This article explains what the Event Planner is, which areas it includes, and who on the team can work with it.
WHAT IS THE EVENT PLANNER?
With the Event Planner, you can plan an event’s tasks, budget, providers, quotes, costs, sponsors and documents directly in the AirLST Suite. Instead of managing tasks in a project tool, the budget in Excel and quotes in your inbox, everyone involved can see the current status in one place.
The Event Planner shows you the budget, commissioned services, actual costs and forecast for each category (e.g. catering, technology, venue) at any time. It automatically calculates the cost per attendee based on your guest data.
THE AREAS AT A GLANCE
You can find the Event Planner in the event under Planning, directly after Guests.
| Area | What you use it for |
|---|---|
| Overview | Key figures for budget, commissioned services, actual costs and forecast at a glance |
| Tasks | Plan, assign and complete tasks as a board or list |
| Budget | Plan the budget for each category, compare quotes and commission services |
| Providers | Event service providers and their price lists |
| Sponsors | Sponsors, sponsorship packages and agreed services |
| Costs | Record and track receipts and payments |
| Documents | Store quotes, contracts, invoices and floor plans centrally |
| Reporting | Cost per attendee, cost trends, results and export |
Across events, you can find the areas Tasks, Budgets, Payments, Providers, Sponsors and Settings in the main navigation under Planning.
ROLES AND PERMISSIONS
| Role | Access to the Event Planner |
|---|---|
| Company Owner, Admin | Edit, including Planning › Settings |
| Manager | Edit in the events they have access to |
| Read-Only | View without making changes |
| Check-in, Guest Manager | No access |
You can assign Planner permissions for viewing, editing and configuring to your own roles as needed. Anyone who is allowed to view the planning can see tasks and amounts.
LICENCES
You can first try out the Event Planner during a free trial.
Afterwards, you can book it as an event licence for individual events or as an annual licence for all events in your organisation.
For more information, see the article “Start a trial and book the Event Planner”.
| Note: All amounts in the Event Planner are net amounts in euros. |
DO YOU HAVE QUESTIONS?
If you have any questions, our Customer Service Team will be happy to help.