Events
Automation for event companies
Quotes that take days; the client already picked someone else.
In short
In events, whoever answers first wins: the client asks several suppliers for a quote and stays with whoever arrives first. We automate the stretch from the call to the proposal. An intake form generates the proposal as a web page and PDF in minutes inside GoHighLevel, and follow-up alerts you if the client does not open it or reply.
Why events are lost
The proposal is slow
Between the call, analysis, layout and review, 1 to 3 days go by in companies that work well. In busier ones, longer.
Every one is different
Each salesperson does it their way: format, pricing and margin change. No two proposals are alike.
The moment is lost
The client is interested right after the call. Two days later they have talked to others and already chosen a direction.
Nobody knows if it was read
The proposal goes out and nobody knows whether it was opened. The salesperson calls “in case you have questions” with no real information.
What we automate
- 01
Intake after the call
The salesperson fills in service type, dates, capacity, city, event details and margin in 3 to 5 minutes.
- 02
Generated proposal
A web page with its own URL and the company's branding, plus a downloadable PDF, built from the intake.
- 03
Instant delivery
The client gets the link by email and the CRM records it.
- 04
Follow-up
If it is not opened in 48 hours, a reminder. If it is opened with no reply in 72 hours, the salesperson is alerted.
- 05
Proposal pipeline
Every proposal with its status in GoHighLevel: sent, opened, negotiating, accepted or rejected.
What we measure
- Time from the end of the call until the client has the proposal.
- Proposals sent, opened and accepted each month.
- How many go unanswered, and at what stage.
Timeline
The full implementation takes 3 to 4 weeks, depending on how complex the service catalogue is.
Real case · Events · Barcelona
Eventos Barcelona: −85% client response time
Challenge
Each proposal took 1 to 3 days to go out. By the time it landed, the client had cooled off or already asked a competitor for a quote.
Solution
We created an intake form filled right after the call, which generates the proposal automatically in GoHighLevel, ready to review and send in minutes, with follow-up reminders scheduled in.
Frequently asked questions
How long does a proposal take to go out?
At Eventos Barcelona it went from 1–3 days to about 8 minutes from the end of the call, and client response time dropped by 85%.
Who fills in the form?
The salesperson, not the client, right after the call. It holds what changes for each event: service, dates, capacity, city, details and margin. It takes 3 to 5 minutes.
How do I know the client has seen the proposal?
The CRM records when it is opened. If it is not opened in 48 hours a reminder goes out; if it is opened with no reply in 72, the salesperson is alerted to call with real information.
Does it work if every event is different?
Yes. What changes between events goes into the intake; the proposal structure, prices and terms repeat. The generator removes the assembly, not the judgement: a person reviews before sending.
Services that solve it
Related guides (in Spanish)
Propuestas comerciales en 8 minutos: cómo lo hago
De 3 días a 8 minutos por propuesta. El sistema que implementé para una empresa de eventos con GoHighLevel y generación automática de documentos.
Automatizar procesos con IA: por dónde empezar en una pyme
La mayoría de proyectos de automatización fracasan por empezar por el proceso equivocado. Cómo elegir el primero, qué medir y qué evitar.
Cuánto cuesta automatizar un proceso con IA
Qué mueve el precio de verdad, cómo calcular si compensa antes de gastar nada y por qué los presupuestos muy baratos salen caros.
Want to know which system you need?
A free 30-minute automation audit, on GoHighLevel or HubSpot.