New Lead Qualification
- 1Inquiry form submitted on website
- 2AI checks calendar for date availability
- 3Qualifying brochure sent via email
- 4Consultation call booked automatically
Systems for Event Planners
Centralize production and client coordination in one place
Event firms earn their income through design fees, production management, and vendor commissions. Profit leaks occur when manual revisions to run sheets consume billable hours and late client approvals delay site deposits.
Events & Entertainment
- Production Client Portal
- Automated Run Sheet Distribution
- Missed Call Text Back
- Milestone Payment Follow Up
- COI Tracking Bot
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Capturing event dates, guest counts, and budget expectations through a smart intake form.
- 02
Consultation
Automated scheduling for the initial vision meeting and venue walkthrough.
- 03
Proposal
Sending detailed scope of work and design concepts for digital sign off.
- 04
Retainer
Securing the date via automated invoice and contract execution.
- 05
Planning
Coordinating vendor selections, rentals, and floral design via a shared portal.
- 06
Production
Finalizing the minute by minute run sheet and load in schedule for all parties.
- 07
Execution
Real time communication with staff and vendors during the live activation.
- 08
Wrap
Managing load out, final payments, and gathering professional gallery assets.
Where it leaks
Common problems for event planners.
01
Version Confusion
Vendors often work off outdated run sheets or floor plans. Without a single source of truth, load in times and catering requirements get lost in long email threads.
02
Scope Creep
Clients frequently request additional rentals or hours without formal change orders. These minor additions erode margins if they are not tracked and billed immediately.
03
Vendor Friction
Managing dozens of external partners requires constant follow up. Manual tracking of COIs and final payments for photographers, florists, and caterers is a major time sink.
04
Payment Delays
Late venue deposits can jeopardize the entire booking. Relying on manual reminders for milestone payments creates unnecessary stress and financial risk for the firm.
05
Review Scarcity
Post event exhaustion often leads to missed opportunities for testimonials. Without a system, planners forget to ask for reviews while the client is still celebrating.
What LATTICE can build
Systems built around how you work.
Production Client Portal
A dedicated space where clients view their mood boards, sign off on floor plans, and track their remaining balance.
Automated Run Sheet Distribution
Sends the finalized schedule and parking instructions to every vendor exactly twenty four hours before the event.
Missed Call Text Back
Ensures that high value inquiries never go to a competitor when you are busy on site at a walkthrough.
Milestone Payment Follow Up
Automatically notifies clients thirty days before their next installment is due to ensure vendor deposits are funded.
COI Tracking Bot
Automatically requests and stores Certificates of Insurance from vendors to ensure venue compliance.
AI Receptionist
Answers common questions about your availability, minimum spends, and service areas at any time of night.
Gallery Request Workflow
Triggers a request to the photographer for the sneak peek album to use in your social media marketing.
Example systems
What it looks like in practice.
Vendor Load In Prep
- 1Event date minus seven days trigger
- 2System pings vendors for final headcounts
- 3PDF run sheet sent to all crew members
- 4Site map link shared via SMS
Post Event Feedback
- 1Event status marked complete
- 2Email sent thanking client for their trust
- 3Review link requested via text
- 4Gift card or referral offer delivered
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from event planners
Can the system handle different event types?
Yes. You can build specific workflows for weddings, corporate galas, or private parties, each with their own unique milestones and vendor requirements.
How does this help with vendor management?
The platform centralizes all vendor contacts and documents. It automates the collection of insurance certificates and ensures every partner has the latest timeline.
Will this replace my current calendar?
It syncs with your existing calendar to provide a master view of walkthroughs, load ins, and client meetings across your entire team.
Can I use it to collect payments?
The system facilitates secure digital payments for retainers and milestone installments, reducing the need for paper checks and manual follow up.
Is the client portal easy for non technical users?
The portal is designed for simplicity, allowing your clients to approve designs and view schedules without needing to learn complex software.