How do I organise operations in an event management company?
Track enquiries to confirmed events in a CRM, turn each event into a checklist of tasks with deadlines counted back from the event date, assign vendors and team roles, take advances and settle balances on schedule, and review each event afterwards. PalmGro Flow turns checklists into tasks and tracks payments.
The event lifecycle
Enquiry → requirement call → proposal → advance → planning → vendor bookings → final confirmations → event day → settlement → review.
Checklists counted back from the date
- 60 days before: venue, decor concept, major vendors booked.
- 30 days before: guest list, invitations, menus.
- 7 days before: final confirmations, run sheet.
- 1 day before: setup, rehearsals.
Save these as a checklist and create tasks for each event automatically. See recurring tasks and checklists.
Vendors
Decorators, caterers, sound and light, photographers. Track bookings, advances paid and balance due.
Event day roles
Clear owners: client handling, vendor coordination, guest management, emergencies. Share the run sheet.
Money
Client advance at confirmation, more before the event, balance after. Track vendor payments separately. See cash flow.
How PalmGro Flow helps
PalmGro Flow lets an event company manage enquiries and proposals in the CRM, create event checklists as tasks with deadlines, assign team roles, schedule client meetings with reminders, and track client payments and vendor expenses in finance.
Questions people ask
How much advance should an event company take?
Enough to cover vendor advances and your planning time, often a significant share at confirmation.
How do I manage many events at once?
One checklist per event with tasks and dates, and a weekly view of all events due.
Should event staff mark attendance?
Yes, especially for paid event-day staff, to settle wages correctly.
PalmGro Flow brings your team, clients, tasks, attendance and money into one place, on phone and computer. Try it free, no card needed.Set it up for your team in minutes.