An event space set up for a corporate presentation

06 — events

Community events and private bookings.
One system.

Manage community events and private venue bookings from inquiry to invoice — with RSVPs, tickets, offers, catering and billing in one system.

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Event cases

Every booked event gets its own case, with everything the day needs in one place.

The case holds where the event stands in the pipeline, the dates, setup and breakdown times, the guest count and a requirements sheet: furniture, AV, lighting, food and drink, decor, entertainment, the loading dock, parking and coat check. Everyone who works on the event works from the same case.

An event case overview with recent activity — fig. 02 — an event case: overview tab with recent activity

The production needs section of an event case — fig. 03 — production needs on the case

A production sheet for every need

Furniture, AV, lighting, catering, bar, decor and entertainment each get their own line.

The schedule section of an event case — fig. 04 — the schedule section: one row per event day

Setup and breakdown, per day

Each event day has its own setup, event and breakdown times.

The event cases list — fig. 05 — the event cases list

The same cases as a list

Filter and sort every case by stage, date and value without the board.

Pipeline and tasks

Cases move between stages, and every case carries its own task list.

Staff drag a case from one stage to the next on the board, or work from the leads list. Each case has its own checklist. One screen shows the overdue tasks across every case, and reminders go out so nothing waits until the day of the event.

The overdue tasks screen across all event cases — fig. 06 — overdue tasks across every case

The tasks tab of an event case — fig. 07 — the tasks tab on a case

A checklist per case

Tasks are added, reordered and ticked off on the case itself.

The leads list view of the pipeline — fig. 08 — the leads list

The pipeline as a list

The same leads with their stage, date and value in rows.

The event cases calendar — fig. 09 — the event cases calendar, all spaces

Everything booked, on a calendar

All spaces on one calendar, so a second event is never sold into a booked day.

Proposals and documents

A proposal is sent, revised, accepted and turned into the invoice.

Staff draft a proposal on the case and send it to the client, who accepts or declines it. An accepted proposal becomes the invoice. The contract, house rules and liability waiver are made from the case and emailed to the client, and the deposit is tracked on its own.

The latest proposal on a case.

Every revision is kept. The client accepts or declines from the client portal, and staff turn the accepted version into the invoice.

Contract, house rules and liability waiver made from the case
Deposit amount and paid date tracked apart from the invoice
Create, send and mark an invoice paid from the billing tab

The latest proposal on an event case — fig. 10 — the latest proposal on a case, with send to customer

Client portal

The client gets a portal from a link, with no account to create.

One private link opens the client’s own view of their event: documents and proposals to download, the task list, requirements they can update themselves, a feedback form, and accept or decline on a proposal. Staff can issue a fresh link at any time.

The client portal for an event case, opened from its link — fig. 11 — the client portal for one event, opened from its link

The requirements section of the client portal in edit mode — fig. 12 — editing requirements in the portal

Requirements the client edits

The client updates guest count and needs in the portal; the case changes with it.

The venue section of the client portal — fig. 13 — the venue section of the portal

The venue, as the client sees it

Space details and what is being prepared, on the same page as the paperwork.

The feedback form on the client portal — fig. 14 — the feedback form on the portal

Feedback after the event

A feedback form on the portal, attached to the case.

Community events

Community events take registrations, run a waitlist and check people in at the door.

An event can be public or members-only, with a capacity and a registration window. When it fills up, the waitlist queues people in order and emails them when a place opens. Reminders go out the day before and two hours before, and at the door staff scan a ticket or search the list.

A community event in the backoffice with its latest registrations — fig. 15 — a community event: overview with the latest registrations

The registrations tab of a community event — fig. 16 — registrations on an event, with mark paid

Registrations and payment status

Staff mark a registration paid by cash or bank transfer, waive it or refund it.

The check-in tab of a community event — fig. 17 — the door check-in tab

Door check-in

Scan the ticket code or search the attendee by name.

The vouchers tab of a community event — fig. 18 — vouchers on an event

Voucher codes

Create and switch off codes per event; the guest sees the discount before registering.

Venue catalogue

Your venues are a public catalogue, and an inquiry from it lands in the pipeline.

Each event space has its own public page with a gallery, amenities, setup types with their capacities, past clients and reviews. Visitors filter venues by capacity, amenity and setup. An inquiry from the page lands in the pipeline with a conversion likelihood based on past inquiries.

A venue page on the public hub with an inquiry form — fig. 19 — a venue page on the public hub

Setup types on a public venue page — fig. 20 — setup types on a venue page

Setup types and capacities

Standing, seated, boardroom and the rest, each with its own capacity.

The event spaces list in the backoffice — fig. 21 — the event spaces list

Venues in the backoffice

Staff manage every venue from one list.

A venue inquiry with its conversion likelihood — fig. 22 — a venue inquiry with its conversion likelihood

Each inquiry gets a conversion likelihood

Every inquiry shows how likely it is to turn into a booking.

Where it shows up

The same event, for staff, the client and the public.

The case in the backoffice, the client portal and the venue page a visitor browses all show the same event. A change on one side shows up everywhere.

The billing tab of an event case — fig. 23 — the billing tab of a case

Backofficestaff · billing tab

A proposal in the client portal — fig. 24 — a proposal in the client portal

Client portalthe client · from a link

The inquiry form on a public venue page — fig. 25 — the inquiry form on a venue page

Public Hubvisitors · venue page

fig. 26 — the portal assistant answering from the case

Portal assistantthe client · in the portal

Also included

The rest of what Events does.

Cases

Public inquiries become cases with their history attached
Catering providers directory and a catering brief emailed to the provider
Confirmation, reminder and thank-you emails sent from the case
Details request and proposal emails
Reports on conversion rate, pipeline health, revenue and salespeople

Money

Proposals with revisions, accept and decline
An accepted proposal becomes an invoice
Deposit required, amount and paid date on the case
Create, send, mark paid and download the invoice from the billing tab
Prices are net, with VAT applied on the invoice

Community and public

Events public or members-only, with capacity and a registration window
Waitlist with a queue position and an email when a place opens
Attendee list export to a spreadsheet
Guests look up or cancel a ticket on the Public Hub without a login
Venue pages filterable by capacity, amenity and setup

The portal assistant

The client asks the portal what is still missing, and it answers from the case.

Inside the client portal, an assistant that knows only that one event answers questions about it, what is still missing and how to pay, updates the requirements and passes a message to the coordinator. Every conversation is saved on the case, so staff see what was asked.

“Is there anything you still need from us?”

tersAI — Two things: the final guest count and your AV list. The deposit is paid and the loading dock is reserved for 08:00.

“The guest count is 48.”

tersAI — Updated to 48 guests. Your coordinator will see the change on the case.

a requirement changed from the portal, in conversation

The event assistant panel in the client portal — fig. 27 — the event assistant in the client portal

“No more lost event inquiries. Everything stays in one place.”

The tershouse team, Sarajevo

Works with

See an event case from enquiry to invoice.

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Community events and private bookings.
One system.