Event Sales Assistant
Move event enquiries from brief to booking.
Qualifies an event enquiry on date, guest numbers, venue, budget and scope, then prepares priced options from the business’s approved packages. It keeps every proposal revision versioned and tied to the latest requirements, so only the current, owner-approved version can be accepted and paid.
A real customer situation
A couple emails a florist about their wedding: flowers for 80 guests, ceremony and reception, delivered and set up in Newtown on a set date with a A$3,000 budget. After the proposal goes out, their guest count rises to 100, and the old price and payment link are still sitting in their inbox.
Where the owner wants to be
Each event enquiry has a complete brief, a clear capacity answer and a proposal costed from the price list. Revisions supersede earlier versions, the owner approves every version before it is sent, and a booking exists only when the current proposal is accepted and its deposit is paid.
What it handles
- Builds the event brief and checks the date against committed events
- Costs approved packages by guest count, scope and venue delivery fee
- Offers a suitable smaller option or a polite decline when the budget is below the minimum
- Versions each proposal after a change and invalidates the old total and payment link
- Holds the date for a fixed period, follows up twice and releases the hold on expiry
What it deliberately does not do
- Never sets custom terms, feasibility or discounts — the owner approves every version
- Does not hold or commit a date that is already fully booked
- A positive reply is not a booking; booking needs the current version accepted and a verified deposit
Interactive demo
Try it with sample data
No sign-up needed. Pick a scenario, change the inputs, then play the customer and the owner. The right-hand panel only shows what the workflow actually recorded.
Interactive simulation using a sample event calendar and price list. No email is sent, no date is really held and no payment is taken.
Choose a scenario
Ceremony and reception in Newtown, A$3,000 budget. Guest count rises to 100 after the first proposal.
Sat 27 Mar 2027 is already fully committed (date clash).
Delivery fee is set per location in the price list.
Used when the customer requests a change. 0 = no change.
Customer side · Email thread with the couple
Press “Run scenario” to start. Every message and record here comes from sample data.
Workflow and harness
How Event Sales Assistant runs
Reference schematic for the proposed workflow. Blue steps do the work, purple paths handle exceptions and returns, and amber checks are the harness controls that a step cannot pass without.
Overview — business stages
Read the full flow as text
- Event enquiry (business step)
Create one opportunity per contact and date. Output: Event opportunity record. Leads to: Qualify date budget and scope. - Qualify date budget and scope (business step)
All brief fields required; choice must be an offered package. Output: Complete event brief. Leads to: Check capacity and package fit. - Check capacity and package fit (business step)
Events per day, size limit, price list costing, minimum value. Output: Priced options within budget. Leads to: Prepare owner approved proposal; No viable package. - Prepare owner approved proposal (business step)
Rule-based costing, 30% deposit, versioned. Output: Proposal vN + payment link + date hold. Leads to: Follow up and handle changes. - Follow up and handle changes (business step)
Max 2 follow-ups; changes become a new version. Output: Follow-up state, change requests. Leads to: Record accepted deposit paid booking; Scope changed; No response. - Record accepted deposit paid booking (business step)
Booking only after verified deposit on current approved version. Output: Booking with deposit reference. - No viable package (exception or return path)
Offer another date or smaller scope; else decline. Output: Revised brief or polite decline. Leads to: Qualify date budget and scope (revise scope). - Scope changed (exception or return path)
Invalidate old total and link; recost. Output: New draft version. Leads to: Check capacity and package fit (recost). - No response (exception or return path)
Up to 2 follow-ups; hold expires after 7 days. Output: Follow-up or released hold. Leads to: Follow up and handle changes (bounded follow-up). - Capacity and minimums (harness check)
Date below daily limit; value ≥ A$1,200. Output: Pass / blocked with reason. Leads to: Check capacity and package fit (required check). - Owner and version approval (harness check)
Owner approves each version; hold expires on time. Output: Approved version with link. Leads to: Prepare owner approved proposal (required check). - Current proposal payment (harness check)
Link must reference the current approved version. Output: Verified payment reference. Leads to: Record accepted deposit paid booking (required check).
Harness controls
- Date capacity checked before any hold or commitment
- Minimum event value enforced; below-minimum budgets get a suitable option or a decline
- Every scope change creates a new version and invalidates the old total
- Owner approval required for each version before it is sent
- Deposit accepted only against the current, approved proposal and within the date hold
Systems and data
Production uses a lead CRM, event capacity calendar, package price list, proposals, messaging and payments. The demo uses a sample calendar and price list, an outbox that holds every message and a sandbox payment event.
Demo boundary
External calls, customer messages, payments and business writes use synthetic fixtures and an on-screen outbox. The demo shows only verified demo state. Custom production connections are a paid implementation deliverable.
What gets delivered
The records your business receives
Proposal and deposit link
Owner-approved proposal with version number, itemised package costs, deposit amount and a payment link that works only for that version.
Owner approval request
Each drafted version arrives with the brief, the costing lines, any budget gap and approve or decline options.
Event opportunity and booking
One record per enquiry with brief, date hold and expiry, follow-up count and the confirmed booking with deposit reference.
Custom deployment
Configured for your business during a paid implementation. Integrations are confirmed during discovery, never assumed.
Your business rules
- Your package list, per-table and per-guest pricing and delivery fees
- Events per day, maximum event size and minimum event value
- Deposit percentage, date hold length and follow-up timing
- Which changes need owner approval and who approves
Systems we connect
Measurement
We measure completed business against a baseline, not messages sent. No results are promised before discovery.
Business results
- Event enquiries converted to paid bookings
- Expected contribution per event
- Time from enquiry to approved proposal
Operational reliability
- Payments accepted against a superseded proposal (target: zero)
- Bookings on dates already at capacity (target: zero)
- Holds left open after expiry (target: zero)
Want this preparing proposals from your own packages and calendar?
Book a call about Event Sales Assistant. We start with discovery: your current process, volumes, systems and who handles exceptions. The proposal then defines the integrations, approvals and acceptance tests before anything goes live.