Frequently Asked Questions
Find quick answers to common questions about EventFlow.
What is EventFlow?
EventFlow replaces the email chains, spreadsheets, and PDFs venues use to plan events with clients. It is a client-facing planning portal that lives between your coordinators and your event clients. Your clients get a single place to enter event details, allocate guests to their floor plan, choose add-ons, select menus and build/confirm their run sheet. Coordinators get everything they need without the chase, and clients get a planning experience that actually feels like the venue they chose. Want to see it in action? Book a 30-minute demo or contact us using our contact form.
How much does EventFlow cost?
Plans start from $200 per month, billed annually (ex GST). Your plan is based on how many events you bring into EventFlow each year. Venue groups get one plan based on the combined event volume of all their venues. Onboarding is a one-off fee of $500 per venue. See our pricing page for details.
What counts as an event?
Only events you bring into EventFlow from your venue management system count toward your plan. Events that don't need a client portal, like small internal events, are not counted.
Is EventFlow a CRM or a venue management system?
No. EventFlow does not manage enquiries or your sales pipeline. EventFlow works with your venue management software. When an event is confirmed, you add it to EventFlow, and your client plans the details in the portal.
What do my clients see?
Your clients get one portal for their event. In the portal they can: - Complete the event detail forms - Allocate guests on the floorplan - Choose menus and add-ons - Upload files - Message your team
Will our clients use it? What about corporate clients?
Forms pull in the details you already have in your venue management system, so clients only fill in what is missing. You choose which sections each event uses. A corporate booking can be one short form, and a wedding can use the full portal. Reminders tell clients what is due and when. Your team can also enter or update details for a client at any time.
How is EventFlow different from spreadsheets and email?
With spreadsheets and email, event details sit in many files and threads. EventFlow keeps the forms, floorplans, guest lists, menus, run sheet and client messages for each event in one place. It also sends reminders for due dates, so your team does not have to chase clients.
Can we use EventFlow across multiple venues?
Yes. EventFlow is built for venue groups. Your plan is based on the combined event volume of all your venues, with no recurring per-venue fee. Onboarding is $500 per venue.
What do you need from us to set up our venue?
We need: - A floorplan for each space (PDF or image) - Your logo (a transparent PNG if possible) - For each event type, the questions, add-ons and menus that you send to clients now You can email the files or send a share link.
Do you integrate with my Venue Management Software?
Yes, we integrate with all modern venue management software. Our current integration list includes: - Event Temple - iVvy - Momentus - Tripleseat Don't see yours here? Reach out to us and we'll let you know if we can integrate with yours.
How long does onboarding take to go live (templates, forms, floorplans)?
Onboarding usually takes 3–4 weeks once we have all your documentation. We build your templates, forms and floorplans with you, and we make sure they look the way you want before your clients see them.
What's included in the subscription?
Every plan includes: - Unlimited users - Unlimited staff - Unlimited floorplans - Free training - Ongoing support Plans start from $200 per month, billed annually (ex GST). See our pricing page for details.
Can I try the customer portal?
We offer a 30 day money-back guarantee. If you don't wish to continue using our services within the first 30 days of signing up we will refund your subscription fees.