Event Hospitality Company System
A hospitality company serving conferences and corporate celebrations with mobile crews and equipment.
From the client brief to hospitality design, preparation, and on-site execution through feedback and invoicing.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every event starts as a card in the “Brief” column: the occasion’s nature, guest count, budget, required hospitality level, and any protocol requirements. In “Hospitality Design” the full experience is built — beverages, Arabic hospitality, desserts, service style, and crew uniform — and approved by the client in writing on the card. Then “Preparation”: equipment and consumables lists from the warehouse and crew and supervisor assignment; on event day the card lives in “Execution” with on-site hospitality managed until the close; then client satisfaction is documented in “Feedback” and the balance settled in “Invoicing”.
On event day, Chat links the site to the warehouse: guests exceeding the confirmed count, an urgent protocol request from the client, or a consumables shortage sent immediately before anyone notices. Announcements are for the events manager: the week’s events with crew and supervisor assignments, hospitality package updates, and the company’s approved uniform and protocol instructions.
Dues manages the client’s deposit and remaining balance after the event, temporary crew wages per event, and consumables purchases attributed to each occasion — so each event’s profitability shows separately before month-end, and the owner knows which event types deserve focus.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Events Manager
Takes large events and negotiates them, approves hospitality designs with clients, assigns crews via Announcements, and reviews each event’s profitability after invoicing.
Brief & Client Coordinator
Receives the client’s “Brief” and documents it precisely on the card, follows design approval, and stays the liaison with the client until event day.
Hospitality Supervisors
Lead the crew in “Execution” on event day, run protocol on site, and handle emergencies in coordination with the warehouse via Chat.
Preparation & Warehouse Officer
Prepares equipment and consumables in “Preparation” per each event’s list, receives and reconciles returns afterwards, and keeps warehouse balances current.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Event Hospitality System»
Every event with us is a card from “Brief” to “Invoicing”: the approved hospitality design, preparation lists, and crew assignments are all documented on it. On event day, Chat is the hotline between site and warehouse, and crew assignments are announced here. Start by logging this month’s events.
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