Every event is different and the process is not
The events differ enormously; the process of quoting, confirming, coordinating and delivering them is remarkably consistent. That is what makes it automatable despite the variety.
The variation lives in the data, not in the workflow. Systems built around the workflow handle the variation naturally.
Quoting is combinatorial
- Packages, headcount, extras, timings, dietary requirements, staffing
- Prices that vary by date, day of week and season
- Minimum spends and deposit rules
- Optional items that affect the staffing calculation
Assembling that by hand takes half an hour and is where arithmetic errors creep in. Generated from your rules it takes three minutes and it is right.
Supplier coordination
- Supplier briefs assembled from the event file automatically
- Confirmations tracked, with automatic chasing
- Changes propagated to every affected supplier
- Final numbers distributed at the agreed deadline
- Running orders generated from the agreed schedule
Changes are the operational risk
Event details change repeatedly and the risk is a supplier working from an old version. Every change needs propagating and confirming, and doing that manually is where things get missed.
A system that knows who has been told what, and what they have confirmed, removes most of the day-of-event surprises.
Final numbers and deadlines
| Deadline | Automate |
|---|---|
| Final numbers from client | Reminder and capture |
| Dietary requirements | Consolidated automatically |
| Supplier confirmation | Chased until received |
| Balance payment | Reminder and tracking |
| Running order distribution | Generated and sent |