Wedding Planning Platform

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  1. Wedding Planning Platform
  2. Process
  3. Event plan to close
Process · Event plan to close

Event plan to close

Draft a wedding event, get it approved, confirm vendors, take RSV ps, admit guests and close the event.

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Step by step

  1. Draft event Lead Planner

    Lead Planner records the event with its subject, venue, start and end times, guest capacity and organizer, and attaches the planning documents. The event is Draft.

    • Event Draft
    • Updates Events, Venues, Record attachments

  2. Approve event Planning Director

    Lead Planner submits the event for review. Planning Director approves, returns or rejects the submitted version with a reason.

    • Event Approved, returned or rejected
    • Updates Events, Review decisions, Operation receipts
    ApprovalA person approves before the work moves on.

  3. Confirm vendors Planning Director

    Vendor Coordinator submits each vendor commitment with its deadline, agreed fee and client approval. Planning Director approves or rejects it.

    • Commitment Approved or Rejected
    • Updates Vendor commitments, Review decisions, Operation receipts
    ApprovalA person approves before the work moves on.

  4. Open RSVPs Lead Planner

    Lead Planner opens the approved event so guest reservations can be taken.

    • Event Open
    • Updates Events

  5. Admit guests Guest Services Coordinator

    Guest Services Coordinator records reservations within capacity and admits each party at the venue once.

    • Guests reserved and admitted
    • Updates Admissions, Payment evidence, Operation receipts

  6. Close event Lead Planner

    Lead Planner closes the event once admitted guests reconcile with verified payments, and the event is marked Completed with its closed date.

    • Event Completed
    • Updates Events, Admissions, Payment evidence, Operation receipts

Where it usually breaks

And how to keep it from happening.

  • The event changes after approval and the team works from the old capacity.
  • A vendor is told to proceed before the commitment is approved.
  • Reservations exceed capacity because party sizes were not counted.
  • The event is closed while payments for a paid add-on are still unverified.

Who does what

Roles and permissions
Lead Planner
, Planning Director, Vendor Coordinator, Guest Services Coordinator, Finance Coordinator.

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How to get started