EventPro: Venue Booking, Event Proposals & Ticketing
How GetPost Labs would build the events coordinator's workflow: enquiries turned into draft proposals and quotes by an AI agent, venue holds and deposits held by rules, and every booking decided by people. Run sheets, supplier briefs and ticketing run on the same record.
Executive Summary
The Problem: Every event starts as an enquiry by email, phone or web form. The events coordinator checks the venue calendar, writes a proposal and quote, then — once the client confirms — builds the run sheet, function order and supplier briefs by hand. Ticketed events add capacities, allocations and settlement to the same pile.
The Solution: EventPro gives the drafting to AI agents, keeps venue holds, capacities and deposit deadlines as fixed rules in software, and leaves every price and booking decision with people. Run sheets, supplier briefs and ticketing sit on the same record as the booking.
The Outcome: The coordinator edits drafts instead of starting from a blank page, the client confirms against a clear quote, and each event keeps one trail from enquiry to settlement.
The Challenge
Understanding the problem space
"Prepare event proposals, quotes, timelines and briefing documents tailored to each client’s needs."
— A duty listed in a current Australian events coordinator job ad (SEEK, September 2026)
Paperwork is the core of the role. Across 9 current events and ticketing coordinator ads, the same duties come up: manage enquiries, prepare proposals and quotes, build run sheets and function orders, brief suppliers and contractors, keep the booking system and calendars current, and reconcile accounts after the event.
Most of that work is rewriting information that already exists somewhere else — the enquiry email, the venue's rooms and packages, last season's run sheet, the supplier list. When it lives across an inbox, a booking calendar and a folder of templates, each event is assembled by hand, and one missed dietary requirement or double-held room becomes a problem on the night.
Source: 9 events and ticketing coordinator job ads in Australia on SEEK, September 2026. Employers not named.
The Solution
What GetPost Labs would build
Core Capabilities
Where the Time Comes Back
Editing, not retyping
The events coordinator stops rebuilding every document by hand and starts checking what the agent has drafted:
Proposals & Quotes
Copy last year's proposal, check the calendar, and update rooms, menus and prices by hand.
The agent has drafted the proposal from the enquiry and current prices, and flagged a clash with another hold. The coordinator edits and sends.
Run Sheets & Supplier Briefs
Retype guest numbers, dietary requirements and timings into the run sheet, the function order and each supplier's email.
Built once from the confirmed booking. When numbers change, the agent updates every document and shows what changed.
Ticketing & Settlement
Export sales from the ticketing platform, match them to the agreement in a spreadsheet, and chase the differences.
The agent reconciles sales, fees and holds against the agreement and flags the differences. A person signs off the settlement.
BPMN Workflow
The business process modelled
Event Booking: Enquiry to Run Sheet
User Journey
An Event Booking, Enquiry to Run Sheet
Scenario: A Brisbane function venue receives an email enquiry for an engagement party on a Saturday night, with a vegetarian menu and a live band.
Emails the venue with the date, guest numbers, budget and a request for live music
Checks the room calendar and capacity, and places a provisional hold that releases automatically if it isn't confirmed by the set date
Drafts the proposal and quote from the room hire, the vegetarian package and the band's rates
Adjusts the package, checks the band is available, and sends the proposal
Accepts the proposal and pays the deposit
Confirms the deposit, turns the hold into a booking and sets the final-numbers deadline
Builds the run sheet, function order and briefs for the kitchen, the band and the AV supplier, for the coordinator to check and send
Outcome: The event is booked and briefed from one record. The agent drafted the paperwork; the coordinator and the client made every decision.
Interactive Prototype
Functional dashboard demonstrating the concept
Event Calendar
Venue management
© 2026 GETPOST Labs. Full Stack Engineering Solutions.
Functional prototype. Click on cells and entries to see interactions.
System Context
Where EventPro fits in the ecosystem
Have a Similar Problem?
This is the kind of workflow automation GetPost Labs builds. If your organisation has similar challenges, we'd love to discuss how a custom solution might help.