Load-in times and power questions for booked events
The DJ wants to know about power, the florist wants the load-in door, the planner wants the curfew. Each one hears it from the event's own run sheet, and the coordinator only gets the calls that need her.
A planner or vendor calls about a booked event.
Finds the event by couple and date, reads the run sheet, answers logistics, routes changes.
Fewer interruptions for the coordinator, and every vendor change logged on the event.
How it works
- Finds the event
By the couple's names or the event date, and confirms which vendor is calling before it says anything.
- Reads the run sheet
Load-in door and time, where to park the van, power for the band, sound curfew, when the room is reset, the coordinator's cell for the day.
- Answers the house rules
Candles in glass only, no confetti on the lawn, where caterers stage, the last-call time. From your vendor guide.
- Takes changes as notes
A later arrival, a second table for the photo booth, an extra power drop. Written onto the event for the coordinator to confirm.
- Puts urgent calls through
A vendor stuck at a locked gate on the day is warm-transferred to the coordinator on site.
- Sends the vendor guide
By email or text on request, so the next question is already answered.
Example call
- CustomerHi, this is Carla from Bloom and Branch. I'm doing flowers for the Singh wedding on the 12th. When can we get in?
- AI agentHi Carla. For the Singh wedding, florists can load in from 11 at the north barn door. Park on the gravel lot behind it, not on the lawn.
- CustomerGreat. Is there water out there for the buckets?
- AI agentYes, there's a hose bib right beside the north door. One house rule: candles have to be in glass, and no loose petals on the lawn for the ceremony.
- CustomerGood to know. Could we come at 10:30 instead? It's a big install.
- AI agentI'll put that request on the event for Priya, the coordinator, and she'll confirm by text today. Want me to email you our vendor guide?
- CustomerYes, please.
After the call: Priya sees Carla's 10:30 request on the Singh wedding and approves it by text. Carla has the vendor guide, and the call is logged on the event's vendor list.
What your team gets
- Vendor and planner questions answered from the run sheet
- Change requests logged on the event for the coordinator
- Day-of urgent calls put through to the coordinator on site
- The vendor guide sent on request
- Every vendor call searchable by couple and date
Questions
Will it share event details with anyone who calls?
It confirms the caller is a vendor on that event before it shares the run sheet. Others get a message to the coordinator.
Can it approve a change?
No. Changes are written on the event for the coordinator to approve, and the vendor hears back from her.
What about the day of the event?
Urgent day-of calls are put through to the coordinator on site. Everything else is answered or noted.
Hear it on your phone
Request a demo call and the agent phones you, set up for event and wedding venues like yours.