WHO WE BUILD FOR / EVENT PLANNERS
Websites and automation for event planners
Every event is sixty vendor calls and a client who wants updates at midnight. We build the portfolio that wins the brief — and the workflows that chase vendors, collect payments, and keep the couple calm.
WEBSITE ONLY · AUTOMATION ONLY · OR JOINED — EVERY SPEC SOLD SEPARATELY
Sound familiar?
What's still done by hand
Every one of these is a workflow waiting to exist. None of them needs new software your team has to learn.
THE REAL COST
The week before an event, a planner becomes a call centre: sixty vendors, one phone. Every reconfirmation you dial by hand is time not spent on the thing that actually goes wrong — and after the event, the unsent balance reminder quietly ages into an awkward conversation.
- Enquiries arrive without dates, budgets, or headcounts — every reply is twenty questions
- Vendor confirmations are chased one call at a time, days before the event
- Client updates happen when the client panics first
- Advances and balances are tracked in someone's head across five events
What we'd build
Two pieces — take one, or join them
Each side is a separate engagement with its own scope and price. Plenty of clients start with one and add the other only when it earns its place.
PIECE A — THE WEBSITE
- A portfolio that shows real events by type — weddings, corporate, private
- Enquiry forms capturing date, city, headcount, and budget band up front
- Package pages that set expectations before the first call
- Galleries that load fast and hold up on event-season traffic
PIECE B — THE OPERATIONS
- Enquiry qualification with an instant, on-brand first reply
- Vendor confirmation workflows — booked, briefed, reconfirmed before the date
- Client milestone updates drafted for your approval at each stage
- Advance and balance schedules per event, reminded automatically
Example workflows
Three we'd start with
Written the way we'd actually spec them — trigger, steps, outcome. Yours would be drafted from your operation, on the call.
WORKFLOW 01
The qualified brief
TRIGGER: ENQUIRY FROM THE SITE
- 01Date, city, headcount, and budget band captured in the form
- 02Matching events from the portfolio go out with a call slot
- 03The enquiry lands in the pipeline tagged by month and size
First calls start with a brief, not an interrogation.
WORKFLOW 02
The vendor reconfirm
TRIGGER: EVENT MINUS 7 DAYS
- 01Every booked vendor gets a reconfirmation request with their brief
- 02Confirmations tick a board you can read at a glance
- 03Silence for 48 hours → the vendor escalates to your call list
The week before the event stops being sixty phone calls.
WORKFLOW 03
The milestone ledger
TRIGGER: EVENT STAGE OR PAYMENT DATE REACHED
- 01Client gets the update — booked, planned, staffed — with what's next
- 02Payment milestones send a reminder with the amount and account
- 03Receipts go out as money lands; the event ledger stays current
Clients feel managed, and the money arrives on schedule.
Heard all day
The questions your customers repeat
A chatbot grounded in your own pages answers these in seconds, cites the source, and hands anything unusual to your team.
- “What do you charge for a 300-guest wedding?”
- “Do you handle decor, catering, and photography or just coordination?”
- “Have you done events at this venue?”
- “Can we see a breakdown of where the budget goes?”
- “What happens if it rains / a vendor cancels?”
Drawn in ink
What stays human
Automation earns its keep on the repetitive work. These lines don't move — they're where your judgment and your relationships live.
01
The event itself — running the floor is the craft
02
Vendor negotiations and crisis calls — relationships close what templates can't
03
The client's hand-holding moments — the panicked call gets a calm human
Fair questions
Asked by event planners
Every event is different. Can this really be systemized?
The creative work stays yours. What repeats is the process around it — qualify, confirm, remind, collect — and that's identical across every event you run.
Our vendors are on WhatsApp, not email.
So are the workflows. Reconfirmations and briefs go where vendors already answer.
Can clients see their own event status?
Updates reach them at each milestone, which answers most of it. A private status page per event can be added if you want one.
We manage multiple events in the same week. Does the system keep them apart?
Every workflow is scoped per event — vendors, payments, and updates never cross-contaminate.
Can the client approve things through this?
Yes — option shortlists with approve/comment links, logged against the event, end the screenshot-approval era.
Do we have to take both the website and the automation?
No. Every service is scoped and sold separately — website only, automation only, or a single workflow to start. The two compound when joined, which is why the page shows both, but nothing requires buying both.
Tell us what your team still does by hand.
Thirty minutes. You'll leave knowing what we'd build, what it would cost, and whether it's worth doing at all.
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