Vendor coordination systems for event planners
Raze Drops builds vendor coordination systems for wedding and event planners, so every supplier on an event is confirmed, briefed and reminded against one shared timeline instead of forty separate message threads. The planner can see at a glance which vendor has answered, which has not, and what still needs deciding this week.
On this page
A wedding is twenty suppliers, one immovable date and a client who is nervous about all of it. Most planners hold that in their head and in forty message threads. This page describes the coordination system we build so the event holds itself together, and what it costs.
What does a planner lose in the week before an event?
The planner becomes a human switchboard, repeating the same timing and access details to every supplier in turn.
That is also when mistakes hide, because one unconfirmed vendor looks exactly like a confirmed one in a long thread. The cost of finding out on the day is far higher than the cost of the coordination itself.
What does the vendor coordination system actually do?
It holds one timeline per event, sends each supplier the part that concerns them with the venue, access and timing details, and records the confirmation.
Unanswered suppliers are chased automatically and shown to the planner as a short list of what is still open, and a change to the schedule is pushed to only the vendors it affects rather than announced to everybody. It is an AI software build with the messaging handled as marketing automation against your own supplier list.
What does a planner build cost and how fast is it ready?
It is priced per project, from $300 to $9,000 depending on the event types, the vendor list and how many channels the suppliers use, with a monthly maintenance retainer.
The proposal and the fixed price come before any deal is signed. Planners often look at client reporting for marketing agencies and content production for social media agencies as related builds.
| Step before the event | Coordinated by messages today | With the coordination system |
|---|---|---|
| Building the timeline | A document sent once and edited later | One live timeline per event |
| Briefing each vendor | The same details retyped per thread | Only their slot, with access and timing |
| Confirmations | Assumed from a thumbs up | Recorded per vendor, visible at a glance |
| Late or silent vendor | Noticed if the planner scrolls back | Chased automatically and flagged |
| A change to the schedule | Announced to everybody at once | Pushed to the vendors it affects |
Tell us how many events you run in a season and we will send a proposal with a fixed price. Start on the contact page.