Vendor Contract Management & Event Timeline System
A done-for-you professional services automation built for the Event Planner, connecting DocuSign, Airtable, and Outlook so the work below happens on its own.
What this automation does, step by step
For every event, this automation builds a master timeline in the project management system based on the event date, working backward to populate due dates for each vendor contract, deposit, final headcount, and logistics confirmation.
Vendors receive automatic contract reminders and payment due notices, and the planner receives a daily briefing on what's overdue or due today across all active events.
The week before the event, every vendor gets a final confirmation email with load-in times, contacts, and venue instructions generated automatically from the event record.
- Project management tool (e.g., Asana or Airtable)
- Zapier or Make.com
- DocuSign or HelloSign (vendor contracts)
- Gmail or Outlook (vendor communications)
- OpenAI API (venue instruction email generator)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on an event planner remembering to check in, update records, and follow up, with no safety net if something slips. It's the kind of work that quietly eats hours every week.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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