Event Bookings checklist
Run every event from enquiry through quote, venue, suppliers, the day itself and the final invoice.
Event referenceDate started
Work down the steps in order. Fields marked * must be filled in before moving to the next step.
1. Enquiry
A new event enquiry has come in.
- Pick the Client (or add them to Contacts).
- Fill in Event name, Event type, Event date and Guests.
- Ask about Budget. A rough range is enough.
- Check your calendar for clashes on the date.
Completed byDate2. Quoted
A quote is with the client.
- Prepare the quote and attach it as Quote.
- Enter the Quote amount including GST.
- Send it and follow up within three business days.
Completed byDate3. Quote accepted
The client has said yes, the venue is confirmed and the deposit is in.
- Confirm the venue in writing and record it in Venue booked (e.g. "Harbour room, confirmed by email").
- Enter the Deposit received in dollars once it has cleared.
- Send the client a booking confirmation with the next milestones.
Completed byDate4. Suppliers confirmed
Catering, AV and staffing are locked in.
- Book the Caterer and send them guest numbers and Dietary requirements.
- Book the AV supplier if the event needs one.
- Confirm staffing, furniture and any hire items. Note them on the record's Notes tab.
Completed byDate5. Event day
The run sheet is live and a lead is on site.
- Name the Event lead.
- Attach the final Run sheet and share it with suppliers and staff.
- Record the Final guest count on the day, for invoicing.
Completed byDate6. Wrap-up
Final invoice sent and feedback collected.
- Raise the final invoice, less the deposit, adjusted for the Final guest count. Enter the Final invoice number.
- Ask the client for feedback within a week and record it in Client feedback.
- Note anything a supplier did well or badly, for next time.
Completed byDate