When the sales coordinator changes guest count, menu or setup, the kitchen and floor leads get a summary of what changed with the updated event order and confirm with one tap. Unconfirmed changes escalate after four hours, and late changes need manager approval.
Typical results
≈5 hrs/wk
Coordinator time on relaying changes saved
4 hrs
Before an unconfirmed change goes to the manager
72 hrs
Guest count lock before each event
Figures reflect typical results for this kind of automation.
The challenge
With three halls and several events a week, guest counts, menus and room setups keep changing after the event order is printed. Changes travel by phone and email, so the kitchen preps for 180 when the host confirmed 200, or the floor sets the wrong layout. Late additions are often never billed.
Before and after
Changes reaching kitchen or floor late, per month
−90%Coordinator hours a week relaying changes
−83%Late extras left off the final bill per month
−80%The automation
When the sales coordinator changes the guest count, menu or room setup, the automation compares the event record with the last approved version. Kitchen and floor leads get a summary of the changes with the updated event order attached and confirm with one tap. Anything unconfirmed after four hours goes to the events manager. Inside 72 hours of the event the guest count locks, so later changes need manager approval and their extra cost goes on the final bill.
How it works
- 01
Event record changes
The sales coordinator updates the guest count, menu or room setup in the event record.
- 02
Compared with the approved version
The automation compares the record with the last approved event order and writes a short summary of what changed.
- 03
Kitchen and floor leads notified
Each lead gets the summary with the updated event order attached and confirms with one tap.
- 04
Escalation after four hours
Changes still unconfirmed after four hours go to the events manager, showing which lead has not signed off.
- 05
Locked inside 72 hours
Within 72 hours of the event the guest count locks, so changes need manager approval and the extra cost goes on the final bill.
Starts from
- Updated event record
Delivers
- Kitchen and floor sign-off
- Escalation to manager
- Late extras on final bill
The impact
Changes missed by the kitchen or floor drop by about 90%, from around 10 a month to 1. The sales coordinator saves roughly 5 hours a week of calls and follow-up emails, every change has a confirmed record, and late additions are billed instead of absorbed by the venue.
Questions about this automation
Where do the event records live?
Usually in the venue's event management system, a CRM or a shared Google Sheets planner, as long as changes can be detected. The automation keeps a copy of each approved event order, so it can show exactly what moved, such as guest count from 180 to 200 or a switch from theater to banquet seating.
How is the extra cost of a late change worked out?
The price list for menus, extra covers and setup changes is held in a table the venue controls. When the manager approves a change inside the 72-hour window, the difference is calculated from that table and added as a line on the event's final bill, with the approval time recorded.
What does the venue need to get this running?
Access to where event records are kept, the event order template, the kitchen and floor leads' WhatsApp or email contacts and the rules for locking and approvals. This is a multi-step build, usually rolled out in stages, starting with change summaries and sign-off before the 72-hour lock and billing are added.