Every vendor. Every timeline. Every budget. One system.
Event planners managing multiple events in spreadsheets miss details, double-book vendors, and burn out. A purpose-built event management system keeps everything organized from inquiry to wrap-up.
The problem
Event planners coordinate 15–40 vendors per event, manage client approvals across multiple revision rounds, track budgets in spreadsheets, and produce day-of run sheets manually. For planners running 3–5 events simultaneously, the mental load is unsustainable and details slip.
How it works
We build a centralized event management system for your planning practice. Each event has its own workspace: client portal, vendor tracker, budget tracker, and timeline builder. Clients approve selections and review changes in the portal — no email chains. Vendors receive automated briefing documents and timeline PDFs. Day-of run sheets generate automatically from the event timeline.
What you get
Client proposal portal
Interactive proposals with vendor options, pricing comparisons, and digital approval.
Vendor tracker
Contract status, payment schedule, contact info, and communication log per vendor.
Budget tracker
Real-time budget vs. actuals with category breakdowns; client-facing view available.
Timeline builder
Drag-and-drop event timeline exported to PDF run sheet automatically.
Automated vendor briefings
Day-before automated email to each vendor with their call time, location, and event details.
Post-event survey & review
Client satisfaction survey sent automatically after event; review request follows at 48h.
Common questions
Can I manage multiple simultaneous events without confusion?
Yes — each event is completely isolated in its own workspace; you switch between them from a master dashboard.
Can clients see the budget in real time?
Yes — a client-facing budget view can be enabled or disabled per client preference.
Does it handle contract storage and key date alerts?
Yes — contracts upload to each vendor record with automated alerts for payment due dates and contract deadlines.
Manage every event from one system, not 12 spreadsheets
Tell us about your business and we\'ll scope this for you — no commitment required.
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