Event Management CRM
The quiet period after the proposal goes untracked. Which company is waiting for which date sits in team members' own notes, so where the work stands only becomes clear once the calendar is full.
The requested event day, the option expiry date and the scope discussed are fields on the same record; sponsorship packages and guest confirmations are rows linked to that record.
- Track the brief, proposal, date confirmation and contract stages in a visual flow
- Keep sponsorship packages as line items and see in one list who is late with logos and materials
- Plan the venue survey as a task and record measurements and constraints on site, with arrival shown by location verification
- Report which type of enquiry was won and at which stage the others were lost
- Handle incoming enquiries as a team from a single business number, with conversations assigned by the rule you define
| Site Survey Visit | The venue survey is a task closed from the mobile app; the visit date, the measurements taken and constraints such as the goods lift sit in the same task, and the team's arrival on site is recorded with location verification. |
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| Date Option Record | Every enquiry is a record; the requested event day, the date the option expires and the scope discussed sit in its fields; when the date is confirmed the same record moves to the contract stage. |
| Sponsorship Package Line | The event's sponsorship packages are line items linked to the record; which brand took which package, the stand area and the logo delivery day sit in the line's fields, and sponsors whose material has not arrived are gathered into a single list. |
| Guest List and Attendance Confirmation | The event's guests are contact rows linked to the record; the date the invitation was sent, the confirmation received and the attendance scanned at the door sit in the row's own fields, and the post-event survey is sent to the same list. |
| Supplier Engagement Record | Sound, lighting, stage and catering suppliers are engagements linked to the event record; the site entry time, the set-up duration and the person responsible sit in fields, and the rehearsal and the strike are each separate tasks. |
In event sales, time runs backwards: the date is fixed, and the decision window narrows as it draws closer. When a company delays its decision by two weeks the business is not lost, but because the preparation time has shortened the scope is rewritten and the same organisation ends up costing more.
Rapitek CRM ties every opportunity to a stage and to a next contact day, so the period in which a decision is expected is not left to anyone's memory. Corporate events that recur during the year accumulate on the same customer card, so next year's proposal is prepared on the basis of last year's scope and notes.
