Guest counts
250 confirmed, 245 meals chosen. Five guests at tables 9, 14 and 21 have no meal.
always-on AI agent for live events
runs the show.
Built to decipher, execute and solve problems in real time.
loomapro turns any BEO or event document into an intelligent workflow. It coordinates every department, troubleshoots issues as they happen and keeps an auditable record of every change.
Teach it once
Turn the hotel’s knowledge into intelligence.
Your loomapro Onboarding Wizard learns your property inside and out. From there, loomapro becomes your hotel’s AI expert, catching mistakes before they reach the floor.
Less to manage. Less to miss. Less mistakes.
Teach it once
Your onboarding wizardThe Grand Harbor Hotel
I found 12 event spaces in your floor plans. The chart lists the Grand Ballroom at 300 for rounds, but none of last year’s BEOs went over 260. Should 260 be the working maximum?
Yes, 260. Two pillars block tables near the stage.
Got it. I’ve marked the pillars on the layout and set rounds to 26 tables.
Learned so far
0%
- Event spaces12 rooms
- Setups and capacities48 setups
- Menus and pricing6 menus
- Service routes and doorsMapped
- Departments and contacts9 teams
- Past BEOs214 read
loomapro Brief
Know the day before it starts.
The first screen your team opens: every program running today, conflicts to resolve, event alerts and weather calls.
TodayToday
18°C, clearing by 4 PMThe terrace reception is on.
Avalon_Gala_BEO_Rev3.pdfUploading
Programs
-
Avalon galaGrand Ballroom, 250 guests6:30 PM
-
Hartley conferenceSalon A, 120 guests8:00 AM
-
Kessler receptionTerrace, 180 guests5:30 PM
Event alerts
- Kessler guarantee due Friday
- Table 19 chairs outstanding
Banquets
Avalon gala
Grand Ballroom · 250 guests
Avalon_Gala_BEO_Rev3.pdfRev 3
Department checklist0 of 4 complete
loomapro BEO
From static BEO to dynamic workspace.
loomapro pulls the timings, counts, rooms and tasks out of the document and splits them by department. Send a new revision and it shows exactly what changed.
See what loomapro pulled out, one view at a time.
↳Avalon gala250 guests · Grand Ballroom
4:00 PM · Room setup
7:30 PM · Dinner service
8:45 PM · Speeches
Dietary needs · 11 guests
1:00 AM · Bar closes
Grand Ballroom
Setup✓
18 tasks
4:00 PM · Room setup
Banquets✓
6 tasks
7:30 PM · Dinner service
AV✓
5 tasks
8:45 PM · Speeches
Culinary✓
4 tasks
Dietary needs · 11 guests
Beverage✓
3 tasks
1:00 AM · Bar closes
Housekeeping✓
2 tasks
Grand Ballroom
Found in the BEO
Parsed from Avalon_Gala_BEO_Rev3.pdfAvalon gala
DateSaturday
Guests250
RoomGrand Ballroom
Service6:30 PM to 1 AM
Found in the BEO
Run of show9 timings
Departments6
Setup tasks18
Dietary needsDietary needs · 11 guests
4:00 PMRoom setupDone
4:30 PMTable and chair checkNow
6:30 PMCanapés passed
7:30 PMDinner service
8:45 PMSpeeches
1:00 AMBar closes
Setup18 tasks
Banquets6 tasks
AV5 tasks
Culinary4 tasks
Beverage3 tasks
Housekeeping2 tasks
Revision 3 compared with revision 2
Guest count240 → 250
Vegetarian meals8 → 14
Bar close12 AM → 1 AM
None of these changes were in the email.
Ask Loomapro
Ask it what you’d ask your best captain.
Everyday questions, answered instantly from your property and the latest approved event. No digging through documents.
Watch loomapro answer questions about tonight’s event.
Avalon galaAsk
loomapro Team
Every detail. The right department. Right on time.
Message each department inside the event. When a message changes the plan, loomapro spots it and informs a manager before anything moves.
A change spotted, approved and sent to every team it touches.
Avalon galaBanquets
Banquet captainKitchen needs another 25
minutes. Can we push dinner?
Catering managerYes, let’s go 7:30.
loomapro spotted a changeMove dinner service from 7:00 PM to 7:30 PM?
Approved by Priya
What moves with it
- Speeches 8:15 to 8:45
- Cake cut 9:00 to 9:30
- AV cues shift with them
- Bar runs 15 minutes past the bartender schedule
Sent to F&BDinner service moved to 7:30 PM.
Please acknowledge.
Banquets…
Kitchen…
Setup…
Front desk…
loomapro Alerts
Spot it.
Spot it.
Solve it.
Fixed.
loomapro checks counts, timings, deliveries and staffing across every event, and flags what doesn’t add up while there’s still time to fix it.
Alerts caught and cleared before the doors open.
Across today’s eventsAlerts
4
Vendor access
Florals arrive at 4 PM, but Dock A is held for the Hartley conference until 5.
Room turnaround
The ballroom flip needs 75 minutes. You have 45.
Guarantee deadline
Kessler’s final count is due Friday at 5 PM. Nothing has come in yet.
All clear. Doors in 40 minutes.
Why it pays off
Where the hours and the money go.
Every event has changes, and every change is a chance for something to slip. When it does, the hotel pays for it.
59%
of hotel F&B department expenses go to labor, more than food and drink combined.
CBRE Hotels Research, 2025
70–80%
annual staff turnover across hospitality. The event has to make sense to someone on their first day.
Hotel Business, 2025
20–45%
of total revenue at many full-service and luxury hotels comes from food, beverage and banquets.
Hotel News Resource, 2026What a missed detail costs
Comps and credits
A cold entrée or a missing dietary meal ends as a discount on the bill.
Unbilled changes
Extra guests or a late bar never make it onto the invoice.
Overtime scrambles
A missed setup detail means staff rushing to fix it on overtime.
Lost rebookings
Planners remember the one thing that went wrong, and book somewhere else next year.
Every change, on the final bill.
Guest counts creep up, the bar runs late, AV gets added at the last minute. On a busy day those changes are made on the floor and forgotten by the time billing closes.
loomapro logs each change as it’s approved. The post-event report lists every one with its cost, who approved it and when, so it makes the final invoice. And when a planner questions a charge, the approval is right there.
Post-event reportAvalon gala
Sample
Guest count 240 to 250Approved by Priya, 11:42 AM
+$1,450
Bar extended to 1:00 AMApproved by Priya, 9:58 PM
+$750
Wireless mic for speechesRequested by AV, 8:05 PM
+$150
Dinner moved to 7:30 PM30 extra minutes of service staff, approved by Priya at
4:30 PM
+$600
Add to the final bill$2,950
Estimate what it’s worth
Set these to match your property.
Revenue recovered a year$36,000
Labor value a year$18,900
Hours back a year540
An estimate from your own inputs, not a promise. In a pilot we measure it against your real events.
Check it against your events
Request a Demo