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How Eventry Works
For Vendors (All Event Services)
1

List your services

Venue, catering, decor, tent house, or any event support.

2

Get discovered

Your listing appears in search results filtered by category & location.

3

Receive enquiries

Customers contact you directly via call or WhatsApp.

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For Event Planners
1

Search & filter

Find vendors by category, location, and rating.

2

Select & enquire

Call directly or submit an enquiry form.

3

Book & confirm

Vendor confirms availability and handles the rest.

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Vendor Onboarding

List Your Event Services

All event support vendors — venues, caterers, decorators, tent houses, sound systems, and more.

Be specific — better listings get more enquiries.

Your details open in WhatsApp for ops verification. We list within 1 hour.

Free listing, no hidden fees
Direct calls — zero commission
Live within 1 hour
AI Onboarding Agent

Instant Vendor Extraction

Paste any text — WhatsApp message, email, or voice transcript — and let AI extract vendor details automatically.

⚡ Instant extraction · No data stored
Eventry Guide

Plan · Budget · Execute

Everything you need to plan, source, and run a flawless event — from vendor SOPs to ideal inventory.

Ideal Inventory per Event Type

Use these checklists to ensure you have the right gear, furniture, and supplies for your event.

🎉 Wedding
  • Furniture: Chairs x300+, round tables x30, sofa sets x8, mandap/altar
  • Tent: Shamiyana 40×40 ft or larger, side walls, flooring
  • Lighting: Stage lights, LED uplights, fairy lights, spotlights
  • Decor: Flower arrangements, drapes, centrepieces, aisle decor
  • Catering: Buffet setup, serving stations, crockery for 500+
  • AV: Sound system, wireless mics, projector, screen
🏢 Corporate
  • Furniture: Conference chairs x100, modular stages, registration desks
  • AV: LCD projector, large screen, wireless mics x4, speakers
  • Lighting: Stage wash, LED video wall, spotlights
  • Catering: Breakfast/tea stations, lunch buffet, water dispensers
  • Decor: Branded backdrops, step-and-repeat, table covers
  • Stationery: Name badges, notepads, pens, event agendas
🎂 Birthday / Social
  • Furniture: Chairs x80, round tables x10, kids’ tables, lounge seating
  • Decor: Balloon arches, theme backdrops, centrepieces, banners
  • Catering: Snack counters, cake table, drink station
  • Lighting: Fairy lights, disco ball, photo booth lights
  • Entertainment: DJ system, karaoke, games area
🏟️ Exhibition / Trade
  • Furniture: Modular booths, display tables x50, chairs x200
  • Lighting: Track lights, spotlights, LED strips
  • AV: Digital signage, screens, PA system
  • Decor: Branded banners, floor graphics, reception counters
  • Logistics: Power distribution, extension boards, Wi-Fi hotspots
Pro tip: Always add 15–20% extra chairs & tableware for unexpected guests.

Budget Benchmarks

Estimated cost ranges per event type (India, mid‑to‑premium segment). ₹ Varies by city

Event TypeVenueCateringDecorAV / TechTotal Range
Wedding (300 guests)₹2–5L₹3–8L₹1.5–4L₹50k–2L₹7–19L
Corporate (200 pax)₹1–3L₹1.5–3L₹30k–1L₹1–3L₹3.8–10L
Birthday (80 guests)₹30–80k₹30–70k₹20–60k₹15–40k₹0.95–2.5L
Exhibition (50 booths)₹2–6L₹1–2L₹50k–1.5L₹2–5L₹5.5–14.5L
Venue: 25–30% of total Catering: 35–40% Decor: 15–20% Contingency: 10%

Standard Operating Procedures

Follow these SOPs to ensure every event runs smoothly — from planning to teardown.

Phase 1: Planning & Sourcing
1
Define event briefGuest count, date, location, budget, theme, and must‑have vendors.
2
Vendor shortlistingUse Eventry to find 3–5 vendors per category. Check ratings and portfolio.
3
Enquiry & site visitsSend enquiries, visit top 2–3 venues, taste catering samples, review decor mockups.
4
Finalise & signCompare quotes, negotiate, sign agreements with clear scope, payment terms, and cancellation policy.
Phase 2: Pre‑event Coordination
5
Run‑through meetingCall all vendors 7 days before. Confirm timelines, load‑in times, power points, parking.
6
Floor plan & run sheetShare layout with vendors. Create a minute‑by‑minute run sheet for the event day.
7
Final headcountConfirm final guest count 72 hours before — this locks catering and seating.
8
Weather checkFor outdoor events, have a backup tent/indoor plan ready.
Phase 3: Event Day Execution
9
Vendor check‑inWelcome vendors at load‑in. Verify deliveries against checklist.
10
Quality controlInspect setup: tables, linens, lighting, sound check, floral arrangement.
11
Guest flowManage arrival, seating, food service, and program transitions with a floor manager.
12
Vendor paymentProcess final payments as per agreement — cash or UPI on the day.
Phase 4: Teardown & Follow‑up
13
Supervised teardownEnsure vendors pack out safely. Check for damaged items and document.
14
Final walkthroughInspect venue for damage, lost items, and cleanliness.
15
Vendor feedbackRate vendors on Eventry — helps the community and builds your credibility.
16
Thank you notesSend a short thank‑you to all vendors and guests. Build lasting relationships.

How to Choose the Right Vendor

Must‑have

  • Active listing — verify on Eventry with live contact
  • Recent portfolio — ask for photos from last 3 events
  • Transparent pricing — no hidden charges
  • Insurance — for venues, AV, and high‑value items
  • Responsive — replies within 4 hours

Nice‑to‑have

  • Local presence — reduces travel and logistics costs
  • Multiple packages — flexibility to scale up/down
  • Referrals — past client testimonials
  • Sustainability — eco‑friendly options
  • Backup equipment — on‑site spares

Event Day Checklist

⏰ 1 Week Out

  • ☐ Confirm all vendor bookings
  • ☐ Send final run sheet
  • ☐ Do site recce
  • ☐ Test AV equipment

📋 1 Day Out

  • ☐ Call all vendors for ETA
  • ☐ Prepare vendor kits (maps, contacts)
  • ☐ Set up registration desk
  • ☐ Charge walkie‑talkies / phones

🎯 Event Day

  • ☐ Greet vendors at load‑in
  • ☐ Check food temperature
  • ☐ Monitor schedule
  • ☐ Handle payments
  • ☐ Collect feedback

Disaster Recovery (Plan B)

Unexpected issues happen. Have these backup plans ready:

Rain / Bad weather — Backup indoor venue + extra tents & flooring
Power outage — Generator + extra extension cords & battery lights
Vendor no‑show — Maintain a standby list of 2–3 vendors per category
Medical emergency — First‑aid kit + nearest hospital contact
Sound / AV failure — Have a spare speaker & mic on standby
Staff shortage — On‑call event volunteers or temp agency contacts
Eventry Guide — v1.0 · Part of Eventry AI Cloud · Get help
Enquiry

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