--- title: "Final headcounts, menus, and vendor details collected on time, with gaps flagged before the deadline" description: "A fixed-price automation for venues and caterers that collects final headcounts, menu choices, dietary needs, and vendor insurance certificates, checks them against the contract, and flags gaps before the deadline." url: https://midnightflow.ai/packages/event-final-details-intake date_modified: 2026-10-27T15:15:30-07:00 --- [Wedding and event venues](https://midnightflow.ai/for/wedding-venues) # Final details in on time, gaps caught early. Couples and outside vendors are asked for everything you need before the event, their answers are checked against your contract, and anything missing or out of line comes to your coordinator. One-time build From $3,000 Live in 2 weeks Your time About 2 hours After launch We keep it running Runs on FlowRunner $45/month\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wedding-venues&utm_content=event-final-details-intake.package-hero) See what you get \* FlowRunner pricing varies with the volume of calls and messages. ## What you get - ### One short form Each couple or client gets a final-details request on the schedule you set. - ### Reminders until it is in Headcount, menus, dietary needs, seating, and timeline, collected. - ### Checked against the contract A headcount under your minimum goes straight to your coordinator. - ### Vendor insurance checked Expired or missing certificates flagged before the event. - ### One complete event sheet Your team gets everything a week out, in one place. - ### Tested before launch We run it on a past event and walk your team through it. ## How it runs One real example, start to finish. - Runs on its own - A person on your team decides 1. Final details sent Thirty days before the event, the couple gets a short form on their phone. 2. Couple fills it out They answer in a few minutes. Reminders go out until it is complete. 3. Contract check A person decides A headcount under the contract minimum goes to your coordinator by text. 4. Vendors verified Vendors send their insurance and arrival time. An expired certificate is flagged. 5. Complete event sheet A week out, your team gets everything in one place. What changes for your team Your coordinator stops chasing couples and vendors by email in the final weeks. Everything arrives in one place, checked, with only the exceptions left to handle. ## You stay in charge. The routine runs on its own. At these moments it stops, asks a person, and waits for the answer. - A final headcount falls below the contract minimum. Text to the coordinator with the numbers - A vendor's insurance certificate is missing or expired close to the event. Email to the coordinator with the vendor's details ### You set the rules, and can change them any time - When the requests go out and how often reminders follow. - What the form asks for each event type. - Your contract minimums and vendor insurance requirements. ## Your part is small. 2 hours of your team's time 2 weeks to live **We build, connect, and test** _Midnight Flow_ **Accounts setup call** _Owner, 30 min_ Week 1, day 1 **Checklist and minimums** _Events or catering manager, 1 hour_ Week 1, day 3 **Vendor insurance rules** _Owner, 15 min_ Week 1, day 3 Project start Monday, November 2 Going live Monday, November 16 An estimate, if we start next Monday. Want to start Monday, November 2? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wedding-venues&utm_content=event-final-details-intake.package-estimate) ### What can move the date - Final-details forms that differ by event type and need separate versions. - Review of the test run and go-live approval. ## Works with what you already use - ### Email and text Requests and reminders go to couples and vendors. - ### Your calendar and venue software Events and deadlines are kept in step. - ### A short online form Couples and vendors answer on any device. ## The details ### Included - A final-details request to each couple or client on the schedule you set before the event. - Collection of final headcount, menu choices, dietary needs, seating, and timeline. - A check of the answers against the contract minimum and your rules, with gaps flagged to your coordinator. - Insurance certificates and arrival times requested from outside vendors, with expired or missing certificates flagged. - Reminders until everything is in, and a complete event sheet for your team. - A test run on a past event before go-live, and a walkthrough for your team. ### Not included - Changing contracts or invoices, which stay in your current tools. - Your FlowRunner subscription and AI model usage, which are billed separately. - Ongoing changes after launch, which are covered by the care plan or priced per change. ## After launch, we keep it running. ### On our care plan We monitor it, fix it, and make your changes, with a named contact. Your team does nothing. $300 a month, unlimited changes, cancel any month ### Or run it yourselves We hand it over and train your team on what it does and what to do if something looks off. Changes later: $75 an hour It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose. ## From $3,000 One-time build. Live in 2 weeks. We keep it running. Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. [How we work](https://midnightflow.ai/how-it-works) Extras that apply: your FlowRunner subscription, $45/month\*, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See [FlowRunner pricing](https://flowrunner.ai/pricing). \* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wedding-venues&utm_content=event-final-details-intake.package-price) ## Frequently asked questions ### Can couples answer on their phones? Yes. The request is a short form that works on any phone, and reminders go out until it is complete. ## See it run for your business Watch the whole process for wedding and event venues, step by step. ### [Wedding and event venues](https://midnightflow.ai/for/wedding-venues?demo=1) Every inquiry answered in minutes, even at 9:47 p.m. Try the live demo Other industries [Freight brokers](https://midnightflow.ai/for/freight-brokers) [General contractors](https://midnightflow.ai/for/general-contractors) [Healthcare intake teams](https://midnightflow.ai/for/healthcare-intake) [Home-services contractors](https://midnightflow.ai/for/home-services) [Vacation rental managers](https://midnightflow.ai/for/vacation-rental-managers) [Wholesale distributors](https://midnightflow.ai/for/wholesale-distributors) [Wineries](https://midnightflow.ai/for/wineries) [Something else](https://midnightflow.ai/packages/custom) Rather talk it through first? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=wedding-venues&utm_content=event-final-details-intake.package-footer) [Take the fit check](https://midnightflow.ai/fit-check?vertical=wedding-venues&package=event-final-details-intake) --- Markdown version of https://midnightflow.ai/packages/event-final-details-intake. Site index: https://midnightflow.ai/llms.txt