Everything under control – from planning to execution
Whether company party, wedding or festival: with Univents all parties stay on the same page. Schedules, rooms and tasks update automatically, contracts are signed digitally.
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- Ballroombooked
- Garden terraceoption
Just say it. Univents does the rest.
Speak it, connect your inbox or type in the chat – the AI does the rest. A few examples for exactly this area:
"Create an event in the ballroom – Schmidt AG company party, August 23rd, 150 guests, evening from 6 pm"
Event created
- Ballroom – Schmidt AG
- August 23rd, 6:00 pm
- 150 guests entered
Illustrative. You stay in control and approve before anything goes out.
How event planning works with Univents
A clear process – from idea to finished event. All centrally connected, no copy-paste.
Create event
Customers fill out your custom inquiry form. Every inquiry automatically lands in the right event.
No email chaos, no manual data entry.
Create quote
Univents creates a complete quote in seconds with images, text blocks and CI layout.
Quotes that impress – automatically and in your style.
Execute event
After quote acceptance, Univents automatically creates the event including function sheets and tasks.
From booking to production, everything flows automatically.
Event planning – from idea to execution
One home for every event – no matter the size.
Plan events of any size centrally – from timelines to tasks to approvals. Everything is linked and updated in real time.
Timelines, tasks and approvals are linked. Move a date and every dependent step shifts with it automatically.
- Schedules with unlimited timelines
- Responsibilities & attachments per step
- Automatic creation from templates
- 1Timeline built
- 2Tasks assigned
- 3Approved
Participants & teams
Internal and external people pulling together.
Manage internal and external participants, group them by area and keep responsibilities transparent.
Group contributors by area of work and grant targeted access – everyone sees exactly what their role needs.
- Groups & roles for participants
- Automatic inclusion in function sheets
- External users only see approved content
- Service team6 people
- Tech crewconfirmed
- Floralsexternal
Contracts & agreements
Contract created and signed – without Word.
Create and sign contracts directly in the system – automatically filled with event data.
Contracts fill themselves with the event data and are signed in a legally sound way right inside the system.
- Placeholders for names, dates & addresses
- Digital signature in the tool
- Versioning & central storage
Locations & rooms
Rooms, buildings and outdoor areas at a glance.
Manage rooms, buildings and outdoor areas with capacities, features and calendars – all linked to events.
Capacities, special features and a dedicated calendar per room – double bookings are simply impossible.
- Capacities & equipment per room
- Room groups & combined bookings
- External calendar sync
Automatic function sheets
Function sheets that write themselves.
Univents automatically creates function sheets from event data – for kitchen, service, tech or customers.
Univents turns the event data into clean sheets for kitchen, service and tech – always up to date.
- Automatic creation from event & schedule
- Freely editable content and layouts
- Filter by area, time or team
Tasks & project control
Every task hangs on the right point.
Link tasks directly to schedule items, events or people and stay on track with automatic reminders.
Link to-dos to schedule points, events or people and stay on top with automatic reminders.
- Task types (upload, free text, approval)
- Automatic reminders on deadlines
- Review & approval processes
- Finalize menuopen
- Seating planin progress
- Tech checkdone
See at a glance which date is free
One click on the calendar shows bookings and open days – so double bookings never happen again.
Frequently asked questions
What can the event & location planning cover?
Events from idea to delivery: timelines, tasks, contracts, contributors, documents and rooms — all linked.
Are function sheets created automatically?
Yes. Univents generates function sheets from event, shift and timeline data — editable and filterable by area, time or team.
Can I manage rooms and room groups?
Yes, including capacity/equipment per room, room groups, combined bookings and double-booking blocking.
Do external partners only see released content?
Yes. Externals see only released content and can respond within the event context.
Does Univents sync with external calendars?
Yes. Events, rooms and schedule items sync with external calendars.
Ready to get started?
Try Univents for free and see how simple event management can be.
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