Event and Organization Companies
Success in the event and organization sector depends not only on the work done on the event day. Customer requests, needs analysis, proposal, contract, venue, supplier, equipment, personnel, setup, event flow, and financial processes must be planned in advance.
XtraCRM combines CRM, sales, project, task, purchasing, inventory, fleet, document, and financial features to enable management of the entire process from the first customer meeting to event closure from a single center.
How does the process work in the sector?
The process usually starts with the customer's event request. The type, date, location, number of participants, service scope, and budget of the event are determined.
After needs analysis, the venue, technical equipment, decoration, food and beverage, transportation, accommodation, personnel, and other services are planned and a proposal is prepared.
When the proposal is accepted, a contract and project record are created. The organization is divided into phases and tasks; suppliers, teams, delivery dates, and responsible parties are determined.
Before the event, setup and checks are completed. On the event day, the operation flow is followed. After the event, dismantling, equipment returns, supplier checks, invoicing, and customer feedback processes are carried out.
How is XtraCRM adapted to your company's working method?
Each event company has different services, team structures, and project flows. In XtraCRM, custom fields, projects, tasks, and sales stages can be configured according to your company's layout.
You can structure your sales process with stages such as “New Request, Needs Analysis, Venue Check, Proposal Being Prepared, Proposal Presented, Revision, Customer Approval, Contract, and Won.”
You can track your organization process through the stages of “Project Launch, Planning, Procurement, Preparation, Setup, Final Check, Event Ongoing, Dismantling, Closing, and Completed.”
You can define separate areas and workflows for different types of organizations such as corporate events, congresses, fairs, launches, weddings, festivals, concerts, meetings, or private invitations.
Event-specific fields you can use
Event or project number
Client and brand
Event type
Event name
Date and time
Setup and dismantling times
Venue and full address
Number of participants
Target audience
Event purpose
Scope of service
Project manager
Operations manager
Creative team
Technical team
Client approval authority
Budget and contract amount
Payment plan
Supplier information
Equipment requirements
Transportation and accommodation needs
Permission and document status
Risk and emergency information
Project status
According to your company's service model, special fields such as stage, sound, lighting, decoration, catering, or other production information can be added.
Manage customer requests
Requests coming via phone, website, email, advertisement, referral, or WhatsApp can be associated with the customer in the CRM.
The type of event, date, number of participants, preferred venue, service expectations, and approximate budget can be recorded.
New requests can be assigned to the relevant sales or project responsible person. Tasks can be created for gathering missing information, conducting site visits, or planning customer meetings.
Reminders can be defined for opportunities that have been inactive for a long time. Reasons such as price, date, scope, or competitor preference can be reported for lost jobs.
Standardize the needs analysis and briefing process
Customer expectations can be recorded with standard briefing fields. The event's purpose, target audience, brand language, program structure, and special requests can be specified.
Contents such as logos, brand guides, visuals, speaker information, guest lists, or similar items needed from the customer can be tracked with a checklist.
Tasks can be created for the customer responsible if information and documents are missing. This ensures necessary inputs are checked before moving to the offer and implementation stages.
Manage site visits and venue evaluation
Date, location, and participants can be planned for site visits. Measurements, photos, access information, and technical needs gathered during the visit can be added to the project record.
Special control fields can be created for electricity, loading area, stage, sound, lighting, internet, security, and other requirements.
Tasks that need to be done after the site visit can be assigned to relevant teams. Venue restrictions and working hours can be stored along with project details.
Track quotation and contract processes
Venue, equipment, personnel, decoration, food and beverage, transportation, and other services can be created as quotation items.
Preparation, review, presentation to the customer, revision, and approval stages of the quotation can be tracked. Different event packages or alternative service scopes can be prepared as separate quotations.
Manager approval can be established for specific budgets, discounts, or payment terms. Approved quotations can be converted into sales orders and organization projects.
Contracts and their annexes can be stored in the relevant customer or project record.
Turn the organization into a project
An event with a completed contract can be opened as a project. The project can be divided into main phases such as planning, preparation, setup, implementation, dismantling, and closure.
Tasks to be done under each phase can be created as duties. The following information can be tracked in tasks:
Task or work item
Linked event
Responsible employee or team
Supplier
Start and end time
Priority
Status
Checklist
Attached files
Customer approval
Description and notes
Upcoming and delayed tasks can be viewed on a project basis.
Manage the event schedule and flow
Steps such as reception, presentation, speech, stage transition, catering, break, and closing on the event day schedule can be planned with special fields or tasks.
For each program step, time, responsible person, location, and required equipment information can be recorded.
Program changes can be communicated to the project team as tasks or notifications. The updated event flow can be stored along with related project records.
XtraCRM is not a specialized stage flow or broadcast automation system; it enables common tracking of tasks, responsible individuals, and timing information in the event schedule.
Plan team and personnel assignments
Project manager, field supervisor, technical team, reception personnel, hostess, security, or other employees can be assigned to event tasks.
The specific days and time ranges when employees are on duty can be kept with special fields. Task location, responsibility, and contact information can be viewed in the project record.
Calendar and task plans can be checked to prevent the same employee or team from being assigned to overlapping organizations.
Outsourced personnel can be linked to the relevant supplier or service record.
Manage supplier processes
Venue, catering, audio-visual, decoration, transportation, accommodation, printing, and other service providers can be managed as supplier accounts.
Supplier contacts, quotations, contracts, relevant projects, and documents can be kept under the same account.
Deliveries or services expected from the supplier can be created as tasks. Delivery date, amount, payment terms, and approval status can be tracked.
Offers received for the same service and past work information can be evaluated in purchasing decisions.
Track purchasing processes
Products or services required for the event can be managed as purchase requests and orders.
Supplier, product or service, quantity, price, currency, and expected delivery date can be recorded. Tasks can be assigned to the purchasing manager for delayed orders.
Purchases above a certain amount can be directed to manager approval according to the company's authorization system.
Purchasing expenses can be associated with the relevant organization or cost center.
Manage equipment and stocks
Audio, lighting, video, stage, table, chair, decoration, and other equipment can be tracked with product or inventory records.
The status of the equipment, its location, related event, and assignment information can be kept with custom fields.
Equipment lists to be prepared for the project can be planned with tasks and control steps. Missing or required products can be directed to the purchasing process.
Delivered and returned equipment can be checked, and missing, damaged, or items needing maintenance can be recorded.
Track vehicle and fleet processes
Company vehicles used in organizations can be managed in the Fleet section with license plate, brand, model, mileage, insurance, and inspection details.
Vehicles can be assigned to employees or departments for event purposes. Assignment date, expected return, purpose, and mileage details can be recorded.
Vehicle, equipment, driver, and task information for event transportation can be linked with project custom fields.
Vehicle maintenance history and upcoming maintenance dates can also be tracked separately.
Manage installation and final check processes
During the installation phase, stage, decoration, technical systems, seating arrangement, signage, and other preparations can be tracked as tasks.
The inspection result, photo, and description can be added to the project record each time a task is completed.
A final checklist can be created before the event starts. Missing or inappropriate tasks can be reassigned to the relevant team members.
Approval status can be recorded for decorations, layouts, or visual works that require customer approval.
Follow the operation on the event day
Tasks, changes, and issues occurring on the event day can be recorded in the project log.
The operation manager can track completed tasks, pending duties, and relevant personnel from the same project view.
Situations like technical issues, schedule changes, additional customer requests, or supplier delays can be recorded as tasks. The interventions made and results can be stored in the project history for later evaluation.
Manage dismantling and equipment returns
After the event, dismantling, loading, equipment counting, and return processes can be tracked with tasks.
It can be recorded which rented equipment will be delivered to which supplier and when. The return and current status of company-owned equipment to the warehouse can be checked.
New action records can be created for missing, damaged, or equipment requiring maintenance.
Store event documents in a single center
Offers, contracts, briefs, seating plans, visuals, schedules, supplier documents, permits, and delivery receipts can be stored under the relevant project.
Drafting, review, and approval processes of documents can be managed with tasks. Access to files can be restricted based on employee roles.
This way, current files will not get lost in personal folders or messaging groups.
Manage participant information according to your company's needs
Depending on the structure of the event, guest or participant information can be maintained with custom fields, forms, or import processes.
Attendance status, contact information, and special requests can be configured according to the company’s needs.
XtraCRM is not a specialized ticketing, seat selection, or event entry control system. If such functions are required, process integration with external systems used should be evaluated separately.
Only necessary information should be kept in participant data, and communication permissions must be managed in accordance with company policies and regulations.
Track project expenses and profitability
Venue, supplier, equipment, personnel, transportation, accommodation, and other organizational expenses can be associated with the relevant project.
Expense category, supplier, date, amount, currency, document, and approval status can be tracked.
The organization's financial status can be viewed by evaluating the contract amount together with project expenses.
Additional requests arising later can be presented for customer approval as a separate offer or additional work record.
Manage invoicing and collection processes
The organization fee can be tracked through stages such as deposit, interim payment, and post-event balance.
Planned date, amount, and status for each payment stage can be recorded with custom fields. When the invoice is due, a task can be assigned to the finance team.
Invoice, maturity, and collection information can be monitored through financial records. For overdue payments, a follow-up task can be created for the customer manager.
Perform post-event closure and evaluation
After the event is completed, open tasks, supplier deliveries, equipment returns, expenses, invoices, and collections can be checked.
A customer satisfaction interview or survey task can be created. The customer's feedback and future event needs can be added to the CRM record.
In evaluations with the project team, successful practices, issues, and areas for improvement can be recorded.
Track recurring event opportunities
Next event dates for annual meetings, fairs, congresses, or periodic organizations can be recorded with custom fields.
As the date approaches, a meeting task can be assigned to sales or account managers. The scope, budget, and customer feedback of past events can be used when preparing new offers.
Additional services or new event opportunities can be created for existing customers.
Define authorities according to task distribution
Different access and operation authorizations can be defined for sales, project management, operations, purchasing, warehouse, finance, and management teams.
While the sales team manages customers and offers, the project team can track tasks and documents. The purchasing team can manage suppliers, the warehouse team equipment, and the finance team expense and collection processes.
Operations such as price changes, additional expenses, purchasing, or customer scope changes can be directed for approval according to the company's authorization system.
Create a measurable structure for management
New event requests, pending offers, ongoing organizations, upcoming events, overdue tasks, supplier deliveries, and open financial transactions can be tracked on management dashboards.
Customer, event type, project manager, supplier, or period-based information can be evaluated as follows:
Incoming event requests
Conversion rate of quotes to contracts
Upcoming organizations
Project and task progress status
Delayed and incomplete tasks
Works awaiting customer approval
Supplier deliveries
Team and vehicle assignments
Equipment needs and return status
Project expenses
Event budget and financial status
Invoicing and collections
Customer feedback
Recurring organization opportunities
XtraCRM does not force your company into a fixed organization model. By structuring customer records, quotes, project phases, tasks, suppliers, equipment, and financial processes according to your working style, you can make the entire process from the initial customer request to event closure and collection more organized, measurable, and trackable.