Event coordinators spend hours manually creating run-sheets, chasing vendor confirmations, and distributing updates across email and messaging platforms. This fragmented approach causes delays, version control issues, and last-minute scrambling.
Automation generates complete run-sheets from booking data, sends vendor requests and captures responses automatically, and publishes live updates to all team channels in real time. The coordinator focuses on strategy and client relationships instead of data entry.
The full workflow, from trigger to completion.
A new event is created in the booking system or calendar. The automation detects the booking and extracts event details including date, client name, guest count, and venue setup type.
The automation creates a new run-sheet using a pre-built template, populating event details, timeline slots, and vendor sections automatically based on event type and guest count.
The automation sends templated emails to all assigned vendors requesting confirmation of availability, pricing, and delivery times. Each vendor receives a personalized email with event-specific details.
The automation monitors incoming vendor emails and extracts confirmation details, pricing, and delivery times using AI pattern recognition. Responses are automatically logged run-sheet.
As vendor responses arrive, the automation updates the run-sheet in real time, marking vendors as confirmed and populating delivery times and contact details.
The automation extracts the event timeline and posts a formatted message to the team channel with key milestones, vendor arrival times, and setup deadlines.
The automation sends a link to the live run-sheet to all team members via email, ensuring everyone has access to the current, centralized version.
24 hours before the event, the automation sends a reminder email to all vendors and team members requesting final confirmation of arrival times and any last-minute changes.
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