Event Management Software

Enquiry capture from your website contact form or direct entry, with brief recording against the enquiry record. Enquiry intake captures event type, preferred date, expected guest count, venue preference, estimated budget, and the source channel -- so the pipeline view immediately shows which enquiry types convert and which are most profitable without a manual analysis of email history.

Proposal generation produces a formatted document with package options, inclusions, optional extras, and pricing directly from the enquiry data -- formatted to your brand with your logo, colour scheme, and terms of business. Proposals sent digitally include an e-sign acceptance mechanism: the client signs online and the accepted proposal converts directly to an active event record with all brief data populated, with no manual re-entry. Payment deposit processing via Stripe can be triggered at the point of acceptance so the booking is financially confirmed at the same moment it is signed.

Automated confirmation sends the client a next-steps guide, their portal login, and a copy of the signed agreement immediately on acceptance -- without a coordinator needing to send anything manually. Enquiry pipeline view shows all active enquiries by stage (enquiry received, proposal sent, negotiating, accepted, lost), estimated revenue value, and expected decision date. The pipeline gives the business a forward revenue view from unconverted enquiries so capacity planning is based on probable bookings rather than only confirmed ones.

Event brief, date, venue, and key contacts in one record -- structured fields rather than a free-text notes document. Timeline builder with drag-and-drop scheduling handles multi-track events with session conflict detection: if two sessions are assigned the same room or the same AV technician at the same time, the system flags the conflict immediately rather than leaving it to be discovered the morning of the event. For multi-track conferences with parallel breakout sessions, the timeline view shows all tracks simultaneously with room assignment and speaker confirmed against each slot.

Speaker management captures bio, headshot, session assignment, session description, AV requirements (presentation format, microphone type, video feed requirements), and travel and accommodation details in one record. When AV requirements change between booking and delivery, the update propagates to the function sheet automatically rather than requiring a coordinator to manually update both the speaker record and the day-of document.

Run sheet generated from the timeline is formatted for the day's execution -- printed or digital, with each time slot, responsible party, and action described in the sequence the day will actually run. Function sheet covers venue layout with room configuration (theatre, classroom, banquet, cabaret), catering quantities per session, AV equipment list, and special instructions for venue staff. All documents are version-controlled: previous versions remain accessible, the current version is clearly marked, and every PDF exported carries a version number and issue date on every page so vendors and venue staff always know whether they are working from the current plan.

Vendor list per event with contact details, contract status, payment terms, confirmation status, and the specific deliverables they are responsible for. Task assignment to vendors includes a deadline and priority level -- vendors receive email notification with a direct link to a confirmation interface so they can acknowledge the task, update their delivery status, or raise a query without needing a portal login. All confirmations are recorded against the event timeline rather than in a coordinator's inbox.

Exhibitor management for trade shows and conferences includes booth floor plan assignment. The floor plan view shows the hall layout with booth dimensions, exhibitor names against each booth, and allocation status -- so the event manager can see at a glance which booths are filled, which are still available, and whether exhibitors with specific adjacency requirements have been accommodated.

Vendor communication log records every instruction and every response against the event record so the complete communication history is available to any team member without searching individual email accounts. Payment status tracking covers each vendor through the stages: quoted, contracted, invoiced, part-paid, and paid. Outstanding payments per event and per vendor are visible in a single view so the finance review before an event does not require collating information from multiple spreadsheets. Vendor directory with ratings from past events -- performance, reliability, communication quality -- provides reference data when selecting suppliers for future bookings of the same event type.

Salesforce or HubSpot CRM sync handles lead capture for corporate events: attendee data collected at registration flows into the CRM as contacts or leads so the sales team can follow up post-event without manual data transfer from an attendee export.

Client views their event plan, timeline, vendor list summary, and budget overview in a dedicated portal -- no login complexity, accessible by a direct link and PIN so clients who are not technically inclined can reach their event information without a password reset process. The portal displays the current version of every document the client has access to -- not a PDF they downloaded three weeks ago that no longer reflects the agreed plan.

Event registration for the client's guest list is handled through the portal where applicable: tiered ticket types (early bird, general admission, VIP) with quantity limits per tier, online payment via Stripe for ticketed events, and a QR code e-ticket issued immediately on registration. For corporate events where the client is collecting attendee data from their own guests, the registration form is embedded or shared as a standalone link. QR code check-in scanning at the door uses a camera-based scanning interface on a tablet or a Zebra scanner SDK for high-volume venue entry where camera-based scanning is too slow.

Clients review and approve timeline items with a single action -- the approval recorded with a timestamp, the planner notified immediately, and the approved state visible in the coordinator's planning workspace. Change requests are attached directly to the affected timeline item or brief section so the context is clear without a separate email thread explaining what the change relates to. For hybrid events, Zoom or Microsoft Teams webinar integration allows the client to review the event structure including the virtual streaming component alongside the in-person timeline. GDPR consent management for attendee data is built into the registration flow -- consent is captured at registration and records are stored with the consent timestamp for compliance with applicable data protection requirements.

Budget template by event type with standard cost categories (venue, catering, AV, entertainment, staffing, floral, photography, transport) populated at event creation so the coordinator starts with a structured budget rather than a blank sheet. Line-item tracking captures quoted amount from the vendor, actual supplier invoice when received, and variance -- so the difference between estimated and actual cost is visible per line item throughout the event cycle, not discovered at the end.

Supplier invoice attachments against each budget line keep the financial record self-contained: the budget line, the vendor, and the invoice document are in one place so a finance review does not require collecting documents from email folders. Stripe payment integration handles client deposits and final balances where the event company collects payment directly -- payment status and amounts received are reflected in the revenue side of the event profit calculation automatically.

Profit per event is calculated from total revenue (client fee) against actual supplier costs in real time as invoices are recorded -- not assembled at the end of the event from a collection of email attachments. Budget summary exportable for client reporting where a budget breakdown is part of the service delivery. Reporting across events shows margin by event type and event size so the business knows which segment to grow and which is being priced below its actual cost to deliver. Post-event NPS survey automation fires when the event record is marked complete, capturing the client's satisfaction score and response for the event archive. The margin visibility that tells you which event types are most profitable and which are priced too low.

Post-event NPS survey automation sends a structured satisfaction questionnaire to the client automatically when the event record is marked complete -- response captured and stored against the event record so the score is available in the client history without a manual collection process. Attendee mobile app push notification (delivered via APNs for iOS and FCM for Android) can be used during the event itself for session updates, agenda changes, and post-event follow-up prompts directing attendees to submit feedback or connect with other attendees via the networking feature.

Vendor performance rating is captured for each supplier involved in the event -- covering delivery quality, communication reliability, and price accuracy -- and stored in the vendor directory for reference when the same or a similar event type is planned in the future. A coordinator selecting a florist for a new wedding booking can review the ratings from the last four times that florist was used rather than relying on memory.

Testimonial request and referral prompt goes to clients who score the event above a configurable threshold -- the follow-up is automated, the timing is defined during setup, and the request is personalised to the event type. Thank-you and rebooking offer sent at the appropriate interval for anniversary events (typically 10 months after a wedding, before the client would naturally start thinking about a first anniversary dinner or a one-year celebration). Event archive stores every completed event as a reusable template: the timeline structure, vendor list, run sheet, and function sheet are available as a starting point for similar future events so a new corporate conference brief does not require building the timeline from scratch. The institutional memory that stays in the business when a coordinator leaves.