Event and Wedding Management Software · Guide
Wedding and Event Business in Nepal: Sait Dates, VAT, Vendors
Events in Nepal follow a rhythm that software designed elsewhere does not know. Dates are set by astrologers, families celebrate across several days, relatives decide at the last minute and vendors work on handshakes and advances. This article describes the local habits that a party palace or wedding planner should build into its records. It is about software and record keeping, not legal or tax advice.
Sait dates and demand planning
Families choose a wedding date from auspicious sait dates, which are published each year in the BS calendar. These dates cluster in certain months, and demand for a few of them far exceeds supply. Keep a list of the sait dates for the season in your calendar and mark how many halls or sessions are booked on each. That lets you set holds more carefully, decide how long to wait on tentative requests and see in advance when you are nearly full.
BS first, AD alongside
Families speak in BS dates, while bank, tax and official records may use AD. Your booking calendar should show both so a mistake in conversion never moves an event. Reports for the fiscal year should follow Shrawan to Ashadh, in line with how your accountant files.
Advances and the cultural side of payment
Advances are often paid in cash or by cheque, sometimes in several instalments from different relatives. Record who paid, when and how, because another family member may later say the money was already given. Issue a receipt each time, and show the running balance on every receipt. Handle refunds in line with the terms you stated in writing, and record the reason for any exception.
VAT, PAN and invoices
Whether a party palace or planner must be VAT registered, and how food, hall hire and decoration are taxed, is a matter for the Inland Revenue Department and your accountant. If you are registered, invoices can be set up with 13% VAT and a sequential number. If your clients are companies, they may ask for a PAN or VAT bill, so record those details in the client profile. Our VAT billing software page explains what sequential billing and reports can do for you.
Working with vendors
Most events depend on outside vendors: caterers, decorators, photographers, musicians, priests, florists and transport. Keep each vendor in a list with contact, rate, past events and payment history. For every event, record who was booked, what was agreed and what has been paid. After the event, mark vendor payments as settled. This avoids paying the same vendor twice, or forgetting one until they call with a complaint.
| Vendor | What to record |
|---|---|
| Caterer | Menu, per-plate rate, final guest count, advance, balance |
| Decorator | Stage and decor plan, amount, setup time, advance |
| Photographer or videographer | Package, hours, delivery date, advance |
| Musician or DJ | Timing, equipment, fee, advance |
| Transport | Vehicles, route, timing, fee |
Linked events for one family
A wedding often includes mehendi, haldi, sangeet, the ceremony and the reception across several days and maybe several venues. Create one client record with linked events, so the total and payments can be seen together while each event keeps its own guest count and bill.
Staff, temporary workers and daily wages
Peak days bring temporary waiters, cleaners and security. Keep a simple list of how many were used and what was paid, so event profit includes these costs. Confirm the rules on wages and records with your accountant or the relevant labour office.
Backups and record safety
Bookings for next year are worth a great deal of money. Take a backup copy of the data regularly and keep it away from the office computer. Give each staff member their own login, and limit who can delete a booking or change an amount.
A short list of records to keep for every event
- Client name, phone, address and PAN or VAT details for company clients.
- Date in BS and AD, hall and session.
- Quotation versions and the version the family accepted.
- All payments with date, amount, mode and receipt number.
- Guest count history and the final number.
- Vendor list with agreed amounts and settlement status.
- Final invoice, profit and any complaints or notes for next time.
Keeping these seven items together means a question from a family, an accountant or an owner can be answered from one screen rather than from three notebooks.
The event and wedding management software is built around these local habits. Next step: list the three parts of your process that rely most on memory today and send them to us on WhatsApp. We will show you how they appear in the system.
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