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Elevate event business operations and grow revenues

Join thousands of event organizations that increase event revenue by 230%

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Planning Pod boosts cash flow and shortens payment cycles

Challenge

Chasing late payments and unpaid invoices?

Solution
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Create seamless electronic workflows

Challenges

Offering limited payment options?

Solutions
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Build a custom-tailored solution

Challenges

Struggling to manage payment schedules?

Solutions
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Set up email sequences and reminders

Challenges

Losing money to processing fees?

Solutions
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Build and share custom reports

Challenges

Waiting on clients to sign contracts?

Solutions
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Access real-time, big-picture dashboards

Challenge

Nagging customers to obtain event insurance?

Solution
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Offer coverage embedded in our platform

What our business operations tools can do for you

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Build reusable templates

Create customizable templates for proposals, contracts, invoices, line items, catering menus, email messages and payment installment schedules.

Set up methods of payment

Our platform gives you the freedom to accept payments via credit card and ACH (via one of our preferred payment processors) as well as check/cash.

Set up credit card fee surcharges

If you want to be reimbursed by clients for the credit card fees you are charged on their payments, you can activate this function and set credit card surcharges in your account.

Prepare and share contracts

Create custom legal contracts in minutes and share them with prospects via emailed links or through the client portal.

Create and share invoices

Create an invoice from a proposal in a single click, build it from a template or create it from scratch. Then share it via email or the client portal.

Collect payments via links or client portals

Make it easy for your clients to pay online by either sending reminder emails with payment links or having them log into their client portal.

Set up installment schedules or auto-pay

Create a payment installment schedule for each invoice with automated payment reminders sent on specified dates. Or use an auto-pay schedule to automatically charge a client via credit card or ACH.

Collect in-person payments via terminals

You can use handheld credit/debit card terminals (additional fee) and use them on site to process invoice payments and any other card-in-hand transactions (for open bars, add-on services, etc.).

Provide event insurance options

Through our platform, you can offer clients the ability to purchase event liability and/or cancellation insurance policies for their events.

Monitor dashboards and reports for payment data

Customize dashboards and reports to provide real-time data on payments received, payments overdue, open invoices, sales/revenue metrics and more.

What our customers say

5.0 out of 5 stars

"This is the first time in my career I can manage my event bookings, customers, sales, operations and projects in one system. And the price is so reasonable for everything you get. Planning Pod is the only system you should be running."

 

Dianne Kohler

Camrose Exhibition Center
Events/Exhibition Center
5.0 out of 5 stars
"Planning Pod has helped us double our volume from last year! We cater a lot of all-inclusive weddings, and I have all my BEOs, vendors, email communications and event details in one place so I don't have to scramble to find those details."

Shannon Robles

Cascadia Pizza
Restaurant/Catering
5.0 out of 5 stars
"Planning Pod is a game-changer for me. Sales are completed within hours instead of days (even minutes sometimes) and it takes two clicks to send a proposal for signature. It saves us at least an entire salary."

John Norton

The Coonamessett
Hotel/Lodging
5.0 out of 5 stars
"Planning Pod really is an all-in-one tool for planners and venues. It intuitively thinks about the things you may not be thinking of because there is already so much built into it."

Brandee Garr

Blush by Brandee Gaar
Event/Wedding Planning
5.0 out of 5 stars
“Planning Pod has really become the lifeline of our business. It’s a one stop shop for everything that we do. I’ve eliminated at least two softwares just by implementing it … and the system saves each of my staff about 5 hours per week. With Planning Pod, I get a lead and I can respond within the day, usually within an hour. And it keeps the whole chain of communication with clients all in one place.”

Andrea Vallencourt

Clay Theater
Wedding/Event Venue
5.0 out of 5 stars
“The most important thing with software is keeping it simple, and Planning Pod does that. It is very user friendly, and everything is there - invoicing, proposals, contracts, floorplans, BEOs, you name it. It keeps a record of everything so I can quickly find how much someone has paid me or when an event is booked. And it's so convenient that leads come directly from our site into our account so I can quickly reach out to them.”

Olivia Keefe

Hotel Salem
Hotel/Catering
5.0 out of 5 stars
“Before Planning Pod, we were using a hodgepodge of emails, spreadsheets and software that was just eating up time, and that doesn't bring in revenue. But when I started with Planning Pod and realized what I could do with it, I wanted to know more. Now I’m loving it every day. And I have the ability to control and really customize the features and workflows to fit my needs. I feel like Planning Pod has really helped us in making sure that our process is streamlined throughout our team.”

Michelle Sanabria

Hidden Barn Venue
Event/Wedding Venue
5.0 out of 5 stars
"Great for organizing and centralizing all notes and details, including contracts, payments, etc., such that everything is easily accessible to all office staff. Both sales and event management staff use the software extensively. We particularly appreciate the responsiveness by support."

Tad Emptage

Cirque-Tacular Entertainment
Event Planning/Production
5.0 out of 5 stars
"Keeping abreast of our event schedule. It is helpful to see this in a list form as well as a calendar form."

Whitney Tatum

Eventures Inc.
5.0 out of 5 stars
"Planning Pod is a great tool in assisting us with running our event center! We love the home page and event dashboards, which keep us on track throughout the event process. We also love the activity log so we can view the date and time that clients receive emails and make changes."

Deidre Jackson

Noble Event Center
Event Venue/Space
5.0 out of 5 stars
"Floorplans!!! So incredibly useful. I also love being able to invoice and send contracts through Planning Pod."

Noelle Davis

Skyline and Co.
Event Venues/Multiple Locations
5.0 out of 5 stars
"I love Planning Pod's floor plans and all their event management tools. They're very useful for both internal and external events for our organization and event clients."

Shelby Kirkes

Oklahoma City Dodgers
Stadium/Arena/Sports Franchise
5.0 out of 5 stars
"There isn’t a longer business relationship I have had in my career than my relationship with Planning Pod. I have been a customer since 2011, and Planning Pod is the CRM tool that covers all of the bases. It definitely helps me be a better event planner for my clients!"

Shaun Gray

Shaun Gray Events
Event/Wedding Planning
5.0 out of 5 stars
“I’ve been able to get back a full day a week because of Planning Pod. It does everything that I previously needed 15 different tools to accomplish. Being able to open one program and have everything there helps so much, and I can do it from anywhere, anytime. I love that me and my team can access many tools in one place - like calendars, contracts, payments and floor plan layouts - to stay on track.”

Laura Motes

Barber Motorsports Museum
Museum/Sporting Venue
5.0 out of 5 stars
"It makes sure our events and planning staff are always up to date, including things like files, proposals and invoices."

Tullen Burns

Clemson University
School/University
4.75 out of 5 stars
"Planning Pod has completely streamlined our process of fielding reservation inquiries, booking events and invoicing customers. The software has everything we need with tremendous ease of access and excellent customer service. "

Lisa Hardwick

Deed Foundation
Nonprofit/Charity
5.0 out of 5 stars
"We opened a year ago, and since the very beginning, Planning Pod has been at the heart of how we operate. It helps us with every aspect of venue management. Calendars, lead pipelines, client communication, floorplan design, and online payments. The one feature I can’t live without? Planning Pod’s great client support. The team responds promptly, issues are resolved quickly, with clear updates every step of the way. Thank you Planning Pod for helping us shine!"

Christine Campbell

Avenue Portland
Event Venue/Space
5.0 out of 5 stars
“We absolutely love using the Planning Pod software. Since transitioning from our previous property management system, it has significantly improved our engagement with both current and potential clients. Our favorite feature is the lead pipeline; it provides an easy, at-a-glance view of where our clients are in the booking process, which has been incredibly helpful. The team at Planning Pod is always willing to assist, as they have been an absolute pleasure to work with. Thank you for creating such a valuable tool!”

Carrie Petroski

Tavares Pavilion
Government/Municipality
5.0 out of 5 stars
“I'm loving the new reporting tools! I've been playing with them almost nonstop since they were launched! In fact, I've created too many reports and need to cull the list a bit.”

David Grantz

Seaford Historical Society
Museum/Cultural Center
4.75 out of 5 stars

“We love how the system makes it an easy transition from proposal to invoice, and we really like the added features for collecting contract signatures online.”

Roxanne Kopelcheck

Rusty Rail Brewing
Brewery

The complete event business management suite

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Billing and Payments

Simplify payments for both your team and your clients with invoicing tools built for events.

  • Online Invoicing
  • Credit Card/ACH Payments
  • Installation Scheduling
  • Auto-Payments
  • Credit Card Surcharging
  • Handheld Terminals (extra fee)
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Lead/Client Communications

Improve customer experiences and responsiveness with built-in communications and documentation.

  • Proposals
  • Contracts
  • Electronic Signatures
  • Online Client Portal
  • Email with Central Inbox
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Insights and Services

Automate processes, streamline document prep and get a clear picture of payments and revenues.

  • Templates
  • Reminders/Notifications
  • Workflows/Triggers
  • Dashboards/Reports
  • Event Insurance

Related Use Cases

Get started today with our event business operations tools

FAQs

How can event management software help with chasing late payments and unpaid invoices?

Event management software like Planning Pod helps you shorten payment cycles and boost cash flow by setting up automated processes. This includes triggers that create invoices on-the-fly, send payment reminders, and track installments, so you spend less time manually chasing down payments.

What are the benefits of offering multiple payment types for event bookings?

By accepting secure online credit card, ACH, and auto-pay options, you make it more convenient for clients to pay promptly and in full. Offering these preferred payment methods can significantly reduce the time spent chasing down payments and improve your cash flow, not to mention boost client satisfaction.

Can I automate payment installment schedules for event clients with event software?

Yes! With Planning Pod, you can create automated payment installment schedules. These include reminders that help ensure payments are made on time with minimal effort from both your clients and your team, streamlining the entire process.

Is there event software that allows businesses to automatically recapture credit card processing fees?

There is now! Planning Pod offers a feature that allows you to automatically add a surcharge to a customer's payment to cover credit card processing fees. This option is available where legally permitted and can help protect your profit margins.

How can I speed up the contract signing process for my events?

You can use online contracts with templates and electronic signatures to speed up contract processing and reduce paperwork. This eliminates the manual review and signature processes that often slow down client onboarding and risk document loss.

Does event management software provide solutions for offering and tracking event insurance?

Only one event management software does that, and you’ve found it! Planning Pod offers built-in event liability insurance as part of their suite of services. This provides your clients with easy, embedded options for event protection and gives you a simple way to track whether they have purchased the necessary coverage.

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