In the event industry, it is of utmost importance to ensure that locations, venues, and entertainment meet customers’ needs. Unfortunately, studying a request with dozens of parameters and finding something suitable can take half a day or even more.
✔ Manual management
Company managers had to study customer forms featuring dozens of parameters and manually search through 150 options to find suitable locations to be included in commercial offers.
✔ Work from memory
A large amount of information was only stored in managers’ memory. That made it hard for new staff to engage in the process.
✔ Low speed
A commercial offer could take a staff member hours to complete.
✔Linking the website and the corporate IT system
We set up automatic form exchange with the Planfix Enterprise Management System.
✔Collecting and digitizing all data
We talked to managers and arranged information about events, contractors, locations, and their features in Planfix.
✔Automating offer selection
The system browses for the most suitable options in the database depending on the location, season, price, and other parameters from the form.
✔ Making the system flexible
The system charges the manager with a task that offers 10 recommended options provided by automatic selection. The manager can select the suitable ones, remove the ones they do not wish to include, and add options of their own. That done, one click is enough to generate a ready-to-use commercial offer in PDF format. The manager can add further information there, such as event announcement, special offer, or company news.
✔Including customers in the communication loop
In Planfix, we pooled together all communication channels. The resulting commercial offer can be sent in PDF format, sealed and signed if necessary, to the customer’s e-mail address or messaging app right from the system.
✔Time savings
Drafting a commercial offer only takes 3 minutes now, instead of hours.
✔Flexibility and ease of use
Every manager can tailor the system to their needs by specifying the number of options to be included in the commercial offer and editing the task.
✔One-stop solution
The system both makes event-specific financial calculations and returns partners’ contacts.
✔Scalability
Automation allows expanding the event and location database up to thousands of entries, connecting new partners, and processing hundreds of requests daily.
- The challenges
✔ Manual management
Company managers had to study customer forms featuring dozens of parameters and manually search through 150 options to find suitable locations to be included in commercial offers.
✔ Work from memory
A large amount of information was only stored in managers’ memory. That made it hard for new staff to engage in the process.
✔ Low speed
A commercial offer could take a staff member hours to complete.
- Solution
✔Linking the website and the corporate IT system
We set up automatic form exchange with the Planfix Enterprise Management System.
✔Collecting and digitizing all data
We talked to managers and arranged information about events, contractors, locations, and their features in Planfix.
✔Automating offer selection
The system browses for the most suitable options in the database depending on the location, season, price, and other parameters from the form.
✔ Making the system flexible
The system charges the manager with a task that offers 10 recommended options provided by automatic selection. The manager can select the suitable ones, remove the ones they do not wish to include, and add options of their own. That done, one click is enough to generate a ready-to-use commercial offer in PDF format. The manager can add further information there, such as event announcement, special offer, or company news.
✔Including customers in the communication loop
In Planfix, we pooled together all communication channels. The resulting commercial offer can be sent in PDF format, sealed and signed if necessary, to the customer’s e-mail address or messaging app right from the system.
- Result
✔Time savings
Drafting a commercial offer only takes 3 minutes now, instead of hours.
✔Flexibility and ease of use
Every manager can tailor the system to their needs by specifying the number of options to be included in the commercial offer and editing the task.
✔One-stop solution
The system both makes event-specific financial calculations and returns partners’ contacts.
✔Scalability
Automation allows expanding the event and location database up to thousands of entries, connecting new partners, and processing hundreds of requests daily.