Nothing new to manage
Your number, inbox and calendar stay in place. There is nothing new for your team to learn.
How it works
You run the events. We keep the diary full.
Past clients are worked back into bookings, and every new call, form and message is answered in under a minute. Calls and tastings land straight in your diary, with the details written down.
A clear diary
Booked calls and tastings arrive with the event details already written down.
Your rules
Availability, event types, handoffs and lead times work your way.
Works with the event tools you already use
Tripleseat
HoneyBook
Goodshuffle Pro
Curate
Your booking and invoicing tools stay in place.
Where we pick things up
Every way an enquiry comes in, in one place.
Your website form, Instagram DMs, Facebook messages, your inbox, your phone, PartySlate, Eventective, Thumbtack, GigSalad. Instagram matters far more in this industry than most — plenty of mobile bars and caterers get real enquiries there and never see them.
Under a minute, every time
First reply goes out while the planner still has their phone in their hand.
Evenings, weekends, event nights
The hours when enquiries actually arrive — and when you're working an event.
Every channel you use
Website form, Instagram DMs, Facebook, your inbox, your phone, PartySlate, Eventective, Thumbtack, GigSalad.
One conversation, not nine
Someone who DMs Tuesday and emails Thursday is the same person, and it picks up where it left off.
Instagram DMWeb formPhoneInboxGigSalad
Hi! Saw your bar at a launch last month — do you do corporate drinks receptions?
8:47 PM · Instagram
We do — thanks for getting in touch. Roughly what date did you have in mind, and how many guests?
8:47 PMReplied in 41s
Thursday 12 December, around 120 people. City centre venue.
8:52 PM
That date is free and 120 is comfortable for us. Can we put a 15-minute call in this week to talk through drinks and pricing?
8:52 PM
One record
Nobody has to explain themselves twice.
A company that booked you in 2023 and messages today isn't a new enquiry. Everything they've done with you sits in one place, and every conversation carries on rather than restarting.
One record per client
Every enquiry, event and invoice they've ever had with you, in order.
The company and the history
What they booked, what it was worth, when they were last in touch.
It carries across channels
Started on Instagram, continued by email, finished on a call. Same thread.
You get the whole story
When it reaches you, you're not starting from a name and a number.
Hale & Marlow Events
Contact: J. Whitaker, events manager
Corporate — drinks reception
Enquiry
Website form — drinks reception
Sep 2023
Event
Corporate — drinks reception · £4,200
Nov 2023
Invoice paid
In full, on time
Nov 2023
Since then
No contact — until now
14 months
Your rules, every time
The questions you'd ask, asked consistently.
Not a script. The things you always need to know before an event is worth your time, asked the same way whether it's the first enquiry of the day or the fortieth.
Your checks
Date available, guest numbers, event type, budget range, location. You decide the list.
It understands what they mean
“How much roughly?” and “Are you free in December?” get different answers, not the same one.
Answers within your limits
Pricing, availability, what you do and don't take on. Inside your boundaries only.
Wrong fit, politely closed
Dates you're booked and events you don't take get turned away instead of landing in your diary.
Qualifying — Drinks reception
Your checks, asked in order
Date available
Thu 12 December
Guest numbers
~120
Event type
Corporate drinks reception
Budget range
Within your range
Location
City centre — in your area
Qualified — booking a call
Follow-up
It doesn't depend on anyone remembering.
Staying in touch isn't a discipline problem. You're working events. It just doesn't happen, and the timing has to change with each client anyway.
Timing that fits the client
Corporate clients are contacted ahead of their likely next cycle. Social hosts hear from you on the anniversary of their event.
Enquiries that didn't book
Followed for the season, not chased once and forgotten.
The client that went quiet
Picked up again with the event they actually booked referenced, not “just checking in.”
It stops when it should
They book, they say no, they ask us to stop. Any of those ends it immediately, everywhere.
Past clients
4 of 312
Hale & Marlow Events
Drinks reception · £4,200
Last event 14 months ago
Northbank Media
Summer activation · £6,800
Last event 11 months ago
The Foundry Suite
Venue — preferred supplier · £2,900
Last booking 3 months ago
S. Delaney
50th birthday · £1,750
Event was 2 years ago
Booking
Into your actual diary, not a request form.
A booked call, site visit or tasting is the only useful outcome. Everything before it is admin.
Real availability
It books slots you can actually take, around your events and your prep days.
Confirmed and reminded
Confirmation when it's booked, reminder the morning of.
No-shows get rebooked
Without you noticing it happened.
The right appointment
A call for a quick enquiry, a site visit or tasting when it's further along.
This week
Your diary
Mon
10:00
Site visit — The Foundry Suite
Tue
2:00
Tasting — Hale & Marlow Events
Just booked — 8:52 PM
Wed
Thu
6:00
Event — Northbank activation
Fri
11:00
Call — GigSalad enquiry
Tasting — Hale & Marlow Events
The part that matters most
You approve it. It doesn't improvise.
Handing over your client conversations is a big ask. Here's exactly where the limits sit.
Approved answers only
It works from what you've told us. Outside that, it doesn't guess.
Anything unsure comes to you
Every reply is checked before it goes. Borderline ones land on your phone for a yes or no.
Some things always come to you
Pricing negotiation, complaints, anything about an event already in the diary. Add whatever else you want.
One message stops everything
Text us and it pauses. No ticket, no waiting until Monday.
Your approvals
2 items
Auto-sent — routine question
"Yes, we cover city centre venues, and 120 guests is well within what we can serve."
Needs your OK — client is negotiating on price
"They've asked if there's flexibility on the per-head rate for 120 guests. That one's yours to decide — want us to send a holding reply?"
SendI'll handle it
A real client
A Tuesday in March. A client from two years ago.
Follow what happens from pulling the old list to a call sitting in your diary.
1 / 5
Nobody at their company spent a minute on it.
Getting started
About a week. Nothing for your team to learn.
Most of that time is us pulling your list together, learning your pricing and availability, and agreeing what comes straight to you.
01 / Learn
We learn how your business works.
You tell us about your events, your pricing, your availability and the clients you want to hear from yourself.
Your clients, your words. A brand manager talks differently to a private host. We use your voice for both.
Your event calendar. Seasons, lead times, weekends you're already booked. The follow-up rhythm respects all of it.
02 / Configure
Your list and your rules are set.
Past clients and old enquiries are pulled together, and contact rhythms are arranged around each client's event cycle.
Your availability rules. Which days you take calls, how much notice you need, what you can and can't fit in. You set them.
When to hand over. Some clients you want to speak to yourself. Tell us which and they come straight through.
03 / Start
Messages go out. New enquiries get answered.
We begin working the list and answering every channel, at the intervals that make sense for each kind of client.
How long we stay in touch. One season for a lapsed enquiry. Years for a good corporate account. Your call.
Stop button. One message and everything pauses. No tickets, no waiting.
Clear handoffs
We finish the conversation. You do the work.
We handle
- Every past client, worked on a rhythm.
- Every new call, form, DM and message.
- Questions answered from what you tell us.
- Calls, site visits and tastings booked into your diary.
- Every conversation written down.
You handle
- Turning up.
- Quoting.
- Running the event.
- Anything where somebody needs to talk to you rather than about you.
When it's a real conversation, we hand it over with everything you need already written down.
Your existing setup
Built around the software you already run.
Nothing gets replaced. Bookings land where your events already live and your number stays your number.
Your event software — Tripleseat, HoneyBook, Goodshuffle Pro, Curate, Total Party Planner, Planning Pod, Event Temple, Rentman and others.
Your enquiry platforms — PartySlate, Eventective, Thumbtack, GigSalad, Instagram, Facebook.
Your calendar — Google Calendar, Outlook, or whatever your software uses.
Your accounts — QuickBooks stays exactly as it is. So does your phone number.
Connections
TripleseatConnected
HoneyBookConnected
Google CalendarConnected
InstagramConnected
QuickBooksConnected
Common questions
How it actually works.
Straight answers to what event businesses ask us about setup, handoffs and what changes.
We say we're getting in touch on your behalf, the same as any assistant would. If someone asks directly, we tell them straight. Nobody's pretending to be you.
Ready to see how it fits your business?
We'll look at where your past clients are sitting, where your enquiries come in, and what should land in your diary.
Book a call