Event Planning Software Built from One Record per Event

Mythex lets an event planning company build a client portal with a 'decisions needed by' list, quotes priced per head that update with the guest count, a CRM for clients and suppliers, staged invoices with your fee shown separately, and registration pages for conferences. You describe how you plan events and publish with a database.

Coordination is the job

A planner runs several countdowns at once: a launch in three weeks, a conference in five months, a December party booked in August. Each event has a venue, caterer, AV crew, florist and entertainment, each with its own contract and arrival time. The details live in email, supplier group chats and a run sheet rebuilt in a document every time. Clients sit on menu and seating decisions for weeks, budgets creep through small approvals, and the final balance is hard to collect after the night is over. Planners need one record per event holding suppliers, budget, decisions and timings.

• One record per event: suppliers, budget, timeline
• Decisions waiting on the client, with dates
• Per-head pricing that follows the guest count
• Supplier costs and planning fee shown as agreed
• Committed spend against budget
• Guest lists with dietary and access needs

What you can build for event planning companies

A client page with decisions due

Each event page shows the timeline, confirmed suppliers and the decisions still waiting on the client with dates. Clients update the guest list with dietary and access notes and approve floor plans, menus and budgets with a recorded date. Suppliers can get a login that shows only their arrival times.

Build a client portal for my event planning company. Each event has a timeline, confirmed suppliers, a 'decisions needed by' list with dates, a guest list clients can edit with dietary and accessibility notes, and approvals of floor plans, menus and budgets recorded with a date. Allow several client logins per event and supplier logins that see only their own arrival details.

Quotes that recalculate per head

Line items grouped by venue, catering per head, AV and décor; per-head lines recalculate with guest count and state a minimum; standard and premium options side by side; a validity date.

Create a quote app for my event planning business with lines grouped by venue, catering, bar, AV and décor, per-head pricing that recalculates when the guest count changes with a stated minimum, standard and premium options side by side, a validity date, and an accept button that records the version accepted.

Clients and suppliers linked to events

Repeat corporate clients with every past event and budget, a supplier list with categories, last quoted rates and reliability notes, a pipeline from enquiry to event day, and a follow-up before each client's annual event comes round.

Make a CRM for an event planner with client companies and their past events and budgets, suppliers by category with last quoted rates and reliability notes, a pipeline from enquiry to proposal, contract, deposit and event day, and a follow-up date three months before each client's annual event.

Balance due before the night

Deposit, interim and final invoices scheduled against the event date, supplier costs passed through as the contract says, a management fee as a sum or percentage, and on-the-day extras billed afterwards.

Build invoicing for my event planning company with deposit, interim and final balance invoices scheduled from the event date (balance due 14 days before), supplier costs grouped by supplier with optional markup, a planning fee as fixed or percentage of budget, and a post-event extras invoice.

Registration for a client's conference

Registration pages with ticket types or invite codes, dietary and access questions on the form, agenda pages that can change up to the day, session capacities, and attendee exports for badges.

Create a conference registration site for a client event with ticket types and invite-only codes, dietary and accessibility questions, an agenda page with breakout sessions and capacity per session, and an attendee export for name badges and check-in.

Budget against committed spend

Upcoming events with open tasks, committed spend against budget per event flagged near the limit, deposits and balances across events, and enquiries by source and type.

Make a dashboard for my event planning business showing upcoming events with open tasks, committed spend versus budget per event with a warning at 90%, deposits received and balances outstanding, and enquiries by source and event type.

Replace the rebuilt run sheet

Keep suppliers, arrival times and contacts on the event record and generate the run sheet from it. When the AV crew's arrival moves, it changes once and every printed copy is right. Start with your next event rather than migrating the past year.

• Supplier timings on the event
• Run sheet generated, not typed
• Start with the next event

Guest data

Guest lists include names, dietary needs and sometimes access or health notes. Ask for access limited to the client and your team, and only the details a supplier needs, such as numbers and dietary counts for the caterer. Check the data protection rules where you operate.

Questions

More for event planning companies

• Landing Pages for Event Planners: Holiday Parties, Away-Days and Launches

By kind of app

• AI website builder for every kind of business
• AI landing page builder for every kind of business
• AI booking system builder for every kind of business
• AI client portal builder for every kind of business
• AI crm builder for every kind of business
• AI online store builder for every kind of business
• AI invoicing app builder for every kind of business
• AI dashboard builder for every kind of business
• AI inventory management app builder for every kind of business
• AI staff scheduling app builder for every kind of business
• AI directory website builder for every kind of business
• AI course platform builder for every kind of business

Build with AI · Templates · Start building free