HOTEL EVENT MANAGEMENT SYSTEM

AI-Powered

Every Department.
Every Event.
One Dashboard.

EventOS replaces scattered spreadsheets, WhatsApp coordination, and manual follow-ups with a single full-stack operations platform — where every department works from the same live source of truth.

Get This System See All Modules

Core Modules

Department Views

Conflict Detection

Local

AI — Private & Free

EventOS Dashboard

Live

Sharma Wedding Reception

Ballroom A · 350 guests · Dec 28

Confirmed

Event Progress78%

Tech Summit 2026 — Corporate

Conference Hall · 120 pax · Jan 5

Quote Sent

Event Progress35%

AI Conflict Detected

Kitchen overload on Dec 28 — 3 events share evening slot. Resolve before confirmation.

PAYMENTS THIS MONTH

₹14.6L

OUTSTANDING

₹3.2L

Built with React Tailwind CSS Supabase (PostgreSQL) Node.js Ollama / OpenAI / Gemini PDF Export

THE PROBLEM

Hotel events fail at the
coordination layer

Every department operates in isolation — Kitchen, Banquet, Housekeeping, and Front Desk each running on their own notes, calls, and WhatsApp groups.

Scattered Information

Event details live in email threads, printed sheets, WhatsApp forwards, and verbal briefings — with each department working from a different version of the truth.

No Conflict Detection

Two events double-booked in the same venue. Kitchen overloaded with three simultaneous banquets. Staff shortage discovered on event morning. All avoidable — if anyone had looked.

Revenue Left Untracked

Quotes built manually. Payments tracked in notebooks. Vendor invoices missing. Nobody knows the real profitability of any given event until it's over — sometimes not even then.

BEFORE VS AFTER

What changes when
EventOS goes live

Without EventOS

Each department briefs separately — same event explained five times

Venue conflicts discovered on event day — not weeks before

Quotes built from scratch in Word — takes hours per enquiry

Vendor coordination via personal WhatsApp — nothing tracked

Repeat client preferences known only to one staff member

Payment follow-ups sent manually — overdue amounts often missed

Post-event analysis takes days — most mistakes repeat next time

With EventOS

Each department gets its own focused view — one single source of truth

AI flags conflicts weeks in advance — venue, kitchen, staff, timeline

Professional quotes with AI-drafted summaries generated in minutes

Vendor directory with ratings, pricing, and payment status per event

Repeat client profiles with preferences, VIP status, and history saved

AI generates payment reminders — overdue amounts highlighted live

AI weekly insights on profitability, patterns, and staff performance

EIGHT CORE MODULES

Every part of your event
operation, covered

EventOS is a full-stack operations platform — not a task app, not a calendar. Every module connects to every other module.

Event Management

Create and track every event from first inquiry to final checkout — live progress bar, status tracking, guest count, venue assignment, and a full audit log of all client changes.

Progress Bar Audit Log Venue Assignment

Smart Quotations

Build itemised quotations in one click using package presets (Basic / Standard / Premium) or custom line items. GST, discounts, and advance calculations automatic. AI drafts the summary. Export to PDF instantly.

Package Presets AI Summary PDF Export

Department Coordination

Kitchen, Housekeeping, Banquet, and Front Desk each get their own focused view — only the information relevant to their role, updated in real time from the same event.

Kitchen Banquet Housekeeping Front Desk

AI Conflict Detection

Automatically flags overlapping venue bookings, kitchen overload windows, staffing shortages, and impossible setup timelines — before event day, not during it.

AI Powered Venue Conflicts Pre-emptive

Vendor Management

A directory of all external vendors — decorators, DJs, photographers, florists, transport — with ratings, pricing, availability, and payment status tracked per event.

Ratings Payment Tracking Availability

Payment Tracking

Every advance, balance, and vendor payment tracked with due dates. Overdue amounts highlighted. AI generates polite but firm payment reminder messages with one click.

Overdue Flags AI Reminders Per-event View

Client Preference Memory

Repeat clients have a profile storing preferred food, decoration style, spending level, VIP status, and complaint history. Managers see this before every booking, every time.

VIP Status Full History Preferences

AI Weekly Insights

Automated reports on most profitable event types, busiest periods, food wastage patterns, cancellation trends, and staff performance — generated from your own data every week.

AI Generated Profitability Waste Patterns

Flexible AI Integration

Works with Ollama by default — private, free, runs on your own server. Switch to OpenAI or Google Gemini from the settings panel without any code changes.

Ollama (Local) OpenAI Gemini

DEPARTMENT VIEWS

Every team sees only
what matters to them

No clutter. No irrelevant information. Each department gets a focused view of their responsibilities for every event — updated live as the event manager makes changes.

Kitchen View

What the kitchen team sees

Event menu with quantities and serving times

Total cover count and timing per course

Special dietary requirements and allergies

Overload alerts for simultaneous banquets

Banquet View

What the banquet team sees

Seating arrangement and table layout

Stage, sound, and lighting requirements

Setup checklist with completion tracking

Setup timeline and handoff times

Housekeeping View

What housekeeping sees

Room prep list for guest arrivals

VIP room assignments and special requests

Arrival and departure schedule per guest

Decoration and turndown requirements

Front Desk View

What front desk sees

Full guest arrival list with check-in times

Check-in status updated in real time

VIP flag and special handling notes visible

Client contact and last-minute change alerts

AI CONFLICT DETECTION

Catch every clash
before event day

The AI continuously checks every confirmed and pending event against four dimensions — venue availability, kitchen capacity, staffing, and setup timelines — and flags problems while there's still time to fix them.

Venue Overlap Detection

Two bookings in the same hall flagged instantly

Kitchen Overload Windows

3 simultaneous banquets with overlapping serving times

Staffing Shortages

Staff requirement vs available roster checked per event

Impossible Setup Timelines

Not enough time between events for teardown and reset

AI CONFLICT REPORT — DEC 28

Venue Conflict — Ballroom A

Sharma Wedding (6 PM) and Gupta Anniversary (6:30 PM) both assigned to Ballroom A. 30-minute overlap detected. Resolve before confirmation.

Kitchen Overload — 7:00 – 9:00 PM

3 events require simultaneous hot food service. Kitchen staffed for 2 concurrent events. Request additional kitchen staff or stagger serving by 45 minutes.

Setup Timeline Impossible — Hall B

Conference ends at 5 PM. Gala setup requires 2.5 hours. Gala start time is 6 PM. Only 60 minutes available — insufficient for stage and lighting installation.

Resolved — Staff Allocation Dec 27

Staffing shortage resolved. 4 additional service staff assigned from banquet roster. Conflict cleared.

AI Quote GeneratorInstant PDF Export

Basic / Standard / Premium GST Auto-calculated

SMART QUOTATIONS

Professional proposals
in minutes, not hours

Use package presets or build custom line items. Every quote includes GST, discounts, and advance requirements — all calculated automatically. AI drafts the client-facing summary.

Package presets save time

Basic, Standard, Premium templates with pre-filled items — customise from there.

AI drafts the client summary

Professional, personalised proposal text generated from your line items — send it as-is or edit before sharing.

PDF export in one click

Clean, printable quote ready to send — no manual formatting, no copy-paste, no layout work.

Book Your Free Demo

AI ENGINE

Private AI by default.
Switch without code.

EventOS runs on Ollama by default — local, private, and free. Change to OpenAI or Google Gemini in the settings panel whenever you want.

DEFAULT

Ollama (Local AI)

Runs entirely on your own server. Zero cost, zero data leaving your premises. Recommended for hotels with data privacy requirements.

Private Free On-premise

OpenAI

Best quality AI output for summaries, reports, and conflict analysis. Add your API key in settings — no code change, no redeploy needed.

Best Quality API Key One Switch

Google Gemini

Strong multilingual support for hotels serving international guests. Switch from Ollama or OpenAI anytime without modifying any application code.

Multilingual API Key One Switch

WHAT AI DOES IN EVENTOS

Quote Drafting

AI writes the client proposal from your line items

Event Summaries

Briefing documents generated per event

Task Generation

Checklists created per department per event

Conflict Detection

Venue, kitchen, staff, timeline conflicts flagged

Payment Reminders

Polite but firm messages drafted by AI

Weekly Reports

Profitability, wastage, and performance insights

AI assists with communication and analysis only — it does not control hardware, replace staff decisions, or operate autonomously during events.

FAQ

Common questions
about EventOS

Does EventOS replace our existing property management system?

No. EventOS is a purpose-built event operations platform — not a full PMS replacement. It handles everything from first event enquiry to post-event reporting, and it works alongside existing PMS tools. If your hotel already uses a PMS for room and front-office management, EventOS complements it by covering the event coordination layer that most PMS tools handle poorly or not at all.

How does the local AI (Ollama) work and is it really private?

Ollama is an open-source AI runner that executes AI models directly on your own server — no data is sent to any third-party API. This means your event data, client information, and financial details never leave your premises. It requires a server with at least 8GB RAM to run comfortably. We assist with setup during onboarding. If you prefer OpenAI or Gemini quality, simply add your API key in the settings panel — one change, no code deployment.

Can different departments access EventOS from their own devices?

Yes. EventOS has role-based access — each department logs in with their own credentials and sees only their relevant view. Kitchen staff see the menu and cover data. Banquet team sees the setup checklists. Front desk sees arrivals. Managers see everything. The system works from any device with a browser — phone, tablet, or laptop.

How does AI conflict detection actually flag problems?

When a new event is created or an existing event is modified, the system automatically cross-checks it against all other confirmed and tentative events on the same date. It checks venue availability, kitchen capacity based on cover counts and serving times, staff availability from the roster, and setup time between events. Conflicts appear as colour-coded alerts on the event manager's dashboard — flagged in advance so there's time to resolve them before event day.

Can we customise the quotation templates for our hotel's branding?

Yes. Quotation templates include your hotel name, logo, and colour scheme. The Basic / Standard / Premium package presets are configured for your specific packages during onboarding. Custom line items can be added on a per-quote basis. The AI-drafted summary uses your hotel's name and tone throughout. PDF exports are clean, professional, and print-ready.

How long does it take to go live?

Most hotels are fully live in 2–3 weeks. This includes server setup (if using Ollama), department access configuration, quotation template setup, vendor directory import, team training per department, and a pilot run with a live event before full handover. We stay closely involved for the first month to tune the system to your specific event types and workflows.

Every Department.Every Event.One Dashboard.

Hotel events fail at thecoordination layer