Spaces, BEO fields on every event, and a durable vendor portal
A B2B batch. The product now talks the language of the venues and professional planners who use it day to day. Reusable Spaces with addresses and floor plans, a full BEO block on every event (access, vacate, service style, setup, pax, dietary, menu, bar, AV), and a vendor portal each crew member bookmarks once and returns to forever.
Spaces: save a venue once, reuse it across events
Most planners run the same rooms over and over. The same hotel ballroom, the same rooftop bar, the same conference center on the corner. Spaces is the place those records now live.
A Space carries a name, a postal address, an optional capacity (max guests), an optional size in sqm, and a separate Access & parking instructions field for the things you don’t want to lose when you paste a new map link in. You can attach a main contact (the venue coordinator, the duty manager) and upload files at the Space level: floor plans, seating charts, brochures, dock photos. Drag to reorder. Files stay attached to the Space, so the same floor plan reappears on every event using that Space without re-uploading.
Manage Spaces at /Spaces in the planner. Search, paginate, inline-create. On the event form, the Space picker autocompletes by name and address from your own list.
Real-world venues with multiple rooms are modelled as multiple Spaces, one per room. The Plaza Hotel Ballroom and the Plaza Hotel Rooftop Bar live as two independent Spaces with their own addresses and access notes, because that’s how they actually work on the ground. There’s deliberately no parent “Plaza Hotel” record above them.
When the event only occupies a slice of a Space, set a Zone on the event (“east wing”, “stage left”, “north end”) to tell crew where inside the Space the action is.
A full BEO block on every event
Every event now has the data fields a Banquet Event Order leads with, all optional, all nullable on older events:
- Access from and Vacate by: the two time markers crew and suppliers care about, when they can start loading in and when the space must be cleared.
- Service style: plated, buffet, cocktail, family-style, grazing. Free-text with per-owner autocomplete (whatever you typed before suggests itself next time).
- Setup style: rounds of 10, theatre, cabaret, classroom, U-shape. Same per-owner autocomplete.
- Pax guaranteed: the contractual minimum the venue charges against, distinct from expected pax.
- Dietary summary: a paragraph for the kitchen.
- Menu summary: up to 4000 characters, enough room for a multi-course menu.
- Bar package: premium bar, beer and wine only, dry event. Autocomplete-backed.
- AV notes: a free-text brief for the AV crew. Mic placements, screen positions, projector lumens, anything that matters.
All of these surface in three places. On the planner event form when you’re authoring. On the live share link as an expandable briefing card crew can read on their phone. And on the printable ROS, with each section hiding cleanly when it’s empty so a wedding still prints as a wedding instead of a half-filled corporate template.
The vendor portal
The /v/{token} share link gives a crew member their filtered run of show for one event. The vendor portal is the floor above that: a single tokenized URL, unique to each crew member, that lists every event the planner has issued them.
Each portal greets the crew member by first name, names the planner, then splits the list into Upcoming and Past. Each row shows the event name, the date, the role or job title you assigned, and a “View ROS” link into the per-event share link. At the bottom, a bookmark section with a tap-to-copy URL and a native Web Share button on mobile.
Crew bookmark the portal once and come back to it. New events you assign them appear automatically. No more chasing down the right share-link URL three weeks after you sent it. The planner’s logo and accent color render at the top if a default brand theme is set, so the portal looks like part of the planner’s tool rather than ours.
Tokens can be rotated from the Contact edit form if a crew member loses access to the bookmark or leaves a supplier.
Per-owner autocomplete on the style fields
Service style, setup style, and bar package all autocomplete from your own event history, sorted by recency. The first time you type “Plated, alternate drop” it becomes a one-tap suggestion forever after. Each planner account has its own list, so the vocabulary you build up stays yours.