Conference with a banquet
The situation
Profilon, 80 guests, two days. Day one: training, lunch, an evening banquet. Day two: breakfast, a kayak trip, departure in the afternoon. Seven departments.
Who takes part
Management — general information about the event.
Documents in Flaber
The flow in Flaber
An offer built from documents.
The event manager puts the client offer together from notes in Flaber: meeting rooms, coffee break options, the banquet menu, the leisure offer.
One request for every department.
Once confirmed, they create the request “Profilon Conference, 12–13 Nov”, attach the BEO as a PDF and add the general information. Each department gets its own part: information, tasks and mentions of the documents it needs.
Documents opened from the request.
Kitchen opens the banquet menu and the coffee break option from within the request. Leisure — the kayak and hike description. Banqueting and Engineering — their checklists.
Every department’s calendar.
Kitchen sees lunch on 12 Nov at 1 pm, the banquet at 7:30 pm and packed lunches on the morning of 13 Nov. Engineering — room A at 8 am. Housekeeping — 20 rooms by 11 am.
Changes.
The day before: six more guests, three vegan menus, a hike instead of kayaks. The event manager edits the request and swaps the document in the leisure part. Departments get a notification; History shows what changed.
Comments and progress.
Reception asks under the request about early check-in for 20 rooms. Departments tick off their tasks, the event manager gets notified, and the choice list shows the room set-up.
The next edition.
A year later, the same company — the event manager makes a copy of the request and changes the dates and numbers.
Features used
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Whole organization
Several teams, divisions, sites. We’ll set up the structure and terms with you.