Banquets and events
From the first inquiry to the final invoice, on one record.
A wedding, a corporate outing, a member dinner, a charity scramble with a banquet after it. Each one is a function in TeeWire with its own numbered BEO, on the same database as the tee sheet and the register, so the golf and the room settle as one piece of business.
The banquet office
What a banquet office asks of its software.
A wedding, a golf outing, a member dinner and a tournament banquet can all land on the same weekend. Each one needs the same few things.
- The booking, the signed contract and the latest head count on one record.
- One BEO that the kitchen and the bar both work from, at the current revision.
- A golf outing's tee times and its dinner on the same booking, so the golf shop and the banquet office see the whole day.
- A guarantee that comes in on Wednesday and moves every number after it.
- Banquet revenue in the same books as the rest of the course, with a margin for every event.
Capabilities
What banquets and events includes.
Booking the business
The months before the event, where bookings are won and lost.
The function book
Every function on one list, so what have we got in October is answered from one screen.
Inquiry, tentative, definite
A date being negotiated looks different at a glance from a date that is signed.
Rooms held, and conflicts caught
A wedding and a luncheon cannot quietly land in the same room.
A client record that outlives the coordinator
The history of a corporate account stays with the club when the person who built it moves on.
Inquiries from your own website
Wedding and outing inquiries arrive from the course website TeeWire designs and hosts.
Copy last year forward
A club with twenty five annual outings rebuilds none of them.
Tasks and checklists that survive a vacation
The week before a wedding runs the same whether or not the coordinator is at her desk.
The banquet event order
The single sheet the whole club works a function from, so the sheet in the kitchen is the sheet at the counter.
A numbered BEO for every function
One document, one number, generated from the booking rather than typed alongside it.
Expected, guaranteed and set
A late drop in attendance still bills what the client committed to.
The guarantee has a deadline
Guarantees still outstanding show up as a list rather than as something somebody remembers to chase.
The actual count at close
Actual against guarantee is the number that prices next year for the same client.
Revisions everyone can see
Every change to a published BEO raises the revision, and the departments affected are told what moved.
The client copy and the kitchen copy
One record, two renderings: the chef gets counts and timings, the client gets the version meant for a client.
Dietary and allergen lines with counts
A named allergen is a counted line that reaches the kitchen, rather than a note in a margin.
A golf event order beside the banquet one
The shop gets the golf, the kitchen gets counts and timings, from the same function.
One function, several rooms
Ceremony on the lawn, cocktails on the terrace, dinner in the ballroom. One BEO and one bill.
Menus, packages and pricing
A price book that knows how a banquet is actually sold.
Priced the way it is really sold
Some things by the head, some by the hour, some flat, from your own food list.
Packages and choice menus
A wedding package sells at one per person price, and a choice menu becomes a count the kitchen can order against.
Service style and the entree split
Plated, buffet, family style or stations, so purchasing and staffing follow the way the room is served.
Hosted, cash or consumption bars
Each bar bills the way it was sold, and a consumption bar settles against what was actually poured.
Room rental as a priced resource
Each room carries its own rental price onto every function booked into it.
Cost beside price
Every food and rental line carries what it cost beside what it sold for, so per event margin is a real number.
Deposits, billing and the ledger
A banquet settles on the same register as a green fee and posts into the same double entry ledger.
Service charge, gratuity and tax
Three separate lines on the invoice, configured by your accountant.
A deposit schedule with due dates
Dated deposits feed an overdue list, because a deposit nobody chased is a Saturday held for free.
The invoice comes off the sheet
Moving the guarantee moves the bill with it.
Member accounts and split bills
A member function lands on their house account, and a table can be billed to the people sitting at it.
Cancellations, refunds and forfeiture
A cancellation follows the terms printed on the contract.
Minimums, and event revenue as its own line
A food and beverage minimum holds on the final bill, and every function posts to the event revenue account in a ledger that pushes to QuickBooks Online or QuickBooks Desktop.
The day itself
Every department working one timeline, off the record the sale was written on.
The run sheet is the day
The kitchen, the bar, the golf shop and the grounds crew read one order of events for the same evening.
Every department gets its own copy
The kitchen gets counts and timings, the grounds crew gets setup, and the golf shop gets the golf.
Crew roles and call times
Who is working, in what role, arriving when.
Floor plans and room setup
A to scale layout for every room, printed for the crew and shared with the client.
The prep sheet and the kitchen display
Banquet orders land on the same kitchen display the line already works from.
A bar chit settles to the function
A drink rung at any station settles to the event, because the register and the banquet book share one database.
When the group is playing golf
The tee sheet, the shotgun, the carts and the weather, in one system with the room.
The tee sheet block is made from the function
Turning an outing definite creates its block on the tee sheet, so those times cannot be double sold.
Shotgun, crossover or a standard start
The start type on the function generates the matching pattern on the tee sheet.
One invoice across the golf and the room
A corporate outing is one piece of business, so it produces one bill.
Cart signs, pairings and the alpha list
The paper an outing physically runs on, printed off the roster.
Rain dates and reschedules
A reschedule moves the function and its tee times together, and texts the roster.
Leagues as a season, not as 120 blocks
Six leagues over twenty weeks is one setup rather than a Tuesday chore.
How it works
A day of banquets and events in TeeWire.
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Take the inquiry
The inquiry lands in the function book and turns definite when it is signed.
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Hold the room, and the course if it needs it
The room is held against the date, and the tee sheet too when the group is playing.
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Build the BEO
Counts, menu, deposits and the run sheet go on one numbered sheet.
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Publish it to the departments
Each department receives its own copy at the current revision, and the client gets the client copy.
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Work the day
Crew arrive at their call times, and the kitchen works from the display it uses every day.
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Invoice and post
The invoice comes off the sheet, and the balance settles at the register or on the member account.
Connected by design
Banquets work with the rest of TeeWire.
The tee sheet, the register and the ledger all see the same function.
Common questions
Straight answers.
What is a BEO, and does TeeWire produce one?
How does TeeWire handle the guarantee?
Does TeeWire draw floor plans and room layouts?
Can we send a proposal and take a signature?
What does each department actually receive?
Does a banquet have to take tee times off the sheet?
Can one bill cover the golf and the dinner?
Can a function be charged to a member account?
Can we see what an event actually made?
What happens when we get rained out?
Where does banquet revenue end up?
Is this the same thing as online event registration?
Who moves us onto TeeWire, and who answers afterward?
What operators say
Golf course operators who run TeeWire, in their own words.
Since CourseLogix's involvement, we have sold over 135+ new memberships, which is more than we have sold in the last 10 years combined. What's just as impressive is our banquet revenue and outing revenue has doubled since last year.
Omar Demara
Chief Financial Officer, Oakhurst Golf & Country Club
Ease of use, proficient reporting and the support team is quick to respond and make changes needed to fit our business model.
Vincent Prather, PGA
Director of Golf Operations, Marriott Lexington Griffin Gate Golf Resort & Spa (KY)
Our course has been very pleased with our association with TeeWire. Bay and his team have always been very responsive to any changes, questions, or the rare problem we have had. Couldn’t recommend more highly.
Gary Curtis
Owner, Colonial Golf Course (MI)
Bring us a function you booked last month.
Thirty minutes. Your dates, your rooms and your guarantee. We will build the BEO while you watch.