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Best event planner booking software to grow your business

Smart scheduling, seamless payments, and automated reminders — built to keep your calendar full and customers coming back.

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Your Event Planner Business
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Everything you need to run your event planner business

Packed with powerful tools to grow your revenue, streamline your bookings, and boost client retention.

Date Holds with Expiry Rules

Offer provisional holds for weddings and key dates, set automatic expiry, and convert to confirmed once the deposit is paid — without blocking your diary forever.

Consults, Site Visits & Planning Calls

Let clients book discovery calls, venue visits and final run-through meetings with the right durations, buffers for travel, and limited slots for evenings/weekends.

Deposit & Instalment Payments

Take a booking deposit upfront, then schedule staged payments for planning fees or on-the-day coordination. Fewer awkward chasers and fewer “we’ll pay next week” delays.

Auto Reminders That Cut No-Shows

Send confirmations and reminders for consults and site visits, including what to bring (guest estimate, venue shortlist, budget range) so meetings are productive, not vague.

Lead Details That Don’t Get Lost

Capture event date, location, guest count, style notes and budget at the point of enquiry, so you’re not searching through emails for basics when you build the quote.

Confirmed vs Provisional Diary View

See at a glance what’s confirmed, what’s on hold, and what’s just an enquiry. Stop accidental double-bookings and avoid promising the same Saturday twice.

The challenges every event planner faces

Provisional Holds, Deposits, and Date Lock-Ins

Clients often want to “pencil in” a date while they decide on budgets and guest numbers. Without a proper hold-and-expiry process, you either block your calendar for nothing or risk taking a second enquiry for the same date and creating an awkward mess.

Site Visits and Supplier Availability Don’t Fit Standard Appointments

Venue walk-throughs, tastings, production meetings and supplier calls aren’t equal-length slots. Some need travel time, some need evening availability, and some require the client plus a third party. A basic calendar can’t manage that properly.

Quote-to-Booking Drop-Off

You can spend hours building a proposal and mood board, only for the client to go quiet or shop around. If the next step isn’t simple (pay deposit, sign terms, book the consult), you lose work to planners who respond faster.

Change Requests and Last-Minute Urgency

Events move constantly: timings shift, guest counts change, suppliers cancel, and clients panic. You need a way to prioritise urgent changes without letting new enquiries and scheduled consults slip through the cracks.

✓ We solve this

One platform for everything

  • 24/7 online booking
  • Automated reminders
  • Instant payments
  • No more double-bookings
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Built for real event planner workflows

A typical day usually starts with checking overnight enquiries: a wedding couple asking for full planning, a small business wanting a last-minute awards dinner, and a parent looking for a birthday party planner. Instead of replying with a dozen back-and-forth messages, you send your booking link for a discovery call with the right time options, and the system gathers the event date, postcode, gues...

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What we help with

  • Holding prime Saturdays for “maybes” who never pay a deposit
  • Double-booking a site visit because travel time wasn’t blocked out
  • Losing key details (guest count, budget, venue) in long email threads
  • Spending evenings chasing deposits and final balances before event day
  • Clients expecting instant replies while you’re in supplier meetings
Event Planner Business Mobile App

Manage Your Event Planner Business
From Anywhere

Download the iBookFast Provider app and manage your event planner bookings on the go. Accept appointments, chat with clients, track earnings – all from your phone.

Real-Time Event Planner Bookings Accept event planner bookings, confirm or reschedule instantly
Live Chat Message your event planner clients directly
Push Notifications Never miss a event planner booking or enquiry
Business Analytics Track your event planner business earnings
Team Management Manage your event planner team schedules
Review Management Respond to event planner service reviews
Download on the App Store
Get it on Google Play

Free to download. Requires a iBookFast provider account.

Quick Setup

Get started in 3 simple steps

Your event planner business accepting bookings in under 5 minutes

1

List Your Planning Packages and Consult Types

Add discovery calls, venue site visits, styling sessions, and packages like full wedding planning, partial planning, on-the-day coordination, and corporate event management with the right durations and availability.

2

Set Date Holds, Deposits, and Payment Stages

Decide which bookings require an upfront deposit to secure the date, how long provisional holds last, and whether you take instalments (common for weddings and larger corporate events).

3

Share Your Link and Start Converting Enquiries

Put your booking link on your website, Instagram bio and email signature so leads can book a consult, answer your pre-questions, and pay a deposit without waiting for a back-and-forth.

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Simple Pricing

Choose the Perfect Plan for Your Business

Start free and scale as you grow. No hidden fees, cancel anytime.

Starter

Perfect for getting started with your first listing

Free
  • 0% platform commission
  • Free Listing
  • Email Notifications
  • Unlimited Services
Get Started Free

Pro

Great for growing businesses with multiple services

£ 14 /month
  • Up to 5 team members
  • 0% platform commission
  • Up to 5 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Premium

Best for established businesses ready to scale

£ 29 /month
  • Up to 15 team members
  • 0% platform commission
  • Up to 15 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Secure Payments
Cancel Anytime
24/7 Support
No Hidden Fees

Save 10+ Hours Weekly

Automate scheduling and spend more time on what you do best

Increase Revenue by 40%

Fill more slots and reduce no-shows with automated reminders

Happier Clients

Provide a modern booking experience your clients will love

FAQ

Questions? Answers.

Everything you need to know about our event planner booking system.

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Can I handle urgent, last-minute event requests without breaking my diary?

Yes. You can keep specific slots for urgent consults or last-minute corporate briefs, so they don’t land on top of site visits and existing client calls. If you’re already booked, clients see your next available times instead of ringing repeatedly. That means fewer interruptions when you’re on the move or in meetings.

What types of event planner bookings can I offer (weddings, parties, corporate)?

You can set up separate booking types for wedding discovery calls, corporate event briefs, private party planning sessions, venue walk-throughs, and final run-through meetings. Each can have its own length, questions and availability. That way a 20-minute corporate intro call doesn’t take the same slot as a 90-minute wedding consult.

When should I take payment — deposit, instalments, or full balance?

Most planners take a deposit to secure the date, then staged payments as planning milestones are hit, with the balance due before event day. The system supports deposits and follow-up payments so you’re not manually sending bank details and reminders. It’s especially useful for weddings where budgets are larger and timelines are longer.

How does it help during seasonal peaks like wedding season and Christmas parties?

During peak periods you’ll get more enquiries than you can reply to quickly. Online booking lets clients self-serve a consult slot, while you control capacity by limiting daily meetings and adding travel buffers. You can also keep prime dates on hold only for a set window, so you don’t lose other work.

Can I manage multiple planners or a small team?

Yes. You can organise availability per planner so clients book the right person for the right job type (for example, one planner focusing on weddings and another on corporate events). It reduces internal diary clashes and stops two people promising the same time. It’s also handy when you bring in freelancers for busy months.

How does it improve quote-to-booking conversion?

The biggest drop-off is after you send a quote and the client doesn’t know the next step. With online booking, you can direct them to book the next consult or secure the date with a deposit straight away. Quick, clear actions reduce the “we’ll think about it” drift.

What about client communication — confirmations, reminders, and what they need to prepare?

You can send automatic confirmations and reminders for discovery calls, site visits and planning meetings. Include practical prompts like venue shortlist, rough guest count, preferred style, and budget range so you don’t spend half the meeting extracting basics. Fewer no-shows, better-quality calls.

Can I offer flexible pricing for different event sizes and service levels?

Yes. You can set different booking options for fixed-fee packages (like on-the-day coordination) and consult-led services where pricing depends on guest count, venue complexity, or multiple locations. Use pre-booking questions to qualify the job and set expectations before you quote. That helps avoid awkward conversations later.

0% Commission

Keep 100% of your earnings

70% Less No-Shows

Automated reminders

24/7 Booking

Accept bookings anytime

Instant Payments

Get paid upfront

Why iBookFast for your event planner business?

In the UK, event planning work comes in waves. Wedding enquiries spike after Christmas and again after summer engagements. Corporate events ramp up around spring conferences, then go mad in Q4 with Christmas parties, awards nights and end-of-year socials. Private parties tend to be last-minute, especially milestone birthdays and baby showers where the client wants “something nice” but hasn’t naile...

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Start Taking Event Enquiries as Proper Bookings

Lock in dates, take deposits, and cut the back-and-forth — 0% commission for UK event planners.

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