Events and templates
Weddings, corporate events, birthdays, conferences and galas, each with an editable checklist and budget.
One calm workspace for every event you plan.
Smart Planner keeps clients, vendors, venues, budgets and checklists connected, so you enter each detail once and everything else stays in step. Built for professional planners and small planning teams.
Smart Planner is in development. The preview runs in your browser and saves nothing online. Early access opens once sign-in and secure storage are ready.
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From first inquiry to final report
Most planners juggle a spreadsheet, an inbox, a notes app and a calendar. Smart Planner follows the job from the first message to the closing numbers, in one place.
InquireTrack every lead from first message to confirmed booking.
PlanStart from a template and get a checklist and budget categories.
CoordinateLink vendors and venues, schedule payments, watch due dates.
Run the dayA schedule you can read on a phone, with cues and contacts.
ReviewSee what you quoted, spent and earned on each event.
Everything connected, nothing entered twice
Change an event date and Smart Planner asks before it moves your task deadlines. Change the guest count and it flags catering and seating for review.
Tasks and calendar
List and board views, filters, and one calendar for events, deadlines and payment dates.
Clients and pipeline
From new inquiry to confirmed, with estimated project value and linked events.
Vendors and venues
One record per supplier, linked to every event. Compare venues side by side.
Budgets that add up
Estimates, commitments and money paid kept apart, and your costs apart from your client's payments.
Guests and RSVP
Guest lists with replies and dietary needs, party sizes, and a CSV download.
Seating
Tables with set seats. Parties stay together and a full table blocks extra guests.
Equipment rentals
Pick tents, tables, chairs, sound and more from a ready list, choose each dollar amount from a drop-down, and add the total to your event budget.
Documents and reports
A private register of contracts, quotes and permits with expiry reminders, plus money, reply and task reports you can download or print.
Drag-and-drop floor plan
Place tables, a stage, a dance floor and a bar in the room, see which tables are full, and print the layout.
Run of show
A time-ordered plan for the day with owners, cues and back-up notes. Print it or read it on a phone.
Events you can plan
Five event types start with a ready checklist and budget categories. Everything else starts from a blank event that you shape yourself.
WeddingsCeremony, reception and everything betweenStarter template
Corporate eventsLaunches, dinners and team daysStarter template
BirthdaysMilestones and family celebrationsStarter template
ConferencesSessions, speakers and attendeesStarter template
Galas and fundraisersTicketed evenings with many moving partsStarter template
EngagementsParties and proposalsUse the blank template
Baby showersSmall guest lists, big detailsUse the blank template
Cultural and community eventsFestivals, ceremonies and gatheringsUse the blank template
Anything elseStart from a blank eventUse the blank template
Numbers you can trust
A quote is not a commitment, and a commitment is not a payment. Smart Planner keeps the three apart, so your projected cost and profit reflect what is actually agreed. Payments can't be scheduled beyond the amount you've committed.
| Sample line | Estimated | Committed | Paid |
|---|---|---|---|
| Venue rental | $16,000 | $15,000 | $7,500 |
| Catering for 250 | $22,000 | $20,500 | $5,125 |
| Floral arrangements | $6,200 | $0 | $0 |
Sample figures. Projected cost uses the committed amount where there is one, otherwise the estimate.
Event workspaceSample data
Patel & Sharma Wedding
Wedding · 250 guests · 3 of 13 tasks done
Budget$60,000
Committed$42,000
Paid so far$14,575
Venue
$15,000
Catering
$20,500
Décor and flowers
$6,200
Photography
$6,500
Red marks a category projected over its budget.
Where Smart Planner stands today
We would rather tell you plainly than overpromise.
Working in the preview
- Dashboard with figures calculated from your data
- Events from templates, with edit, duplicate and archive
- Tasks (list and board), calendar and agenda
- Clients pipeline, venues, vendors
- Budget, payment schedule and profit
- Guest list with replies, tables and seating, a run-of-show timeline, equipment rentals, a documents register, reports, design boards, a drag-and-drop floor plan and a calendar file for Google, Outlook or Apple
- Secure sign-in with your planner saved online, on any device
- Private RSVP links for guests and a client portal for approvals
- Budget charts that show over, on or under budget
Still being built
- Teams and roles for staff
- File uploads for documents
- Email and text delivery, live calendar sync, online payments
Tell us how you plan events
Smart Planner is open. Create your account, or send a short note about your business and the events you plan most and we will help you get set up.
Sign in
Sign in to your private workspace, or create an account. Your events, guests and budgets are saved securely online, so you can pick them up on any device.
You will sign in on the Smart Planner app page, not here. Never type your password on a page you did not open from this site's address.
What you can do today
- Create a free account. Your planner is saved privately online and works on any device.
- Just looking? You can also try it without an account. It then saves in your browser only.