Keep your team aligned on every event! You can now generate an Event Order (EO) directly from any existing agreement using Eventective's agreement builder.
The Event Order pulls key event logistics, setup requirements, and timing into one document—leaving out your client's pricing, financial details, and legal terms so your kitchen, setup, and front-of-house staff can run events seamlessly.
What’s included in the Event Order?
| Feature | Description |
| Staff Notes | Internal commentary for logistics, dietary notes, or special requests. |
| Internal-Only Items | Toggle specific line items to appear only on the Event Order for staff, keeping them off customer proposals. This also hides your client's prices, payment schedules, and legal terms from your team. |
| Timeline | Dedicated run-of-event schedule to map out setup, timing, meal service, toasts, teardown, and more. |
How to Create and Download an Event Order
1. Log in to your Eventective account, select your Inbox, and pull up the event you would like to create an Event Order for.
Note: If the event is marked as Prospect, select Booking Tools to launch the agreement builder. If your event is marked as Qualified or Tentative, select the Details tab.
2. In the Event Overview section, select Edit Overview. You'll now see a Staff Notes section where you can write any relevant notes about the event for your team. These will only appear on your Event Order (not your client's agreement).
3. Next, select Schedule, click on Manage Items, then Add Items to include details for your staff.
4. Select your Category, name the Billable Item, include any relevant notes or dietary restrictions, and toggle the Internal Only button to "Yes" so the details appear on the Event Order (not the client's agreement). Select Done Editing when you've added all your staff items, then Save & Close the editor.
Examples:
Rentals and Service Personnel: Set up 8 round tables, set up 64 chairs, use white linens on tables, set up registration table near entrance, set up gift table.
Food and Beverage: Passed hors d'oeuvres for 100 guests, refresh coffee station throughout the event, cake to be cut and plated by kitchen, hold 2 meals for vendors, final bar call at 10:30 PM.
Staff Instructions: Manager on duty: Sarah, server count: 6, assign 2 staff members to buffet, one staff member stationed at entrance, check restrooms every 30 minutes.
5. Lastly, navigate to the Timeline tab to create a team schedule for the event. Include the time, date, function, activity, and notes.
Example Timeline:
Vendor load-in: 3:00 PM
Room setup complete: 4:30 PM
Client arrival: 5:00 PM
Guest arrival: 5:30 PM
Dinner service: 7:00 PM
Speeches: 8:00 PM
Cake cutting: 8:30 PM
Event ends: 11:00 PM
Breakdown begins: 11:15 PM
6. To download the Event Order, navigate back to the Agreement / EO tab. The client's agreement will automatically generate. Close it out, select Preview Event Order, then download. Make changes to any of the sections detailed above, then return to the Agreement / EO tab to regenerate your Event Order.
Example Event Order:
Comments
0 comments
Please sign in to leave a comment.