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.
Four modules.
One single place.
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 roles are still empty, and how many days until it opens. One click on an empty role, 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 chosen quote feeds the matching budget line, 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 you export everything you put into Squena whenever you want. 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
The event production timeline that survives to the day
A production timeline does not collapse because you estimated the tasks badly. It collapses because you dated what you control and forgot what you need from other people. · 9 min - Budget
Event budget: planned, committed, paid
Most event budgets compare planned against paid. That is too late: by the time an invoice lands, the decision was made six weeks ago. · 8 min - Suppliers
How to compare three supplier quotes without getting caught out
The cheapest quote is almost always the one that says the least. Comparing prices before you compare scope means picking the most incomplete line. · 7 min