Enterprise Management Software for Convention Centers & Expo Halls.

Start with what a delegate needs, because every room quote begins with a headcount and a layout. Event-planning guides put theatre seating at roughly 7 to 12 sq ft a person, classroom seating at 15 to 20, banquet rounds at 12 to 16, cabaret at 11 to 12 and a U-shape at 20 to 35. Take a plenary hall of 9,000 sq ft and set aside 20% for stage, screens and aisles. That leaves 7,200 sq ft, which seats about 800 in theatre style and about 400 in classroom style, and the same room and the same day rate hold half the people. The fire-safety limit posted for the room is the hard cap whatever the arithmetic says. Your quote should show the layout and the capacity next to the price.

Scale sets the tone. Yashobhoomi, the India International Convention and Expo Centre in Dwarka, describes 15 convention rooms with capacity for 11,000 delegates, a plenary hall of about 6,000 and a grand ballroom of about 2,500. Most Indian convention centres and large banquet complexes are a fraction of that, with a plenary hall, a ballroom and a handful of breakouts. The habits are the same at any size, though. Rooms are booked for several days, add-ons multiply, and a single client may hold three rooms at once with a purchase order behind it.

Here is a two-day conference on 10 and 11 December, the sample built into the workbook. The plenary hall at Rs 3.2 lakh a day with an Rs 1.8 lakh AV and stage package and Rs 45,000 for extra power. Breakout rooms at Rs 60,000 a day, each with Rs 35,000 of AV, two of them on the first day and one on the second. An exhibition foyer at Rs 90,000 a day with Rs 20,000 of power and lunch for 150 at Rs 1,400. Before tax that is Rs 20.15 lakh. Where food is sold with the room, room and food form one package at 5% without input credit, and the AV, stage and power carry 18%. With that split, GST is Rs 2.85 lakh and the client is invoiced Rs 23.0 lakh. Rooms with no food are hall hire at 18%.

Now the part that surprises new managers: TDS. Corporate clients usually deduct tax at source, and the section they apply depends on how they read the payment. Rent of a hall is treated under section 194-I at 10%, where the rent paid in a month is above Rs 50,000, a threshold in force since 1 April 2025. Event and catering services fall under section 194C, at 1% for individuals and HUFs and 2% for other payees, once a payment crosses Rs 30,000 or the year's total crosses Rs 1 lakh. From 1 April 2026 these rules sit in section 393 of the Income-tax Act, 2025. On the sample, 2% of the pre-GST value of Rs 20.15 lakh is Rs 40,300, so the account receives Rs 22.59 lakh. If the client applies 194-I to the room rent of Rs 10 lakh, the deduction is Rs 1 lakh instead.

You do not choose the section, your client does, and their view can differ between departments. Ask for it in writing before the event and put it in the quote, then collect the Form 16A when the TDS certificate is due. Where GST is shown separately on the invoice, TDS is normally calculated on the value before GST, which the workbook assumes. Put a sentence in your terms that any short payment for a section the client failed to specify will be invoiced as a balance. Finance teams respond to a clear clause faster than to a reminder call.

Purchase orders deserve their own tracker. A PO of Rs 25 lakh, with Rs 20.15 lakh invoiced before GST, leaves Rs 4.85 lakh of headroom. An invoice above the PO usually bounces back and adds a week to the collection. The workbook flags any PO with less than 10% headroom and any invoice that crosses it. Turnover above Rs 5 crore also brings e-invoicing for business invoices, so a busy centre should expect to generate an invoice reference number on each corporate invoice and hold to the client's GSTIN carefully.

Finally, sessions. Two workshops in the same breakout room, one from 10:00 to 11:30 and one from 11:00 to 12:30, overlap by half an hour and nobody sees it until delegates arrive. A simple clash check on room, date and time catches it in the planning meeting. For very large or international venues, dedicated tools such as Momentus offer room diagramming and enterprise integrations on quoted pricing. Kaliquid does not claim floor-plan diagramming, and it is built for Indian halls and convention spaces with rupee pricing, GST and Tally in mind. If you need a diagram tool, use one alongside the booking system.