Event Offers Your Clients Open, Adjust and Accept Online
Send the offer for a wedding, a christening or a company party as a personal link. The client picks the options, watches the total with VAT change as they go, and asks for changes you approve — no more PDFs going back and forth.
What is an event offer?
An event offer is a proposal for a private event, built in your admin from your own menu, rental, drinks and extras. The client gets a personal link and sees it in four clear sections: venue rental, food, drinks, and entertainment and extras. They choose between alternatives you set, add or drop optional lines, change the number of guests, and see the total with VAT update on the spot.
The client never edits the offer itself. Every change they want arrives as a request that you approve or decline, and every version they saw is kept. When they accept, the offer is fixed. One click from your team then turns it into a catering quote with the agreed amounts, ready for the event.
Why send offers this way
No Back-and-Forth by E-mail
The client chooses options on the page instead of asking you to recalculate. You answer one clear request, not a thread of "what if we…" messages.
The Right Total, Every Time
One price calculation runs on the client's page, in your admin and on the final quote. The VAT inside is shown per rate, so nobody argues about the sum.
You Stay in Control
The client proposes, you decide. Nothing changes in an offer until you approve the request — and an accepted offer cannot drift afterwards.
A Clear Record of Every Version
Each version the client saw is saved: on sending, on every edit, on every approved change and on the final answer. If a question comes up later, the history settles it.
How It Works
Build the Offer
Add lines in four sections: dishes from your menu or catering packs, rental, drinks, extras and your partners' services. Price per guest, per unit or as a flat amount.
Send a Personal Link
Set a reply-by date and, if you want, an access code. The client receives the link by e-mail and opens it on any phone or computer, in their language.
The Client Chooses and Asks
They pick alternatives, take or drop optional lines and change the guest count. A change becomes a request with its new total, waiting for your answer.
Accept and Prepare
The client accepts the version you approved. Your team presses "Create catering quote" and the event moves into your catering workflow with the agreed amounts.
Built for Weddings, Christenings and Company Parties
Four Sections, Your Choices
Venue rental, food, drinks, and entertainment and extras — the way clients think about an event. You decide which lines are required, which are optional and where the client picks one of several.
- Dishes and catering packs straight from your menu
- Price per guest, per unit or flat
- Alternatives: the client takes exactly one where required
- Optional lines the client can add or drop
A Live Total with VAT
Prices are gross. The total and the VAT inside, per rate, recalculate as the client changes anything — the same calculation your admin and the final quote use.
- Total updates as the client chooses
- VAT shown per rate
- Guest count drives per-guest lines
- Partner services paid directly kept apart from your total
Requests You Approve
The client never writes to the offer. A change is a request with its own total and message; you approve or decline it with a reply. Accept and decline only count for the version the client actually saw.
- Every change waits for your decision
- A daily nudge when a request waits too long
- Every version saved in the history
- Accepted offers stay fixed
Your Own Partners
Add the photographer, the DJ or the florist you work with and their priced services. The client sees the partner's name and price on the line — never their contact or your private notes.
- Partners and services saved once, reused in every offer
- Services paid to the partner stay off your bill
- Partner contacts stay private
- No other venue sees your partners
Who It's For
Wedding Venues
Send one offer with hall rental, menu options, drinks packages and the band. The couple compares choices together at home and accepts when they are ready.
Christenings and Family Celebrations
Families change the guest list more than once. Each change is a request with the new total — no recalculating by hand.
Company Parties
An office manager forwards the link to whoever signs off. Everyone sees the same offer and the same total with VAT.
Restaurants with a Private Room
Turn the room you rent for birthdays into a clear package: room hire, set menu, drinks per guest and extras.
Venues That Work with Partners
Bring decorators, musicians and photographers into the offer, so the client sees the whole event in one place.
Caterers
Build the offer from your catering packs, and when it is accepted, continue in the catering workflow with the agreed amounts.
Event Proposals That Close Faster
An event proposal sent as a PDF starts a long exchange of e-mails: a different menu, ten more guests, no band. With Ordering.Tools the proposal is a page the client can adjust within the choices you set, while you keep the final word on every change.
A Total the Client Can Trust
Per-guest, per-unit and flat prices, alternatives and optional lines all go through one calculation with VAT shown per rate. The client sees the same number your team sees.
Deadlines and Reminders
Each offer has a reply-by date. In the last two days the client gets up to two e-mail reminders, and an offer nobody answered expires on its own.
From Accepted Offer to Catering Quote
When the client accepts, your team creates the catering quote in one step. Lines from your menu are priced from your catalogue, and partner services paid directly stay off your bill.
Questions about event offers
Can the client change the offer themselves?
No. They choose within the options you set — alternatives, optional lines, the guest count. Anything they want changed is sent to you as a request, and the offer changes only when you approve it.
Can I protect the offer with a code?
Yes. You can add an optional access code. Without the code the page does not open, even with the link.
What happens if the client does not reply?
In the last 48 hours before the reply-by date the client receives up to two e-mail reminders. After the deadline the offer expires.
Does an accepted offer become an order automatically?
No. Your team presses "Create catering quote". The amounts the client accepted carry over; catering needs to be switched on at your venue for this step.
What does the client see about my partners?
Only the partner's name and the price of the service on the line. Their contact details and your private notes stay in your admin.
Can I attach a PDF or take a deposit through the offer?
Not at the moment. The offer is the page itself, and payment is arranged through your catering quote. Notifications to the client go by e-mail.
Send Your Next Event Offer as a Link
Event offers are off until you need them. Your venue's admin turns them on in one click from the Event offers screen.
Related features
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