EventMachine

Open your calendar, pick a space, and let EventMachine do the heavy lifting. Start by capturing an inquiry from your website or a phone call, then choose a MICE template—meeting, incentive, conference, or exhibition—to auto-load room setups, capacities, and standard inclusions. Assign a sales stage, owner, and tentative hold in one view. The platform scores the lead, sets follow-up reminders, and suggests available dates and rooms based on conflicts and turnaround times. You can embed the request form on your site so prospects submit availability, headcount, and AV needs; submissions land directly in your pipeline with no retyping.

Build the proposal in minutes. Select packages, menus, lodging blocks, and breakout rooms; EventMachine calculates service charges, taxes, and tiered rates automatically. Add add-ons like staging or hybrid streaming, apply discount rules or corporate rates, and set a deposit schedule. Generate a branded PDF proposal with a cover, agenda, inclusions, and terms—ready to send without manual formatting. Share as a secure link for e-signature and payment. You’ll see when it’s opened, what’s viewed, and when it’s accepted. Need a change? Update an item or price; the document refreshes and version history is retained. Once approved, convert the proposal to a confirmed booking and issue the invoice in a click.

Operations kick in the moment it’s confirmed. EventMachine creates department-specific function sheets (banquet, kitchen, AV, housekeeping) and a master run sheet that mirrors the timeline. Assign tasks to staff, lock delivery windows for vendors, capture dietary notes, and attach diagrams. Inventory counts for chairs, linens, and equipment update as you schedule. Last-minute edits—like a room flip or timing shift—cascade to every sheet and notify affected teams automatically. Use the mobile view on the event day to check off milestones, log changes, and collect real-time consumption for accurate billing. After the event, reconcile actuals vs. planned, capture feedback, and roll learnings into your next template.

Drive revenue with rules instead of guesswork. Set dynamic pricing by day pattern, lead time, and demand; the system recommends upsells and minimums to protect space value. Track pacing, pickup, and forecasted revenue against targets with a MICE dashboard. Update package content, imagery, rates, and terms yourself in a visual editor—no developer needed. Launch landing pages for your top event types, route leads to the right sales reps, and run simple email sequences to nurture prospects. Integrate with your website, CRM, PMS, and payment gateways to keep data flowing and eliminate double entry. From first click to final invoice, EventMachine keeps your team aligned and your pipeline moving.