Whether you run a country club, golf club, sports club or some other type of public or private club, you probably already have membership management software to keep track of your member CRM, directories, business websites, invoicing and billing. But those applications often don't have features that adequately allow you to fully manage another important source of revenues - special events, catered events and/or group sales - leaving you to rely on other less efficient tools like spreadsheets and email to handle this data.
In addition, if you are just starting an event venue within your club or expanding into private events, it's smart to look for event booking tools to get you off on the right foot with managing this new revenue stream.
There are several venue management software systems that can help clubs like yours streamline their banquet management operations, and some are more all-in-one solutions while others have strengths in particular areas. To help you in your search, here are eight things you should look out for in such a system to make sure you are getting the tools and functionality that you need.
1. Customizable Settings and Flexible Usage
One thing that country club management software or similar club software should be is user friendly. The interface should be intuitive and not require a long learning curve to get up and running. Ideally it should be cloud-based so you don't have to install or maintain it on your local computers and so you can use it on any device - including smartphones and tablets.
Make sure the application is fully supported by the provider with customer support via email, chat and/or phone and that they offer some type of onboarding and training program. Also, make sure that the company places a priority on data security and has precautions in place to protect against breaches.
Finally, the application should allow you to build reusable templates for things you use over and over again - like packages, line items for rentals or equipment, proposals, invoices, task lists, etc.
2. CRM and Email Manager + Lead Tracking
Your sales efforts are only as good as the sales CRM you are using, so make sure the club event management software app lets you track prospects and set reminders for follow ups. In addition, some applications let you add a web form to your club's website to collect leads and deposit them directly into the application.
All-in-one venue management platforms will also include some type of email communications tool that integrates with your existing email addresses or platform and lets you track all emails related to your events business.
3. Event and Catering Order Processing
When you are on the phone with a potential client, the last thing you want to be doing is scrambling to take down their information. The club management app you choose for managing your events should have an intuitive intake form as well as tools for tracking food-and-beverage order information and creating proposals and invoices from data you have stored. Bonus features can include the ability to create room layout plans to show prospects as well as to download colorful F&B menus and at-a-glance banquet event orders.
4. Bookings and Event Calendars
Having a reliable venue booking software tool may be the most important feature in terms of ensuring you don't double-book events and can easily view the availability of your rooms and spaces. Events calendars not only track your ballroom, meeting room, patio and private dining room bookings, but they can also let you schedule tours, walkthroughs, appointments, dinner reservations and activities like lessons and seminars or classes.
5. Integrations With Other Applications
Because clubs typically use multiple software systems to manage different kinds of data, you should make sure that the event software you finally choose can integrate with the other applications you use.
A good example is a country club using golf club management software for its membership and clubhouse operations, point-of-sale (POS) software for retail sales, accounting software for its bookkeeping, marketing and email software to stay in touch with members/prospects, and inventory and rentals management software to track equipment. With all these systems in place, your club management software for events should integrate with these or at least offer data exporting capabilities.
6. Client, Staff and Vendor Management
Assigning your staff and vendors to your banquet bookings and having the ability to manage event vendors and team members is another important capability to seek out. Ideally, the club management software application will let you create reminders and notifications for staff and vendor tasks and provide you with timelines and scheduling tools for letting them know when and what they should be doing during the event.
As for clients, it's vital to be able to manage their contact details; track all the items related to their event (signed proposals and contract, paid/unpaid invoices, etc.); and view all the email communications you have had with them over the course of managing their event bookings.
7. Reports and Branded Documents
Comprehensive reports and dashboards give you a great at-a-glance view of your club event bookings as well as associated revenues, prospect/client lists and accounts payable. Branded documents like proposals and invoices with your club's logo and colors provide a professional look-and-feel for every document you deliver to clients, which can make a lasting impression leading to repeat sales and events.
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