For those who’re an occasion supervisor, your job is a continuing race in opposition to the clock. You’re not simply planning memorable occasions; you’re a salesman, a coordinator, a monetary planner, and a customer support rep, all earlier than lunch. And what’s the most important drain in your time? It’s not the artistic work. It’s the executive work.
It’s the countless cycle of copy-pasting occasion particulars right into a Phrase template. It’s exporting to PDF, attaching it to an e mail, after which chasing that e mail for a signature. It’s manually calculating F&B minimums and re-typing bill particulars.
Years in the past, the answer was “templates.” However in as we speak’s fast-paced market, a easy template is only a quicker means of doing handbook work. The brand new commonplace is true automation.
It’s time to cease re-using work and begin eliminating it. Right here’s how one can use Tripleseat’s event management software to automate your occasion workflow, from the primary inquiry to the ultimate fee.
1. Automate Your Proposal Workflow: From Inquiry to ‘Sure’ in Minutes
The previous means of making a proposal was a 10-step course of of information entry. The brand new means is a 1-click technology to streamline your occasion course of.
- It Begins with Sensible Pricing: Overlook wanting up seasonal worth sheets. With Dynamic Minimums, you set the foundations as soon as. Inform Tripleseat your F&B minimal for a Saturday in December, and it’ll robotically apply that rule to any new occasion that matches the factors. No math, no errors.
- Generate Reside Paperwork, Not Clunky Information: Once you generate an automated occasion proposal, the system pulls in all of your occasion particulars, dynamic pricing, and menu objects immediately. This isn’t a static Phrase doc; it’s a stay, branded, web-based doc that appears skilled on any gadget.
- Get It Signed Now with E-Signatures: That is the game-changer. The second you ship the proposal, your shopper can open it on their telephone, kind their identify, and click on “Signal.” Tripleseat captures the legally-binding e-signature and notifies you immediately. Your complete “print-scan-email-wait-chase” cycle is gone.
What used to take an hour of admin work (and days of ready) is now a 10-minute workflow.
2. Automate the Planning Workflow: Set & Overlook Key Touchpoints
As soon as the occasion is booked, the true communication begins. Nevertheless it doesn’t need to be your job to recollect each single touchpoint.
The previous answer was a folder of “e mail templates” in your drafts. The brand new answer is Automated Discussions.
This Tripleseat function acts as your private administrative assistant, sending automated occasion reminders and communications. You’ll be able to create a workflow that robotically sends a dialogue e mail at a particular time within the occasion’s lifecycle. For instance:
- 30 Days Out: An e mail robotically sends: “It’s time to decide on your menu! Here’s a hyperlink to the choices.”
- 7 Days Out: An e mail robotically sends: “Only a reminder, your last visitor depend and format are due by this Friday.”
- 1 Day Put up-Occasion: An e mail robotically sends: “Thanks for celebrating with us! We’d love your suggestions.”
This proactive, automated communication saves you hours and ensures no element is missed.
And for advanced occasions? Grasp occasion dashboards and Editable Monetary Grids allow you to handle a multi-day convention with dozens of BEOs. That is true BEO automation: change the visitor depend in a single place, and it flows immediately to each associated doc, saving you from the nightmare of model management.
3. Automate the Consumer Cost Workflow: The All-in-One Visitor Portal
The only greatest supply of time-wasting emails is a shopper who’s misplaced a doc.
- “Are you able to resend the bill?”
- “What was the ultimate BEO we agreed on?”
- “Did you get my fee?”
The previous answer was to be quick along with your “resend” button. The fashionable answer is the Visitor Portal.
The Visitor Portal is the central, self-service hub the place all of your occasion planning automation comes collectively. As a substitute of emailing paperwork, you grant the shopper entry to their portal. Inside, they’ll see:
- All occasion paperwork (proposals, BEOs, contracts) in real-time.
- All discussions and messages.
- A transparent breakdown of funds due.
This portal eliminates the paper path and stops the back-and-forth emails. However the most effective half is automating probably the most painful means of all: occasion fee processing.
Purchasers could make funds instantly within the portal, 24/7. With Tripleseat’s newest fee options, you possibly can even permit a visitor to authorize their card on file for all event-related funds, together with the ultimate steadiness.
Think about that. No extra chasing down the ultimate verify. The shopper authorizes it as soon as, and the system handles the remaining. That’s not simply time-saving; it’s business-changing.
Cease Managing Paperwork. Begin Automating Your Day.
Your worth is in constructing relationships and creating superb occasions, not in being a data-entry specialist.
By shifting your mindset from “templates” to “automation,” you possibly can get rid of the executive busy work that drains your day. Use dynamic, web-based proposals and e-signatures to get booked quicker, Automated Discussions to deal with the follow-ups, and the Visitor Portal to get you paid on time.
Able to cease the copy-paste-repeat cycle? Schedule a demo today and see how Tripleseat might help you automate your occasion workflow and remodel your enterprise.
Heather Apse
As a content material author for Tripleseat, Heather channels her business experience into crafting insightful, actionable assets for hospitality professionals. Her background in hospitality contains hands-on expertise as a hostess, busser, and waitress throughout her school years and she or he holds a deep appreciation for the nuances of restaurant and venue occasion operations. When she’s not immersed in analysis or writing, Heather is adventuring outside together with her three energetic sons and their full of life, larger-than-life canine. Join with Heather on LinkedIn.
About Tripleseat
Tripleseat is an award-winning gross sales and occasion administration platform that powers greater than 18,000 venues worldwide. By streamlining operations and maximizing income, Tripleseat helps occasion managers flip their visions into actuality. For extra data or to schedule a demo, go to www.tripleseat.com.
