User conferences, brand activations, nonprofit galas, and hybrid broadcasts—connected workflows your sales, production, and finance teams will actually use.
Estimates & proposals
AV, décor, F&B minimums, labor, freight, and rentals in one branded quote.
Invoicing & payments
Deposits, milestone billing, tips, card and ACH—with automated reminders.
Client management
Stakeholders, sponsors, venues, and revision history in one CRM.
Run of show
Session blocks, cues, hold items, and contingency paths in one timeline.
Event management
Load-in, rehearsals, strike, and multi-day programs on one calendar.
Time tracking
Build, show, and strike hours—payroll-ready for staff and freelancers.
Inventory control
Swag, lanyards, signage rolls, and consumables with low-stock alerts.
Line-item general session AV, breakout packages, scenic & lighting, décor, catering minimums, labor, freight, and sponsor activations—then send a branded proposal clients can approve online or convert from estimate in one click.
Multi-day and multi-room templates
Sponsor tiers & logo placement add-ons
Change-order versioning everyone can trace
Proposal #PRP-5510 · Northwind User ConferenceSend for e-sign
General session · LED wall · audio · 2 days$118,000
Breakouts (12 rooms) · hybrid kits$44,500
Décor, signage & labor (load/strike)$28,900
Total$191,400.00
Simple invoicing & payments
Collect deposits on signature, automate milestone invoices after rooming lists lock, and chase balances before show week—with statements procurement and AP teams actually open.
Visa, Mastercard, ACH, Apple & Google Pay
Split deposits & final payments
Export-friendly for accounting
Invoice #INV-8820 · Harbor Arts GalaPaid
$72,400.00
Pay now
Visa · Mastercard · ACH · Apple Pay · Google Pay
Event board & production
Kanban or calendar for your ops desk—see which programs are in build, which load-ins are on the dock, and which keynote tech checks still need a lead—without losing the thread in group texts.
Hold → contracted → load-in → live → strike
Venue dock & curfew windows on every card
Vendor contacts & union notes attached
Event board
Today
Northwind · dock A · 7a
Summit stage · QC 11a
Active
Harbor gala · dinner service
Upcoming
Product launch · Tue rehearsal
Expense management
Tag every drape freight bill, freelancer overtime, print shop rush, and LinkedIn/Meta ad spend to an event or sponsor package—so true margin per program stays visible.
Receipt photos from producers & leads
Labor vs. hard costs vs. marketing
Event P&L at a glance
Recent expenses
Fabric drape freight (Harbor gala)$2,840
Swag restock (inventory)$1,120
Meta ads · conference retargeting$640
Venue & crew logistics map
See which truck is at the marshaling yard, which team is in breakout build, and who is free for a same-day site survey—without calling every lead on opening morning.
En route / on-site / available
Clear ETAs for venues & GCs
Accountability for dock appointments
Live map
Truck 4 Scenic · marshaling lane 2
Run-of-show timers & cues
Log start and end on sessions and changeovers so invoices, payroll, and “did we hit the walk-in music cue?” showcaller lists stay aligned with what really happened in the room.
Mobile start/stop from the floor
Photo prompts for sponsor moments
EP review before payroll close
General session · Northwind
Keynote countdown
00:12:44
Mark session complete
BEOs, CAD & compliance files
Store banquet event orders, CAD floor plans, COIs, liquor permits, rider PDFs, and signed MSAs in one secure vault—while crew leads see only what they need on show site.
Revenue by program type—user conferences, galas, roadshows, hybrid broadcasts—so you pitch and crew where demand actually pays.
P&L snapshots
AR aging by brand or agency
Margin by producer or venue
Profit & loss · May 2026
Income $96.5k · direct cost $38.2k
BEN AI — Your 24/7 AI assistant
BEN AI answers calls, books consultations and site walks, answers common questions, qualifies leads, and helps grow your event business every day.
“We need a two-day user conference in September for 900 people with general session LED and 10 breakouts—can you hold dates and what’s the deposit range?” · VP Marketing · 5:18p
I can confirm September holds at the convention center, outline AV and hybrid breakout tiers at a high level, and schedule a production walk-through Tuesday at 10. Want me to email a proposal shell and our standard COI?
Search-friendly answers for planners comparing event CRM tools, conference production software, proposal platforms for AV and décor, and billing automation.
What is event management and event production software?
Event management and production software helps planners, agencies, and in-house teams capture leads from calls, RFPs, and web forms; build line-item proposals for venues, AV, décor, staffing, catering, and rentals; manage timelines, run-of-show, headcounts, and change orders; track swag, signage, and consumable inventory; invoice deposits and final payments with card or ACH; tag labor, freight, and marketing spend to each event; store contracts, floor plans, insurance certificates, and permits in one file vault; request feedback after the program; and see profitability by event type, client, or season—all from one dashboard.
Can event teams manage multi-day programs, sponsors, and recurring corporate series?
Yes. Better Sales Pro supports reusable event templates, sponsor packages, multi-day conferences and galas, standing quarterly town halls, and clear handoffs from proposal to production schedule to invoice.
Does Better Sales Pro include AI for event businesses?
BEN AI can help answer common questions about date holds, consultation scheduling, high-level budget ranges, capacity notes, and deposit policies, qualify leads, and support follow-ups—see the BEN section on this page and the dedicated BEN overview for details.
Ready to grow your event business?
Join pros who trust Better Sales Pro for programs, proposals, billing, inventory, files, and getting paid.
