Workflow for Contracting

In VenueOps, we have developed a Contracting Workflow. This allows you to:

  • Create your proposals and contracts within VenueOps. These documents are created from templates which we design for you from the documents you are using now.
  • Track where you are in the contracting process via the event's contracting status. This contracting status can display on the calendar, your calendar can be color coded by contract status, and you can even create custom event lists filtered by contract status.
  • Create tasks to remind you to do the next step in the contracting process.

This article will walk you through the contracting workflow for an event.

  1. Go to the event's details page.
  2. Click the Contracting tab.
  3. Do one of the following:
  4. The name field will default to the event's name followed by "Proposal." My example event is simply called "Conference" so the name defaults to "Conference Proposal." Adjust the proposal's name to your liking.
  5. Enter a description for the proposal. (Optional)
  6. Select a proposal template.
  7. Select a contact for the proposal.
  8. Click Save. Your proposal will now display in the right column of the contracting tab, and the contracting status will update to Proposal Created.
  9. Do one of the following:
    • Click Send to Client.
    • If you have already sent the proposal to the client some other way, click the down arrow, then click Mark as 'Sent'. Click here to skip to the next step.
  10. Select the proposal you want to send.
  11. Enter at least one recipient. You can type email addresses in directly or search for existing contacts.
  12. Check Send a copy to me to receive a copy of the email for your records. (Optional but recommended)
  13. Type a subject line for the proposal email.
  14. Type a message for the email. (Optional but recommended)
  15. Click Send Proposal.

    The contracting status will update to Proposal Sent.

  16. A prompt will appear at the top of the screen asking, "Add a reminder to follow up with the client?" If you click yes, the create task slider will open. For more information on creating tasks, please see this article. Either option will remove the prompt.
  17. When the proposal is approved, click Mark Proposal Approved. If you have more than one proposal, you will need to select which one you want to mark approved. The contracting status will update to Proposal Approved.
  18. A prompt will appear at the top of the screen asking, "Add a reminder to send contract?" If you click yes, the create task slider will open. Either option will remove the prompt.
  19. Click Create Contract.
  20. The name field will default to the event's name followed by "Contract." My example event is simply called "Conference" so the name defaults to "Conference Contract." Adjust the contract's name to your liking.
  21. Enter a description for your contract. (Optional)
  22. Select a contract template.
  23. Select a contact for the contract.
  24. Click Save. Your contract will now display in the right column of the contracting tab, and the contracting status will update to Contract Waiting to Send.
  25. Do one of the following:
    • Click Send Contract to Client.
    • If you have already sent the contract to the client some other way, click the down arrow, then click Mark as 'Sent'. Click here to skip to the next step.
  26. Select the contract you want to send.
  27. Enter at least one recipient. You can type email addresses in directly or search for existing contacts.
  28. Check Send a copy to me to receive a copy of the email for your records. (Optional but recommended)
  29. Type a subject line for the contract email.
  30. Type a message for the email. (Optional but recommended)
  31. Click Send Contract.

    The contracting status will update to Contract Sent.

  32. A prompt will appear at the top of the screen asking, "Add a reminder to follow up with client?" If you click yes, the create task slider will open. Either option will remove the prompt.
  33. When the contract is signed, click Mark Contract as Signed. If you have more than one contract, you will need to select which one has been signed. The contracting status will update to Contract Signed.
  34. If the event is still tentative, a prompt will appear at the top of the screen asking, "Change this event to 'Definite'?" If you click yes, a confirmation slider will open. If you click no, click here to skip to the next step. The slider will display all conflicts with other dates, if any.
  35. Click Ok to confirm the event.
  36. Do one of the following:
    • Click Upload signed contract and select the proper file.
    • Drag and drop the signed contract file into the field.

The signed contract will display in both columns.

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