Club event management software
Banquet management software for private clubs
At most clubs a wedding lives in a floor-plan tool, a stack of spreadsheets and a catering module that never talk to each other. In Bubs the floor plan, the meal on every seat, the BEO, the kitchen counts and the invoice are one record — change a seat, and every document changes with it.
Planning
From the first inquiry to the last plate
The catering office, the chef and the captain work from the same event. What the planner changes on Tuesday is what the kitchen fires on Saturday.
Inquiry to completed
Every event moves from inquiry to booked, confirmed, in service and completed on one board, so the catering office sees the season at a glance.
The room is held
Booking the ballroom takes it off the dining reservation book for the event's window. If the date moves, the hold moves with it.
Floor plans and templates
Drag tables, the head table and the dance floor onto the room. Save the layouts you use every season as templates, and clone last year's gala instead of starting over.
A meal on every seat
Seat each guest by name — members straight from the roster — and set their choice for each course, with modifiers and notes.
Allergies at the seat
Members' allergy profiles and each seat's notes reach the kitchen, and the BEO counts guests per allergen for the whole room.
Fired by course
The captain fires each course to the kitchen display, and every plate arrives labelled with its table and seat. A course can't be fired twice.
BEO software
A banquet event order that writes itself
The banquet event order is built from the floor plan, not typed beside it. The chef gets production counts for every course and station, totalled from the meal on every seat and checked against the kitchen's live tickets. Servers get a seat map. The captain gets the running order and what has been fired.
When a guest switches from the filet to the salmon on Friday afternoon, the counts, the server's map and the place cards are already right. Nobody re-keys a number into a spreadsheet, so nobody gets it wrong. For a field-by-field walk-through, see our BEO guide and BEO template.
- The full BEO, plus kitchen, server and captain views
- Chef production counts by course and station
- A timed run of show, from cocktails to coffee
- Place cards with discreet meal markers
- An allergy and dietary report by table and seat
Billing
Deposits, guarantees and a bill that matches the room
The event's check collects everything rung during it — the bar, the late-night snack, the extra cake — alongside the catering, under the event's own fee schedule. Member-hosted parties bill to the member; outside events are invoiced.
Guaranteed-count billing
Catering bills on the guaranteed count or the actual count, whichever is higher, and the final counts tie straight to the invoice.
Deposits and schedules
A deposit confirms the booking, milestone payments follow on a schedule, and deposits are held until the event and recognised on the day.
Members and outside clients
A member's party is charged to their account. A wedding or corporate outing gets a real invoice with its own deposit schedule and aging.
Planners and outside clients get a page in your club's brand to review the event, confirm the final count and meal choices, see the payment schedule and pay online — no account, no phone tag with the catering office. Revenue by event is one report, and every deposit and payment posts to the general ledger as it happens.
Member events
Member event registration, RSVPs and waitlists
Members enter club events from the app — the member-guest, the couples' event, the wine dinner — with their partners or guests. They answer the event's questions, see the price for their membership category and charge the fee to their account in one tap.
When the field is full, members join the waitlist and hear the moment a place opens. The withdrawal deadline and what it costs to miss it are shown before anyone enters, so there is no argument later. Staff see the attendee list and who still owes a guest fee.
- Pricing by member category, and custom questions
- Entry fees charged to the member account
- Waitlists that notify members when a place opens
- Withdrawal deadlines disclosed before anyone enters
One system
Events that share a kitchen, a ledger and a membership
The kitchen display that fires the gala is the one that fires the grill. The seat plan draws on the member roster. The invoice posts to the same ledger as the dining room. Seating a big room? Our guide to banquet seating with meal selections covers the practical detail.
FAQ
Events and banquet questions
What is banquet management software?
Banquet management software runs a club's private events from inquiry to invoice: booking the room, the floor plan and seating, menus and meal choices, the banquet event order, kitchen counts, deposits and final billing. At a private club it also has to handle member-hosted events charged to a member account alongside outside weddings and outings.
What is a BEO, and does Bubs create it?
A banquet event order is the document that tells every department what an event needs: the room, the timing, the menu, the counts and the special requests. Bubs builds it from the floor plan and seat assignments, with separate kitchen, server and captain views, so changing a seat updates every document.
How do per-seat meal selections work?
Each seat on the floor plan holds a guest and their choice for each course. Bubs totals those choices into the chef's production counts, and when the captain fires a course, every plate reaches the kitchen display labelled with its table and seat.
How is the guaranteed count billed?
The event carries both the guaranteed and the expected count. Catering bills on the guarantee or the actual count, whichever is higher, and the counts and meal choices tie to the final invoice.
Can outside clients pay online?
Yes. Outside clients get a page in the club's brand showing the invoice, the payment schedule and the balance, and they pay online without creating an account.
Can members register for club events in the app?
Yes. Members enter from the club app with their partners or guests, answer the event's questions and charge the fee to their account. When the field is full they join the waitlist and hear the moment a place opens.
Related
- Tournaments & scoringMember-guests, leagues and club championships, scored live.
- Food & beverageEvery outlet, every ticket and every minimum on one system.
- BEO Template for Private ClubsA free banquet event order (BEO) template for private clubs: header, timeline, menu counts, dietary needs, beverage, room set, AV, staffing and billing.
See your club on Bubs
Thirty minutes, your club's brand on the screen, and the parts of the day you care about most.