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 with whom you network. Event information is sent to you via email and stored in your Event Management system. 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. Prices are only shown after the visitor inputs their contact info, which is sent to you via email and stored in your Event Management system. Optionally create groups to have multiple, event-based instant quotes (e.g. wedding vs. party).

 

 

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 can be used with virtually any existing merchant account. It's also integrated with off-the-shelf processors like PayPal, Square, and Stripe. You can specify your desired terminology (e.g. Deposit vs. Retainer). Optionally add a service fee of up to 3% to cover credit card processing fees. Optionally offer your clients "buy now, pay later" options through PayPal and Stripe.

 

 

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 and stored in your Event Management system. 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 and stored in your Event Management system. 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.

 

 

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 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. We provide a default set of planning forms that you can modify as desired. Or, you can create your own forms from scratch with all of your own questions, laid out exactly as you wish.

 

 

The Event Timeline 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, 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 default music library of over 100,000 songs, updated weekly. Specify max number of requests per client. Request lists automatically save for continued progress. Clients can import playlist from Spotify.

 

 

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

 

 

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 event details, client contact details, venue information, and financial data such as total amount, deposit, payments made, and remaining balance. Assign staff and roles 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 forms clients can access in the Event Portal, keep track of client planning progress, upload event files, and add pertinent notes.
 

 

 

Keep your entire schedule organized in one location. Access pertinent details for any event or prospect, including the ability view, edit, or print the client's planning forms, timelines, request lists, and more. Add meetings and appointments, tasks and reminders, and manage staff time off. Blackout dates you are unavailable. Sync your calendar with any external device, such as 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 calendar with assigned events and sync to their device.
 

 

 

Keep track of all client communications received through your website forms, including the Availability Checker, Instant Quote, Contact Form, and Message Form. With a single click you can view/print any communication, redo/modify a client's price quote, or convert any inquiry into a prospect or event, allowing them to log into your Event Portal and receive automated emails/texts. Communications received from all website forms are grouped together by event, allowing you to see all messages in a single location. Forms are also is also sent by email.

 

 

Keep track of all event payments received and outstanding. Payments received through your Event Portal are automatically tracked and applied toward the event balance, including credit card payments received via PayPal, Stripe, Square, or even your own merchant account (if you have one). Easily enter cash, check, Venmo, or Zelle payments. Clients can view their remaining balance, download receipts/statements, or make payments in their Event Portal. Reports/graphs show booked value, outstanding receivables, sales pipeline, operating income, and more.

 

 

Give each of your staff members, performers, subcontractors, 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.

 

 

Automated emails/texts are templates you create that merge in client, prospect, and event data, and are automatically sent based on a schedule you set. For example, you may want to send a series of follow-up emails to a new prospect, welcome emails to a newly booked client, payment reminders for upcoming events, or a "thank you" note and link to the Event Survey after the event. Automated emails/texts are sent based on a schedule that includes criteria such as # of days before/after event, # of days after event is created or booked, event status (e.g. "Pending" or "Booked"), event type (e.g. "Wedding" or "Corporate"), remaining balance, outstanding planning forms, and more. Use tokens to dynamically merge in more than 40 data points for the client/event.

 

 

Create custom PDF templates for contracts, agreements, change orders, addendums, invoices, and more. If you offer multiple services, create multiple contract templates to use as needed. PDF templates can include tokens to automatically merge in client & event data to create a customized document. Once the PDF is created, you can send it to the client by email with additional options to download the file to your device and share the file with the client on the Documents page of the Event Portal. PDFs are automatically saved in Event Files for the event, allowing for quick retrieval. View a list of all sent PDFs with the ability to regenerate (edit & resend) a PDF if you need to modify it. Use the integrated e-signature feature to have clients sign digitally.

 

 

Collect and compile valuable statistical information from your event booking and planning forms, data you can use to improve your business and maximize revenue. The Event 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. All statistical data is displayed graphically.

 

 

You can specify every detail about your business so that quotes, bookings, and events can be amazingly customized. 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 logos, font, and colors can be specified. Hundreds of additional settings exist, such as maximum number of requests, terminology used throughout the software (e.g. Deposit vs. Retainer), auto-responders, additional questions on forms, custom HTML, security settings, and even API integration to 3rd party software. Edit or create your own custom planning forms, timelines, and surveys. Optionally upload your own music list to use with the Music Playlist and Music Search. Set up your Payment Gateway to work with virtually any payment processor.