Event coordinators spend hours manually gathering vendor confirmations, chasing responses, and updating run-sheets as details change. Information gets scattered across emails, spreadsheets, and phone calls, creating confusion on event day.
Automation monitors vendor emails and incoming changes, updating the run-sheet in real time and alerting the team instantly. A single live document replaces multiple outdated versions and phone tag.
The full workflow, from trigger to completion.
A new event is created or the booking system. The automation is triggered with event ID, client name, date, time, and initial guest count.
The automation creates a new shared Google Sheet from a template, pre-populated with event details, vendor list, timeline, and task assignments. A unique link is generated.
Automated emails are sent to each vendor with a link to a confirmation form (embedded or a simple web form), requesting availability, pricing, and setup time. Each vendor receives a personalised message.
The automation monitors incoming emails and form submissions, extracts confirmation details (yes/no, times, notes), and logs them directly into the run-sheet. the automation flags missing confirmations for human review.
After 48 hours, automated reminder emails are sent to vendors who have not confirmed. the automation tracks response status and escalates to the coordinator if a vendor remains unconfirmed 72 hours before the event.
Whenever the run-sheet is updated (new confirmation, change logged, or task completed), a notification is sent to the event team channel with a summary of the change and a link to the live sheet.
On event day, automated SMS and messages are sent to the event manager and key staff at scheduled times (e.g. 2 hours before, 30 minutes before) with vendor arrival status, setup checklist, and any last-minute changes logged in the run-sheet.
After the event, the automation archives the run-sheet, logs final costs and vendor feedback, and generates a summary report for the coordinator to review.
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