Event coordination at alumni organizations involves manually collecting RSVPs, tracking vendor confirmations, and managing budgets across multiple email threads and spreadsheets. This fragmentation causes delays, duplicate entries, and budget visibility gaps that compound as event dates approach.
Automation captures RSVP data directly into a centralized database, tracks vendor confirmations with deadline alerts, and maintains real-time budget calculations. The result is faster event setup, fewer errors, and clear financial oversight from planning through payment.
The full workflow, from trigger to completion.
A new event is created with date, venue, and budget cap. The automation is triggered.
A Google Form is generated with event details and sent to the alumni mailing list. Responses flow automatically.
Form responses are parsed and attendee records (name, status, dietary notes, guest count) are created in real time.
A workflow sends templated vendor confirmation emails, requesting quote and delivery date confirmation within a set deadline.
Vendor quotes and invoices are logged and linked to budget line items. Running totals and variance alerts are calculated automatically.
Automated reminders are sent to confirmed attendees one week and one day before the event, pulling names.
Final attendee count is calculated and sent to the caterer, with a summary of dietary restrictions.
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