The product
Running an event
has never been this simple.
Your suppliers, your budgets, your documents and your team in one place. You ask, Clara finds.
Clara
She searches, she creates, she compares, she follows up.
One sentence is enough. Find a caterer, build a festival, request three quotes at once — she takes care of it.
Who can handle security for 8,000 people?
Two suppliers in your database are licensed for that headcount.
She finds
Last year's caterer, their rate, the right number: she pulls the record from your database in three seconds.
She prepares
Three quote requests, dates and headcount already filled in. You read them over, you send.
She follows up
A quote expiring on Friday, a role still unfilled three weeks out: she tells you before it goes wrong.
Everything there from the start.
Nothing to configure.
Your suppliers, your events, your documents and your team: all in one place. You enter a piece of information once, and it appears everywhere it is needed.
Free supplier database, no limits · No credit card
01 — Supplier database
All your suppliers on one page.
The contact, last year's rate, the signed documents, what you noted after the event. It is all there. And if something is missing, you ask for it from the record.
- Status in four steps. Contacted, quote received, signed, paid — visible at a glance on the record and in the list.
- History with figures. Past editions with the amount invoiced, so you can judge whether this year's quote holds up.
- The real contact. The person who actually answers, their mobile, and the note that says how to work with them.
02 — Events
You see what is missing. Straight away.
Who is on which event, which suppliers are still to find, and how many days until it opens. One click on one of them, and your suppliers in that category appear.
- Typed roles. Each role carries a category: only relevant suppliers are offered, and their rates compare against each other.
- Committed budget, live. The amount of the signed quote feeds its line's committed figure, with no double entry.
- Duplicate an edition. Starting from last year brings back the roles, the suppliers and the amounts — the dates reset.
03 — Quotes & documents
Never lose a document again.
Quotes, contracts, certificates: all in one place. You stop searching your mailbox, and you stop chasing a file someone sent three weeks ago.
- No folder tree. No folder to create or name. Attaching replaces filing.
- The status moves the rest along. Marking a quote “signed” updates the supplier record and the event's committed budget.
- Deadlines tracked. A quote awaiting signature whose date is approaching rises into “to do”, with the supplier and the amount.
04 — Team
Each their task. Each their rights.
You share out the work, you tick what each person is allowed to see, and you follow the tasks without chasing anyone.
- Permissions line by line. See suppliers, edit the budget, approve a quote: each right is granted separately, without going through a preset role.
- One role per event. The same person can be production manager on one and coordinator on another. The role belongs to the assignment, not to the person.
- Tasks assigned and dated. You hand over a task with a deadline, it appears in that person's “to do” and rises as the date approaches.
- Availability and clashes. Someone already assigned elsewhere on the same dates is flagged before you announce it.
You already run your events
Your spreadsheet got you here.
It will not take you further.
Nothing to throw away: your method stays the same. It is the binder that changes.
| Today | devient | With Squena |
|---|---|---|
| One tab per event, duplicated every year | A past edition, brought back in one click | |
| Contacts in a file, quotes in the mailbox | The contact and their quotes on the same record | |
| “How much was it last year?” | The amount of every edition, on the record | |
| You follow up from memory | What awaits a signature rises on its own | |
| Only one person knows the file | Everyone sees what concerns them |
You import your supplier list from a spreadsheet, and everything you put into Squena is handed back to you on request. Nothing is locked in.
What you gain,
from the very first event.
No more duplicate spreadsheet. No more quote lost in the mailbox. No more “how much was it last year?”. You mark a quote as signed, and the role, the budget and the record all update together.
- Quote signed
- Role filled
- Budget committed
- Record up to date
Free supplier database, no limits · No credit card
The method behind the tool
Squena is built on ways of working that we explain plainly in the blog. They are worth having even without the product.
- Production
Corporate event planning checklist: what a company event adds
A 38-task Excel checklist for seminars, parties, launches and annual meetings, with the approvals, rules and follow-up a company event needs. · 18 min - Production
Conference planning checklist: what a conference adds, with a template
Speakers, rooms, sponsors, AV, access and follow-up: what a conference adds to an event checklist, and a sheet that dates every task. · 18 min - Production
Day of event schedule template: one page for the whole day
One page for the whole event day, from venue access to venue handover. · 10 min - Production
The run of show template that keeps a hard stop from slipping
A cue-by-cue running order, built backwards from the moment the show has to stop. · 9 min - Production
The event production schedule template that survives week three
A schedule template built backwards from show day, with the deadlines a vendor or a license will not move for you. · 12 min - Budget
Gala budget template: costs, revenue and the $75 ticket rule
Costs, revenue, net and cost per dollar raised, and what a US charity must tell a guest who pays over $75 for a ticket that is partly a gift. · 16 min - Budget
An event budget template needs three columns, not two
Two columns show what you have paid. Three show what you have promised, while you can still change it. · 10 min - Suppliers
Event vendor management software: eight things to check before you buy
Eight things to check in vendor software, a question to ask in each demo, and when a spreadsheet is enough. · 10 min - Suppliers
How to negotiate with event vendors: levers, limits and the deposit
Set your target and your walk-away price, trade instead of haggling, and settle the deposit and balance dates before you sign. · 15 min - Suppliers
Event cancellation clause: what to read before you sign
Who may cancel, what each date costs, what happens to your deposit, and what force majeure really covers, read from the organizer's side. · 14 min - Suppliers
Event RFP template: one request for every venue, one scorecard
One workbook to send the same request to every venue and hotel, then track who answered and score each proposal. · 10 min - Suppliers
Event vendor list template: every vendor, status and paper
One sheet for every vendor on an event: who they are, what is booked, what is paid, and which papers are missing. · 9 min - Suppliers
The event scope of work template that makes vendor quotes comparable
One overview, one line per vendor category, and vendor quotes you can finally set side by side. · 9 min - Suppliers
The event vendor quote comparison template — built for suppliers too
The cheapest quote is usually the one that leaves the most out. Compare scope first, not price. · 7 min - Team
Event call sheet template: who is where, and when
The sheet for the day before: where each person reports, at what time, and who to call. · 9 min - Team
Event committee roles and responsibilities: who decides, who spends
The roles of an event committee, and the part many lists skip: how far each role can go, what it can spend, and who signs. · 9 min
