Event planning CRM that follows up on every lead
A proposal sent last week is still not a booked event
Event planning CRM for an event planning business holds quotes, follow-up and missed-call text back. Event planners use it for the jobs that already fill the week. Venue managers, caterers, and DJs send you clients who need someone to run the day. Those referrals are. The CRM is free to start. Text-back comes with Ascended, $449 a month.
Puffly keeps your inquiries, proposals, and repeat corporate clients in one pipeline. Puff points out who to nudge next. Free to start.
Where event planning business leads come from
Venue and vendor referrals
Venue managers, caterers, and DJs send you clients who need someone to run the day. Those referrals are strong, but only if you answer quickly.
Pinterest and Instagram portfolio
Someone saves your birthday or shower setup and sends an inquiry with a vague date and a big idea. They need help narrowing it down.
Corporate office managers
An office manager who inherited the holiday party or the annual client dinner. They compare a few planners and want a clear proposal.
Repeat clients and their networks
The fundraiser committee chair or last year's quinceañera family. They often book you again, or pass your name to a friend planning something.
What slow follow up costs an event planning business
Clients planning an event often talk to a few planners and pick the one who feels most organized. A discovery call with no follow up leaves that impression in reverse. Popular venue dates fill up, so a hesitant client who waits may lose the date and the plan changes.
Event planning CRM features: quotes, follow-up and missed-call text back
Puffly's pipeline is yours to name. Here is one way an event planning business could lay it out.
- InquirySomeone asked about an event, a date, and a rough guest count.
- Discovery callYou talked through vision, budget range, and who else is deciding.
- Proposal sentThe client has your scope of services and pricing and is comparing.
- Deposit and planningThe agreement is signed and you are booking vendors and building the timeline.
- Event week and wrap-upFinal headcount, run-of-show, the day itself, and then the thank you and review ask.
Follow up moments worth a reminder
Office manager got your holiday party proposal eight days ago
"Hi Brenda, checking in on the holiday party proposal. Venue holds tend to go fast in December. Want me to pencil in a hold while you talk it over?"
Birthday client had a discovery call, then went silent for a week
"Hi Carla, I keep thinking about your garden party idea! Want me to send a rough budget breakdown so you can see how it might come together?"
Last year's fundraiser client, and the event is due again in a few months
"Hi Robert, it's been a year since the gala. Are you doing it again this spring? I'd love to start early on venues."
Puff, your AI teammate, drafts these messages and lines up who to call next. You approve or edit each draft, even from a phone notification, and you get 10 seconds to cancel before it sends.
The shape of the year
Late summer and early fall bring corporate holiday party inquiries, and spring is big for showers, graduations, and fundraisers. January is a good month to reach out to past clients about annual events, since many plan a year ahead. In your slower weeks, follow up on quiet proposals and ask happy clients for referrals.
Missed calls and after-hours calls
Event planning work misses calls because the person who would answer is already with a customer. Venue managers, caterers, and DJs send you clients who need someone to. The next caller rarely leaves a voicemail they trust. They phone another event planning business and book whoever picks up.
Missed-call text back covers that gap. The call still rings your phone first. If you do not pick up, the caller gets one text in your words, with your business name and a reply STOP line, and the missed call is saved as a lead. Consent and quiet hours still apply. If no text goes out, the call says why. It comes with the Ascended plan at $449 a month.
Late summer and early fall bring corporate holiday party inquiries, and spring is big. That is when an unanswered phone costs the most jobs. An AI receptionist can pick up, take the details and book a time when you allow it. Each call ends as Booked, Message, Transferred or Failed. Text back is the written reply. Many event planners use both.
Event planning lead follow-up, step by step
Event planning lead follow-up is a short sequence, not a pile of reminders. Work the deal in this order, and write the date on it before you leave.
- InquiryCapture it the day it arrives. Someone asked about an event, a date, and a rough guest count. A event planning lead that stays in a private text is the one that goes cold by Thursday.
- Discovery callSend the number with the day you will check back. You talked through vision, budget range, and who else is deciding. Put that check on the event planning deal so it does not depend on memory.
- Proposal sentWhen they say yes, book the date and write what you promised. The client has your scope of services and pricing and is comparing. The customer should see the same facts you do.
- Deposit and planningDo the work, then say what happens next in one message. The agreement is signed and you are booking vendors and building the timeline. A short update prevents the call that asks if you forgot them.
- Event week and wrap-upAfter the job, ask for the review or the next visit while it is fresh. Final headcount, run-of-show, the day itself, and then the thank you and review ask. Then close the loop on the record.
If a event planning business step sits still, Puff can draft the next message and send it to your phone to approve or edit. Nothing Puff drafts goes out until you say so. The list itself is free to start.
Jobs, seasons and objections for an event planning business
Treat each source as its own next step. A event planning week usually mixes Venue and vendor referrals, Pinterest and Instagram portfolio, Corporate office managers, Repeat clients and their networks. Write the source on the deal when you create it, along with the customer's words, so Monday's list shows a new ask apart from a repeat customer. Venue managers, caterers, and DJs send you clients who need someone to run the day. Those referrals are strong, but only if. Someone saves your birthday or shower setup and sends an inquiry with a vague date and a big. The point of the list is that those two do not get the same follow-up.
The deals that stall sound ordinary. Office manager got your holiday party proposal eight days ago A useful reply names the job: "Hi Brenda, checking in on the holiday party proposal. Venue holds tend to go fast in December. Want. Birthday client had a discovery call, then went silent for a week "Hi Carla, I keep thinking about your garden party idea! Want me to send a rough. Save those as tasks on the record. A busy afternoon should not be what erases them.
Event planning CRM FAQ
Many of my events have several decision-makers. How do I track them?
Use contacts for each person and a company for the group or business. You can keep the planning committee, the parents, and the assistant together on the same deal.
Can Puffly send proposals?
Puffly includes quotes, so you can put a price in front of a client and track where it stands. Keep your full proposal deck if you like, and use Puffly to know who needs a nudge.
Does it manage the day-of timeline?
No. Puffly is for inquiries, follow up, and tracking who is where in your pipeline. Keep using your own tools for run-of-show and vendor scheduling.
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