Eventas
Solutions · Weddings

The

There is no second chance. No 'we'll do better next time.' A wedding is the most important day of two people's lives, and you have been trusted to make it perfect. Not almost perfect. The pressure is immense — and so is the reward when you pull it off.

The cost of the status quo

One delay cascades. Every time.

The ceremony runs 20 minutes late. The caterers weren't told. The speeches now overrun. The first dance starts in the dark. None of these had to happen — but without the right system, they always do.

The timeline

lives in the planner's head

A printed sheet no vendor reads and a mental map no one else shares. One delay — a late arrival, a longer ceremony — ripples through the entire day and the planner is the only one who knows it.

Guest queries

flood the planner's phone all day

'What time is the first dance?' / 'Where's the shuttle?' / 'Is there parking?' Every query goes to the planner's personal phone at the moment they are trying to run the day. The calls never stop.

Vendor

coordination requires constant chasing

Florist, photographer, caterer, band, hair and makeup — each needs a different update at a different time. Without a central system, the planner spends the morning chasing rather than preparing.

Post-wedding

supplier reconciliation is email chaos

Final invoices, outstanding deposits, and tip coordination across 12 vendors all happen via email after the wedding — when the planner is already exhausted and the couple are on honeymoon.

What it does

The precision tools that make perfect days possible

Every vendor, every guest, every minute — in perfect synchrony from rehearsal to reception.

01

Run of Show

A living timeline shared with every vendor in real time.

From hair and makeup to the last dance, every minute is planned and shared with every vendor and team member simultaneously. When anything shifts, everyone is updated instantly — no phone calls, no panic.

02

WhatsApp AI

Guest self-service — the planner's phone stays free.

Shuttle times, seating arrangements, venue directions, parking, and dietary questions — WhatsApp AI handles every guest query instantly and accurately so the planner stays focused on running the day, not answering texts.

03

Vendor Management

Every supplier visible, assigned, and on schedule.

All vendor contacts, task assignments, arrival windows, and delivery status in one system. Track who's arrived, who's set up, and who needs a gentle nudge — from a single screen, in real time.

04

Eventas Copilot

Instant cascade analysis when the day runs long.

Ask Copilot: 'The ceremony is running 20 minutes late — what needs to shift?' It models the full day timeline and tells you exactly what to adjust and who to notify. Decision made in seconds, not minutes.

05

Voice AI

Discreet hands-free comms between the planner and venue.

The planner, venue coordinator, and catering lead stay in sync without anyone shouting across the room or disappearing to make calls. Voice AI logs every instruction so nothing is missed or disputed.

06

Supplier Reconciliation

Post-wedding financials ready before the couple land.

Final invoice tracking, outstanding deposit status, and supplier payment log all in one place. When the couple return from honeymoon, every number is reconciled — no email digging required.

What changes with Eventas

From reacting to delays to running a flawless day

Without Eventas
  • Timeline lives in the planner's head — one delay and the whole day cascades
  • Guest queries flood the planner's personal phone from doors-open onwards
  • Vendor coordination requires constant individual chasing all morning
  • Programme changes communicated via WhatsApp group with no confirmation
  • Post-wedding supplier reconciliation takes a week of email archaeology
With Eventas
  • Live Run of Show shared with every vendor — updates in real time
  • WhatsApp AI handles all guest queries so the planner's phone stays free
  • Vendor arrival and setup status visible from a single screen
  • Any timeline change cascades automatically with instant notifications
  • Supplier reconciliation complete before the couple return from honeymoon

Results

Wedding planners delivering perfect days, consistently

Zero

guest queries reaching the planner on wedding day

Redirected entirely to WhatsApp AI

4 min

average time to cascade a timeline change to all vendors

vs. 25 min manual call-around

100%

of vendors confirmed and checked in before ceremony

With structured digital vendor management

Same day

supplier reconciliation after the reception

vs. 1-week email-based process

The ceremony ran 18 minutes late. By the time the couple were walking back down the aisle, every vendor had already been updated, the caterers had adjusted the starter timing, and the band had 12 extra minutes for soundcheck. The couple never knew.

I

Isabelle V.

Luxury Wedding Planner, Vincenza Events

See it in action

See how Eventas makes perfect days possible

Get a live walkthrough of Run of Show, vendor management, and WhatsApp AI guest self-service — for weddings at any scale.