.Package mixWhich menus clients pick, and at what pax.Inclusions attach rateHow often DJ and decor are actually sold.
Advances outstandingEvery function with a balance, by date.
Consumption vs paxWhat the kitchen issued against what you billed.Rooms blocked for a wedding party sit on the front desk chart and settle on the same account.
Worth saying plainly
Three things to be realistic about
Building the packages takes an afternoon
Every dish, every category, every rule, for each package you sell. It is the one real setup task here — and everything else on this page depends on it being done properly.
Some clients still want to sit with you
Older hosts and big weddings often prefer a tasting and a face-to-face. The link is for the many bookings that do not need that, not a replacement for your banquet manager.
Discipline on inclusions is yours
The system will price the DJ. It cannot stop your sales manager throwing it in to close the booking. What it can do is show you, at month end, exactly how often that happened.
Frequently asked questions
Is this a real banquet module or just rooms used for halls?
A dedicated module. Most hotel PMS products have no banquet function at all — they ask you to create each hall as a room type and book it by the night, which cannot express a lunch party and a dinner party in the same hall on the same day.
Can I book the same hall twice in one day?
Yes. The calendar is slot-wise, so a lunch party, an evening birthday and a dinner reception can each be booked in the same hall on the same date, with their own pax, menu, inclusions and timing.
How many halls can I manage?
As many as you have, each with its own capacity, seating styles, minimum guarantee and rate, all on one calendar.
Can I price inclusions like DJ and decor separately?
Yes. DJ, decor, lighting, sound, stage, flowers and photography are held as priced inclusions. Tick what the client wants and the quotation totals itself.
How do menu packages work?
A per-plate price with category rules — for example a Lite menu at ₹799 and a Maharaja menu at ₹1,099, with any one soup, any two starters and any three main courses. The client chooses within the rules, so your cost per plate holds.
What is the menu selection link?
Your banquet manager generates a link and sends it on WhatsApp, SMS or email. The client opens it on any device, picks dishes within the package rules with their family, and submits — and it saves straight into the booking.
Does the client need an app or a login?
No. It opens in whatever browser is on their phone — which matters when the person choosing the menu is a parent rather than the person who made the enquiry.
Can I print the booking with the menu?
Yes — one sheet with function details, hall, date and slot, pax, the selected package with every dish by category, inclusions, pricing and the advance and balance position.
How are advances and balances handled?
Recorded against the function with date and mode, with the balance always current. Razorpay links post automatically, and unsettled functions appear on reports.
Does banquet revenue reach the hotel's accounts?
Yes. Function revenue posts into the same books as rooms and F&B with correct GST, so your day-end includes banquets.
See a function booked, chosen and printed
Thirty minutes. We load your halls and one of your real menu packages, book a function into a slot, send the menu selection link to your own phone so you pick the dishes as a client would, and print the function sheet at the end.