Deposits, final numbers, and casual rosters handled on schedule
Every booked event sets off the same countdown. Deposit due. Final numbers due. Dietary list due. Casual staff to roster. Supplier confirmations to send. We set those steps to run on their own from your booking records, so reminders go out on the right day and your events manager sees what's missing a week out. Decisions about allergens, refunds, and date changes still come to you.
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Venue and catering jobs that run themselves
Deposit and balance reminders
Friendly reminders go out before each payment is due, with the Stripe or Square link, and overdue ones are flagged to you.
Final numbers and dietary lists
Clients are asked for final numbers and dietary needs on the date you set, and answers land in one place for the kitchen.
Casual staff rosters
A draft roster for each event goes to your casuals for availability, and gaps are flagged to the manager.
Supplier confirmations
Final timings and numbers sent to each supplier a week out, with replies gathered for you.
The countdown behind every event
Once an event is booked, a list of dates starts ticking. The deposit, the balance, final numbers, the dietary list, the run sheet, the supplier confirmations, the roster of casuals. Miss one and you find out on the day. Most small venues keep it in the manager’s head or a wall calendar, which works until two weddings land on the same weekend.
How the repeat work runs itself
Automating repeat work (the industry calls it workflow automation) means writing down the steps you already follow and setting them to run on their own. For a venue or caterer, we start from your booking records. Each event’s dates drive the reminders. Payment reminders go out with your Stripe or Square link. Final numbers and dietary lists are requested on the right day and gathered in one place for the kitchen. A draft roster goes to your casuals. A week out, your manager sees what’s still missing.
What we’ve seen with a cafe
We work with a six-person cafe with a catering arm where catering orders came by email, phone, and form and were copied onto a whiteboard. Orders are now gathered into one sheet with a daily prep list, and there were no missed orders in the first two months. Phone orders are still typed in by staff. That work was about connecting the order channels, and once orders sit in one sheet, reminders and prep lists can run from it.
Where a person decides
Automations follow dates, so anything that changes the plan comes to you. A date change, a refund request, or a client who’s gone quiet before final numbers all need a person. Allergens are the clearest line. The automation collects them and your kitchen decides.
If your event countdown lives in your head, get your AI Starter Plan and tell it which steps repeat.
Related
Read about our Automating repeat work service, and how we help small teams in hospitality and events.
Small teams we work with
How an animal rescue builds its 45-volunteer roster in an hour instead of an evening
How a five-person online homewares store stopped typing 60 supplier invoices a month into Xero
How a solo property manager with 140 rentals logs every repair request the same day
Common questions
Will it chase clients too hard?
What about allergies on the dietary list?
Do we need new software?
What does it cost?
What stays manual?
See which event jobs can run themselves
Tell us what has to happen between booking and event day. Get your AI Starter Plan and you'll see which steps to set running first.
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