For event planners
You can't hold a date on a phone call.
Every event planner has done it: a client is enthusiastic, you pencil the date in, you start informally holding suppliers — and then they go quiet, or the budget moves, and you have burned three weeks on an event that was never actually booked. Meanwhile you turned down another enquiry for the same weekend.
ApeiroCraft makes the booking real at the moment of agreement. Your proposal goes out as a tracked link, you see when it's opened, the client signs in the browser, and the signature produces the deposit invoice — so the date is held by a signature and a payment, not by goodwill.
Where event bookings fall apart.
The provisional hold that isn't
A verbal yes is not a booking, but it feels like one — so you decline other enquiries, start supplier conversations, and absorb the cost when it evaporates. The only thing that actually holds a date is a signed scope and a cleared deposit.
Scope creep with a fixed date
Every other business can push a deadline. You can't. When the guest count rises, an extra supplier gets added, or the run sheet grows in week three, the event date does not move — so the extra work lands entirely on you unless the change terms were written down.
Suppliers committed before the client is
You're the one with exposure. If you've held a florist and a venue on the strength of an unsigned proposal, a client who walks leaves you carrying relationships and sometimes deposits of your own.
From enquiry to locked date.
Know when it's being considered
Timestamped read receipts, including repeat opens. Weddings and corporate events both involve multiple decision-makers — a second open usually means it reached the person controlling the budget.
Scope and change terms, signed
Guest count assumptions, supplier list, run of show, what triggers an additional fee, and the cancellation window — all signed in one document, with name, email, and timestamp captured immutably.
Deposit invoice on acceptance
The moment they accept, the invoice exists with the same client and amount, ready to send with your own payment link. The date is held when the deposit clears.
Every event, one record
Client notes, supplier decisions, tasks, and the signed proposal on the same record — so the run-up to the event doesn't depend on scrolling back through email.
PDF proposals and email vs a signed booking.
Event proposals are often the most beautiful document a planner produces and the least useful one commercially, because a PDF cannot be signed, cannot be tracked, and cannot take a deposit.
Holding the date
Docs / Canva + PDF + email
A verbal yes and an optimistic note in your calendar. Other enquiries declined on the strength of it.
With ApeiroCraft
A signature and a cleared deposit. The date is held by something you can point at.
Knowing where it stands
Docs / Canva + PDF + email
Silence. You follow up on a schedule and read nothing into the timing.
With ApeiroCraft
Read receipts with timestamps, so you follow up the day it's actually being discussed.
Change terms
Docs / Canva + PDF + email
Rarely written. Guest count rises, scope grows, the fee stays the same.
With ApeiroCraft
Assumptions and change triggers in the signed scope — the extra work has a price already agreed.
Cancellation
Docs / Canva + PDF + email
An uncomfortable conversation with nothing behind it.
With ApeiroCraft
A cancellation and deposit-retention clause the client signed at the outset.
Taking the deposit
Docs / Canva + PDF + email
Build the invoice manually, re-type the figures, email it, then chase before you can commit suppliers.
With ApeiroCraft
Generated from the accepted proposal, sent in one click, with your own payment link.
- Free plan with no credit card and no trial clock.
- Your own payment links — no cut of your planning fees.
- Works in any country and any currency you invoice in.
Common questions.
What's the best proposal software for event planners?
The one that converts an enthusiastic conversation into a signed booking on the same day. That means a proposal the client can open on a phone, read tracking so you know when the budget holder sees it, an electronic signature covering scope and cancellation terms, and a deposit invoice produced from the acceptance. ApeiroCraft does all four in one subscription, free to start and from $19/month.
Can I take a deposit to hold the date?
Yes, and it's the single most valuable thing this changes. When the client accepts, the invoice is created automatically with the same client and amount. Attach your own payment link and the deposit lands directly in your account — no platform cut.
How do I protect against scope creep when the date can't move?
Write your assumptions into the proposal — guest count, supplier count, hours of on-site coverage — and state what happens if any of them change. Because the client signs those assumptions, a rise in guest count becomes a priced variation rather than an argument three weeks out.
Does it work for weddings and corporate events both?
Yes. Build a template for each — weddings with a run of show and supplier schedule, corporate with delegate numbers, AV, and invoicing to a purchase order — and reuse them. Same workspace, different starting points.
Is an electronic signature enough for an event contract?
In most jurisdictions, yes. Electronic signatures are recognised under ESIGN and UETA in the US and eIDAS in the EU where intent and identity are captured, and ApeiroCraft records the signer's name, email, and a timestamp immutably. Large corporate clients may still route through their own paperwork.
Is there a template I can start from?
There isn't a dedicated event template yet, but the consulting and interior design templates are the closest structural fits — both handle phased scope, assumptions, and staged payments. All 13 templates are free to read without an account.
Hold the date with a signature, not a promise.
Set up your workspace in under a minute and send your next event proposal as a link they can sign and pay today.
Start freeKeep reading
Free templates
13 proposal templates that close
Copy the structure, pricing table, and sign-off page agencies use — free, no email, no account.
Solution
ApeiroCraft for photographers
Quote, contract, and deposit in one link — instead of a PDF and a chased invoice.
Guide
How to know if a client read your proposal
Four methods, from the honest ask to read receipts — with the trade-offs of each.