Event Bookings

The process

Every event moves down these steps in order.

What it records

These fields come with the template. Add your own, rename them, or delete the ones you do not use.

• Clientcontact
• Event nametext
• Event typedropdown
• Event datedate
• Guestsnumber
• Budgetnumber
• Quotefile
• Quote amountnumber
• Venue bookedtext
• Deposit receivednumber
• Caterertext
• AV suppliertext
• Dietary requirementsnotes
• Run sheetfile
• Event leadtext
• Final guest countnumber
• Final invoice numbertext
• Client feedbacknotes

Step by step

The documentation below ships with the template. It is what your team reads on the step itself while they are doing the work, not a manual filed somewhere else.

1. 01

   Enquiry

   A new event enquiry has come in.

   Required before the job can move on

   • Client
   • Event name
   • Event type
   • Event date
   • Guests

   Also on this step, but optional: Budget.

   Purpose

   Capture the basics so you can check availability and quote quickly. Fast replies win events.

   Tasks

   1. Pick the Client (or add them to Contacts).

   2. Fill in Event name, Event type, Event date and Guests.

   3. Ask about Budget. A rough range is enough.

   4. Check your calendar for clashes on the date.

   Gate to advance

   Client, Event name, Event type, Event date and Guests must be filled in.

   Notes

   If the date is already taken, offer alternatives before archiving the enquiry.

2. 02

   Quoted

   A quote is with the client.

   Required before the job can move on

   • Quote
   • Quote amount

   Purpose

   Put a written price in front of the client while they are still keen.

   Tasks

   1. Prepare the quote and attach it as Quote.

   2. Enter the Quote amount including GST.

   3. Send it and follow up within three business days.

   Gate to advance

   Quote and Quote amount must be set.

   Notes

   Say how long the quote and any held date are valid for. Release a held date when that passes.

3. 03

   Quote accepted

   The client has said yes, the venue is confirmed and the deposit is in.

   Required before the job can move on

   • Venue booked
   • Deposit received

   Purpose

   Lock the event in. Nothing else gets booked until the venue is confirmed and the deposit has landed.

   Tasks

   1. Confirm the venue in writing and record it in Venue booked (e.g. "Harbour room, confirmed by email").

   2. Enter the Deposit received in dollars once it has cleared.

   3. Send the client a booking confirmation with the next milestones.

   Gate to advance

   Venue booked and Deposit received must be filled in.

   Notes

   Do not book suppliers on a verbal yes. A deposit is what turns an enquiry into a commitment.

4. 04

   Suppliers confirmed

   Catering, AV and staffing are locked in.

   Required before the job can move on

   • Caterer

   Also on this step, but optional: AV supplier, Dietary requirements.

   Purpose

   Every supplier booked, with the details they need, well before the day.

   Tasks

   1. Book the Caterer and send them guest numbers and Dietary requirements.

   2. Book the AV supplier if the event needs one.

   3. Confirm staffing, furniture and any hire items. Note them on the record's Notes tab.

   Gate to advance

   Caterer must be filled in. Write "Venue in-house" if the venue caters.

   Notes

   Ask the client for the final guest count and dietary requirements at least a week out, and pass them on the same day.

5. 05

   Event day

   The run sheet is live and a lead is on site.

   Required before the job can move on

   • Event lead
   • Run sheet

   Also on this step, but optional: Final guest count.

   Purpose

   Everyone on the day works from the same run sheet, with one person in charge.

   Tasks

   1. Name the Event lead.

   2. Attach the final Run sheet and share it with suppliers and staff.

   3. Record the Final guest count on the day, for invoicing.

   Gate to advance

   Event lead and Run sheet must be set.

6. 06

   Wrap-up

   Final invoice sent and feedback collected.

   Required before the job can move on

   • Final invoice number

   Also on this step, but optional: Client feedback.

   Purpose

   Get paid, and learn from the event while it is fresh.

   Tasks

   1. Raise the final invoice, less the deposit, adjusted for the Final guest count. Enter the Final invoice number.

   2. Ask the client for feedback within a week and record it in Client feedback.

   3. Note anything a supplier did well or badly, for next time.

   Gate to advance

   Final invoice number must be set. Archive the event once it is paid.

Other templates

• SalesTrack deals from first contact to closed-won.
• New Hire OnboardingFrom signed offer to a productive team member.
• Repair JobsWorkshop intake → quote → repair → pickup.
• Support TicketsInbound issues from triage to resolution.
• Project ScheduleMilestone-driven projects, visualised on the Timeline.
• ContactsOne place for the people and companies you deal with.
• ProductsThe things you sell online, with prices and photos.
• OrdersPaid online orders, from new to collected.
• Maintenance RequestsEvery site's requests, from reported to signed off.
• Site Safety InspectionsBook it, walk the site, action every hazard, sign off.
• Tenant Maintenance RequestsLodged, owner approved, tradie booked, done.
• Student EnrolmentsEnquiry, trial lesson, enrolled, term report.
• Home Care Client IntakeReferral, assessment, care plan, services, review.
• Production OrdersOrdered, made, QA checked, dispatched. Nothing ships unchecked.