Event planner websites, briefs and client portals
ROISynth builds event planners a brief-taking enquiry form, one place where every supplier, date and budget line for an event lives, and a view the client can check for themselves instead of ringing you to ask.
Wednesday, ten days out. The florist wants the final table count, the caterer has a dietary list that doesn’t match the florist’s numbers, and the client has emailed twice asking whether the band is confirmed.
The band is confirmed. It says so in a message you sent the client in March, which is somewhere in a thread of two hundred.
A planner’s real product is certainty, and it is spread across twelve suppliers and one inbox.
Who this page is for
Event planners, wedding planners and corporate event organisers: people who sell the organising itself, coordinate venues, caterers, florists, photographers and entertainment for each event, work to a fixed date and a budget, and spend a large part of every week reassuring clients about what is already done.
What does ROISynth build for an event planner?
An enquiry form that takes a real brief — date, guest count, budget range, kind of event, what matters most — so the first call is about the event rather than about the facts. Behind it, one record per event with every supplier, booking, deadline and cost against it.
And a view the client can open to see what is booked, what is waiting and what they still need to decide, so the question “is the band confirmed?” answers itself.
What goes wrong in event planning that doesn’t at a venue?
A venue manages one room. You manage everyone else’s part of the day, and every supplier works from their own copy of the numbers. When the guest count changes, the change has to reach six businesses, and the one it doesn’t reach is the one that ruins a table plan.
And the client’s anxiety arrives as questions. Most are about things already settled, and each one costs the same attention as a real problem.
How do enquiries reach an event planner?
As a sentence and a date: “we’re thinking about a summer party for about a hundred.” Everything a quote depends on — budget, venue or not, style, the one thing that matters most — has to be drawn out over several emails.
Asking it up front gives you an enquiry you can price and a client who can see you have understood them, before either of you has booked a meeting.
How does it fit around running several events at once?
Each event has its own record, and the week’s deadlines across all of them sit on one screen, so the florist’s final numbers for Saturday don’t hide behind the caterer’s deposit for June.
Decisions get written down on the record as they are made, so the conversation in March about the band is still there in September, where the client and you can both see it.
What does an event planner own at the end?
The website, every event record and the supplier history, in accounts registered to you, with the code yours as well.
Over a few years that history becomes the business: which florist delivered on time, which venue’s kitchen coped, what a hundred guests actually cost. It stays with you rather than inside someone’s inbox.
What actually changes, in the order it matters to you.
- You can see what's being worked on right now, without asking.
- Decisions get written down when they're made, so nobody re-argues them in March.
- One screen tells you where everything stands.
- Nothing goes out with your name on it until you've said yes.
- Everything about every customer sits in one place, and it's yours.
- What you send a customer looks designed, because it was.
- Reports arrive on a Monday without you asking.
The audit will show you what somebody planning a party or a conference finds when they search for an event planner nearby, and whether your site looks as organised as you are.
Questions people ask
- What should an event enquiry form ask?
- Date, guest count, budget range, kind of event and what matters most — so the first call is about the event rather than about the facts.
- Can clients check progress without calling me?
- Yes. A view the client can open shows what is booked, what is waiting and what they still need to decide, so the question “is the band confirmed?” answers itself.
- How do suppliers stay working from the same numbers?
- From one record per event, with every supplier, booking, deadline and cost against it, so a changed guest count is changed in one place rather than in six businesses’ copies.
- What happens to the history of past events?
- It stays with you. Which florist delivered on time, which venue’s kitchen coped, what a hundred guests actually cost — it stays with you rather than inside someone’s inbox.
Want to talk through how this would fit your business? Message on WhatsApp, or send a message and it reaches the person who would do the work.