This simple yet amazingly effective call-to-action encourages visitors to enter their date to check whether you're available. Optionally set blackout dates when you're booked or unavailable. If available, prospective clients will be prompted to fill out an inquiry form. If unavailable, you can optionally refer other available companies you network with. Event information is sent to you via email/text and stored in your event management interface. Set up an auto-responder to follow up with prospective clients. Add your own questions to the inquiry form. Date check limitation prevents competitors from monitoring your schedule.

 

 

Loaded with your company's unique event packages, options, surcharges, and discounts, the Instant Quote will take the details of the prospective client's event and calculate a fully customized price quote, taking into account the packages/options selected, start/end times (including overtime), automatic surcharges/discounts for day of week or holiday, promo codes, and even travel charges based on actual driving distance to the event. Prices are only shown after the visitor inputs their contact info, which is sent to you. Optionally create groups to have multiple, event-based instant quotes (e.g. wedding vs. party).

 

 

Work with prospective clients to determine the details of your services then send them to your Booking System to instantly create a personalized contract for their event. A print-ready document is created on-screen and a PDF version is sent by email with your company’s logo at the top. You can use your own existing contract terms and desired terminology (e.g. Contract vs. Agreement or Deposit vs. Retainer). Event information is sent to you via email/text and stored in your event management interface. Clients can even sign electronically using any 3rd party ESIGN/UETA/EC compliant e-signature service.

 

 

Your clients can make secure credit or debit payments for their event right on your website. Already have your own merchant account? No problem, the PCI-compliant Payment Gateway tool can be used with virtually any existing merchant account. It’s also integrated with off-the-shelf processors like PayPal, Square, or Stripe. You can specify your desired terminology (e.g. Deposit vs. Retainer). If you don't have a merchant account but want to accept credit cards, or already have a merchant account but want to lower your fees, check out our discount payment solutions designed for event professionals (not required).

 

 

The Contact Form is a full-featured event inquiry form you can use on your website to collect information from prospective clients. Unlike the Availability Checker which only lets prospective clients submit their information if you are available, this form does not check your availability. Event information is sent to you via email/text and stored in your event management interface. Set up an auto-responder to follow up with prospective clients. Add your own questions to the inquiry form. The Contact Form also protects your email address from being exposed to email harvesters that crawl websites looking for email addresses to spam.

 

 

The Message Form is a super-simple contact form your current clients can use to send you a quick email message at any time. Unlike the Contact Form which is designed for prospective client inquiries, the Message Form is designed for existing clients and only prompts for basic information. The message is sent to you via email/text and stored in your event management interface. Optionally set up an auto-responder to let clients know when you’ll get back to them. The Message Form also protects your email address from being exposed to email harvesters that crawl websites looking for email addresses to spam.

 

 

If you're a DJ, band, or musician, your clients can use the Music Playlist to make online requests for their event. They can search by keyword or browse your entire music library, using optional features to listen to song samples and view song suggestions from three dozen music charts while building three custom request lists for their event (including a do not play list) and adding notes/dedications. Upload your own music list, if you have it. Or use our built-in default music library of over 115,000 songs, updated weekly. Specify max number of requests per client. Request lists automatically save for continued progress.

 

 

Allow clients to design and coordinate every specific detail of their event, from location and times to first dances and bridal party introductions. The Planning Form tool is a totally modifiable set of dynamic forms for weddings, parties, mitzvahs, schools, and corporate events. The forms automatically save in real time, allowing the client to return anytime for continued progress. Upon completion, the event details get sent to your staff with a beautifully formatted printable report. Though we provide a default set of planing forms, you can create your own forms with all of your own questions, laid out exactly as you wish.

 

 

The Event Timeline tool allows clients to specify the order of activities to take place at their event, from the start of cocktail hour to the last dance. In "timeline" mode, the client can suggest an exact time they wish an activity to take place. In "sequence" mode, the client can only specify the order of activities, without an exact time. The timelines automatically save in real time, allowing the client to return anytime for continued progress . Upon completion, the timeline gets sent to your staff with a nicely formatted printable report. Though we provide a default set of timelines, you can create your own timelines with your own activities.

 

 

The very best event professionals are in a constant state of improvement. The Event Survey allows you to solicit valuable feedback from past clients on your company’s strongpoints and weaknesses. The simple point & click survey quickly captures all the pertinent data and sends it directly to you. Additionally, the results are stored for statistical tallying and the ability to showcase to future clients on your website, at your discretion. Though we provide a default set of event surveys, you can create your own surveys with your own questions. You can even encourage clients to post a review on other websites if they meet a certain star-rating threshold.

 

 

The Event Portal gives clients access their event information in a single location. Upon logging in with email and password, they will be presented with a list of forms to fill out, such as planning forms, timelines, and request list. Your client can optionally access payment information such as balance due and payment history with the ability to make a payment online. You can share documents with your clients (such as a signed contract). The system will automatically keep your clients logged in so they can easily access the Event Portal again in the future. You can also specify a lockout date to ensure forms are completed a certain number of days before the event.

 

 

If you're a DJ, band, or musician, the Guest Request tool lets you interact with guests of your upcoming events and gain insight into their musical tastes. Using a unique Group ID that you set up, guests can access the guest request list via your website. They can search or browse your music library, listen to song samples, and view song suggestions from three dozen music charts. Guests can only request as many songs as you allow, and only remove those songs that they’ve requested. Clients can "ban" specific songs from being played. Print out the guest request list before the event with all requests tallied up.

 

 

Keep your schedule of upcoming events organized in one location. With a single click, you’ll have access to all the pertinent details for each client and event, including the ability view, edit, or print the client's planning forms, timelines, request lists, and more. Sync your event schedule with any external calendar, including your smartphone, tablet, Outlook, Google Calendar, and more. Your calendar will automatically stay up to date in real time. Assigned staff can access to their own personal calendar and sync it to their device. You can also seamlessly export your client list to 3rd party email marketing services to send email campaigns.

 

 

Everything you need to know about your booked events and clients. Click on any client in your list of upcoming events to view critical event data, such as the client’s contact details, venue information, and financial data such as total amount, deposit, payments made, and remaining balance. Assign staff to events and give them the ability to log in to view or edit their assigned events and print forms for the event. Specify which event planning tools the client can access when logged in, as well as any other pertinent event notes.

 

 

Keep track of all client communications received through your event booking tools, including the Availability Checker, Instant Quote, Booking System, Contact Form, and Message Form. With a single click you can view/print any communication, redo/modify a client’s price quote, redo/modify the terms of a client’s contract, or create a client login for a client who to books your services so they can access your online event planning tools. Communications received from all booking tools are grouped together by event, allowing you to see all messages in a single location. Forms are also is also sent by email and optionally by text.

 

 

Keep track of all event payments received. Payments received through your Payment Gateway are automatically tracked and appear with a "pending" status so you can verify the receipt of funds before applying toward the event balance. PayPal transactions will automatically change status once the payment clears. Manually enter check and cash transactions. Payments that are applied toward the event are automatically calculated toward their remaining balance. View a list of past payments for any client or event.

 

 

Give each of your staff members, subcontactors, vendors, and partners their own unique account they can use to log in and access their assigned event data. There are dozens of granular controls which give you full control over what each person can view and edit, such as event, client, and financial data. Give managers the ability to make setting changes on your account and add or edit events. Keep track of important employee data such as their employment dates, employment status, pay rate, emergency contact information, and much more. Assign one or more staff members to each event, along with their role at that event.

 

 

Collect and compile valuable statistical information from your event booking and planning tools, data you can use to improve your business and maximize revenue. The Satisfaction Survey results are stored and tallied so you can quickly view your company’s strongpoints and weaknesses. This is data you can use to improve your performance. The Availability Checker date checks are stored and tallied so you can find out which dates are in highest demand for your services. This is data you can use to appropriately price your services to meet demand or to decide when to hire additional staff.

 

 

You can specify every detail about your business so that quotes, bookings, and events can be amazingly customized. You will have the opportunity to input all of your event packages, including the ability to specify flat rate or hourly as well as overtime rates. You can also specify optional add-ons, automated surcharges and discounts (such as a Sunday discount or New Year’s Eve surcharge), and travel charges based on actual driving distance. You can even input a list of venues, event types (e.g. Wedding or Party), staff members, and referral sources (e.g. Google or Bridal Show).

 

 

There are hundreds of settings that can be adjusted to fit the unique needs of your business. Cosmetic settings such as logo, font, colors, background, margins, and borders can be specified. Hundreds of settings specific to each tool also exist, such as maximum number of requests, terminology used throughout the software (e.g. Deposit vs. Retainer), auto-responders, text alerts, additional questions on forms, custom HTML, security settings, and even API integration to 3rd party software. You can also optionally integrate various tools for a seamless customer experience.