Custom software · Event companies

Build an event system around your costing sheet and your vendor list.

An event is planned in three weeks and paid for over three months. Advances leave fast. Client money arrives slowly, and the margin is only clear when the last vendor bill turns up.

By then nobody remembers the call where forty more guests were agreed. Or the two extra LED panels that went up on the night. Or the advance paid to the sound vendor for a different event in the same week.

Software for an event company has to hold all of that in one place. The costing sheet, the vendor bookings, the production plan, the crew, the run sheet and the settlement. Every client change gets priced and recorded as it happens.

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Who this is for

Event businesses we can build for.

A wedding planner and a corporate production house work to different rhythms, and the software follows whichever kind of event fills your calendar.

Event management companies
Wedding planners
Corporate event agencies
Conference and seminar organisers
Exhibition and trade fair organisers
Product launch agencies
Dealer meet and townhall organisers
Artist and talent management companies
Stage and production houses
Sound and light rental companies
LED and AV rental companies
Decoration and floral companies
Catering companies working with planners
Tent and pandal contractors
Marquee and banquet venues
Destination wedding planners
Birthday and family function planners
College and cultural festival organisers
Sports and marathon event organisers
Multi-city event companies

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Enquiries

A corporate client wants a number by Friday and a bride’s father wants one tonight. Both enquiries deserve a record.

Client and contact
Event type
Date and alternate dates
City and venue if fixed
Expected headcount
Budget indicated
Source of the enquiry
Assigned planner
Site visit scheduled
Status and follow-up
Reason the enquiry was lost

Event brief

Theme and concept
Functions and their timings
Headcount per function
Food type and counters
Stage and décor expectations
Sound, light and AV requirement
Artists and entertainment
Photography and video
Guest logistics
Client contacts and who decides what

Rate cards and packages

Standard elements with your cost
Vendor rate cards by category
Per-day rental rates
Per-plate catering rates
Crew rates by role
Transport and labour rates
Packages by event size
Rates valid for a season
Rates used last time for this client

Costing sheet

The costing sheet is the event. Every line has a cost, a client price and a margin, and it moves every time the client speaks.

Venue
Stage, truss and rigging
Sound, light and LED
Décor, flowers and props
Furniture and tenting
Catering by headcount
Artists and anchors
Photography and video
Printing and signage
Power and generator
Transport and labour
Permissions and venue charges
Agency fee or margin
Contingency line

Quotation

Brief
Costing
Margin
Quotation
Client discussion
Revision
Confirmation
Advance

Quotation versions
What changed between versions
Inclusions and exclusions
Headcount the quote is based on
Payment schedule
GST
Validity
Client approval on record

Event calendar

Two events on the same Saturday, and one sound vendor. The calendar has to show that before the second one is confirmed.

Confirmed events by date
Tentative dates held
Functions within an event
Team allocated per event
Own equipment committed
Vendors committed
Clashes flagged
Load-in and load-out days

Production plan

Element list by function
Specification for each element
Quantity and size
Vendor allotted
Delivery time at venue
Setup start and completion time
Person responsible
Status: pending, confirmed, delivered, installed
Items still unassigned close to the date

Vendors

Vendor register by category and city
Rate card and past rates
Capacity and equipment held
Previous events worked on
Reliability notes
GST and bank details
Contact and crew lead
Outstanding balance with each
Vendors blocked for a date

Vendor bookings and advances

A verbal yes on WhatsApp is not a booking, and three advances to one sound vendor across three events is how a balance becomes a guess.

Booking against an event and function
Scope agreed in writing
Agreed amount
Advance paid with date and mode
Balance due
Confirmation received from the vendor
Cancellation and its cost
Advance mapped to the event it belongs to
Vendor ledger across events

Own equipment

For companies that own stock rather than hire everything, the inventory has to know what is out on which event.

Equipment register
Quantity held
Committed to an event
Dispatched and returned
Damaged or lost on site
Repair and service history
Purchase and depreciation records
Rented out to another company
Available on a given date

Crew and staff

Crew roles: supervisor, technician, helper, hostess, usher
Allocation per event and shift
Call time at venue
Attendance marked on site
Overtime and night hours
Freelancer and daily wage rates
Payment due and paid
Crew working across two events on one day
Crew cost per event

Tasks and checklists

Task list by event
Owner and due date
Standard checklist by event type
Dependencies before load-in
Overdue tasks
Tasks closed with a photograph
Daily task list per team member
Handover when a planner is on another site

Run sheet

The event lead holds the only current schedule, and on the day he is standing beside the stage with his phone in his pocket.

Load-in
Setup
Rehearsal
Guest arrival
Programme
Dinner
Close
Load-out

Minute-by-minute schedule
Who is responsible for each cue
Vendor contact list
Venue and client contacts
Updated once for everybody
Visible on every team member’s phone
Changes on the day recorded

Permissions and venue paperwork

Venue booking and agreement
Police permission where required
Fire safety clearance
Noise and timing restrictions
Generator and power approvals
Music licensing
Insurance for the event
Documents submitted and received
Deposits paid to the venue and their refund

Permissions are granted by authorities and venues on their own timelines. The system tracks the application and the paperwork, and what is legally required for your event is a decision for you and your advisers.

Guest and delegate management

For conferences, dealer meets and large weddings, the guest list is its own operation.

Guest list upload
Invitation sent and response
Registration form and link
Badge and pass generation
Check-in at the gate
Table or seat allocation
Accommodation allotment
Airport pick-up and drop
Attendance against invited
Return gifts issued

Catering and headcount

Menu by function
Counters and live stations
Guaranteed headcount agreed with the caterer
Actual plates served
Extra plates and their cost
Staff and crew meals
Timing of each service
Special dietary requirements
Caterer billing against the agreed count

Artists and talent

Artist booking and fee
Advance and balance
Travel and stay arrangements
Technical rider and requirements
Green room and hospitality
Performance slot and duration
Contract on file
Payment on the day
Cancellation terms

Transport and logistics

Vehicles booked
Material dispatched from the godown
Arrival time at venue
Loading and unloading labour
Return of material after load-out
Items short or damaged on return
Guest transport
Fuel and toll
Transport cost per event

Client changes

Forty more guests were agreed on a call. The client now says he never asked for them, and the caterer has already billed you.

Change requested and by whom
Date and time of the request
Cost effect on the sheet
Client approval recorded
Added to the final bill
Changes made without approval
Changes on the event day
Running total of approved additions

Client payments

Payment schedule against milestones
Advance received
Balance due before the event
Payment received on the day
Invoice with approved additions
GST and TDS deducted by the client
Outstanding after the event
Follow-up history
Security deposit refund

Client portal

Event details and functions
Approved quotation
Pending approvals
Change requests and their cost
Payment schedule and receipts
Production status
Reference images and layouts
Guest list upload
Queries and responses

What a client sees is decided by you. Most companies show progress, approvals and payments, and keep vendor rates out of it.

On the day

Setup checklist signed off
Vendor arrival confirmation
Crew attendance
Issues raised and who handled them
Extra material called for
Photographs of the setup
Client walkthrough sign-off
Incident record
Overtime approved on site

Settlement after the event

Load-out
Material return
Vendor bills
Bill against booking
Crew payment
Final client invoice
Collection
Event profit

Vendor bill matched to the booked amount
Extra charges from vendors
Advances adjusted
Damage recoveries
Crew and freelancer settlement
Cash spent on site
Final cost against the costing sheet
Margin earned
Bills still pending weeks later

After the event

Client feedback
Photographs and video for the portfolio
Vendor performance notes
What went wrong and what to change
Repeat and referral enquiries
Annual clients and their calendar
Testimonials, with the client’s permission
Case notes for the next quotation

Role-based access

Owner
Business development
Event planner
Production manager
Site supervisor
Crew lead
Purchase and vendor desk
Accounts
Store in-charge
Client

Management dashboard

Enquiries and conversion
Confirmed events by month
Value of work in hand
Cost against budget per event
Margin by event and by event type
Vendor advances outstanding
Client payments due
Equipment on hire
Crew cost
Events by city
Repeat clients

What it connects to

WhatsApp and SMS providers
Payment gateways
Tally or your accounting software
Cloud storage for layouts and photographs
Registration and ticketing platforms
Email
Website enquiry forms

A registration or ticketing platform can be connected only where it offers a route in. We check the one you use before agreeing to it.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Enquiry
Recce
Costing
Quotation
Confirmation
Production plan
Vendor booking
Crew deployment
Load-in
Event day
Load-out
Vendor bills
Settlement

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
Enquiry to quotation
Enquiries, site visits, rate cards, the costing sheet and quotation versions. The margin becomes visible before the event is confirmed.
2
Vendors and production
Vendor bookings, advances, the production plan, own equipment and the event calendar that stops two events colliding.
3
The day itself
Crew deployment, tasks, the run sheet on every phone, guest management and the on-site record.
4
Settlement and analysis
Vendor bill matching, client invoicing with approved changes, collections, the client portal and the profit per event.

How we work

How a build actually runs.

01
Understand
We go through one finished event with you, from the first costing sheet to the vendor bill that arrived three weeks late.
02
Map
Event types, cost heads, vendor categories, crew roles, approval points and the moments where money leaves before it arrives.
03
Design
Screens for a planner at a desk in March and a supervisor at a venue at two in the morning.
04
Build
The costing sheet and vendor bookings first, because that is where the margin is lost.
05
Test
Your team runs a live event through it in parallel with the sheet they already use.
06
Deploy
Go-live between seasons where possible, with planners, production and accounts trained on their own screens.
07
Improve
Guest management, the client portal and the analytics, once the costing and settlement are running properly.

What we can build

Systems we can put together for you.

Event management systems
Event costing and quotation software
Vendor booking and advance tracking
Production planning systems
Crew deployment and attendance applications
Equipment rental management software
Run sheet and day schedule applications
Guest and delegate registration systems
Client portals
Event settlement and profitability reporting
Wedding planning software
Management dashboards
Multi-city event platforms

Common questions

Questions owners ask before starting.

What does custom event management software do?

It keeps the costing sheet, vendor bookings, production plan, crew, run sheet and settlement on one event record. The point is knowing the margin during the event rather than a month after it.

Can it show the margin while the quotation is still changing?

Yes. Each line carries your cost and the client price, so the margin moves as the client revises the headcount or the theme.

Can we track vendor advances properly?

Yes. Every advance is booked against a specific event and vendor, so three payments to one sound vendor in one week do not merge into a single confused balance.

Can the team see the run sheet on their phones?

Yes, and it updates once for everybody. That matters most on the day, when the event lead cannot answer his phone.

Can it record client changes and their cost?

Yes, with the date, the person who asked, the cost effect and the approval. It cannot make a client pay for a change he now denies asking for.

Can it manage our own sound and light stock?

Yes. What is committed, what is out, what came back damaged and what is available on a given date, which is the question that decides whether you take the second booking.

Can it handle conference registration and badges?

Yes. Guest lists, registration links, badges and check-in can be built in, or connected to a platform you already use where that platform allows it.

Will it help with permissions and licences?

It tracks applications, documents and deposits. Which permissions your event legally needs is for you and your lawyer to settle, and no authority works to a software timeline.

Do we need custom software, or will a product do?

Our event and wedding management software already covers enquiries, quotations, vendor bookings and settlements, and for many planners that is enough. Custom work suits production houses, rental fleets and unusual cost structures.

Can it work for both weddings and corporate events?

Yes, though the two want different screens. Weddings run on functions and families. Corporate events run on approvals, purchase orders and delegate counts.

Can freelancer crew payments be tracked?

Yes. Rates, call times, attendance on site, overtime and what has been paid, per event and per person.

Can we start small?

Yes. Costing, quotations and vendor bookings first. Guest management and the client portal are worth more once the money side is honest.

Your trade

How we work with this trade.

Event management companies

Already built

Software we already run for this work.

If one of these fits, it is cheaper and faster than building from scratch. We will say so.

Event and Wedding Management Software

Build a system that knows what the event cost you.

Every event company can tell you what an event was billed at. Far fewer can tell you, in the week after, what it actually cost once the last vendor bill and the night’s cash payments were counted.

Pick your last big event and try to say what it cost you. If that takes more than an afternoon of asking people, the costing sheet is the build, and everything else can follow it.

Tell us how you work

Tell us how your event companies runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

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