Ten days before each event, every booked supplier gets a confirmation request by email or WhatsApp with a summary of their own booking. Replies are tracked per supplier, silent ones are followed up after 48 hours, and the planner sees one status board per event.
Typical results
10 days
Before each event, confirmation requests go out
48 hrs
Until a silent supplier gets a follow-up
≈90%
Suppliers confirmed before the five-day mark
Figures reflect typical results for this kind of automation.
The challenge
A large corporate event can involve 15 or more suppliers, each needing the right times, load-in point and order details. Planners spend the last two weeks calling and messaging every one of them, tracking answers in notebooks and chat threads. A florist with the wrong load-in time or a coach that never confirmed surfaces on the morning of the event.
Before and after
Planner hours per large event on supplier calls
−80%Suppliers still unconfirmed five days out
−83%Day-of supplier mix-ups per event
−67%The automation
Ten days before each event, the automation reads the supplier bookings in Google Sheets and sends every supplier, including AV, florist, transport and catering, a confirmation request by email or WhatsApp. Each request summarizes that supplier's own booking: times, load-in point, on-site contact and order lines. Replies are logged as confirmed, changes requested or no reply. Silent suppliers get a follow-up after 48 hours, and anyone still unconfirmed five days out triggers an alert to the planner.
How it works
- 01
Ten days out, requests go out
Every booked supplier, from AV and florist to transport and catering, gets a confirmation request with a summary of their own booking.
- 02
One summary per supplier
Each summary lists the supplier's times, load-in point, on-site contact and order lines, sent by email or WhatsApp as the supplier prefers.
- 03
Replies tracked per supplier
Each supplier is marked confirmed, changes requested or no reply. Requested changes go to the planner to approve.
- 04
Follow-up after 48 hours
Suppliers with no reply get a second message after 48 hours. If one is still silent five days out, the planner gets an alert.
- 05
One board per event
The planner sees each event's supplier status on one Google Sheets board, with the last message and reply time per supplier.
Starts from
- Event supplier bookings
- Ten days before the event
Delivers
- Booking summary per supplier
- Planner alert at 5 days
- Status board in Sheets
The impact
Planners save about 8 hours per large event that used to go into calls and messages. Suppliers still unconfirmed five days out drop from about 6 per event to 1, and day-of mix-ups over times or load-in points fall from around 3 to 1, because each supplier has confirmed the details the planner holds.
Questions about this automation
How does a supplier confirm or request a change?
Each message has a confirm button and a short change form. Suppliers on WhatsApp can also reply in their own words, and an AI step sorts the reply into confirmed, change requested or question. Change requests reach the planner with the supplier's note, and nothing in the booking changes until the planner approves it.
Where does the supplier information come from?
The planner keeps one Google Sheets tab per event listing each supplier, their contact, preferred channel, arrival time, load-in point and order lines. The automation builds every booking summary from that tab, so a change to a delivery time is made once and the next message to that supplier carries it.
Can the timing be changed for smaller events?
Yes. The ten-day start, the 48-hour follow-up and the five-day alert are settings per event, so a small dinner can start a week out while a conference starts three weeks out. This is a multi-step build, usually rolled out in stages, starting with the confirmation requests and the status board.