The CRM for event planners who live on site
Orbit is a CRM for event planners juggling clients, venues, and vendors at once. Its 16 AI agents cover the follow-through: Remy answers calls while you are on site, Noa pulls vendor to-dos out of your inbox, Tess bumps quiet threads, and Ray collects deposits. Every message waits for your approval. Free to start.
The event planner problem
On event days you are unreachable by design, which is exactly when the next client calls. The inquiry that rings out goes to another planner, and you only find the voicemail at midnight, after load-out.
Between events, the job is a thousand threads: caterers, florists, venues, rentals, the client's cousin with opinions. Any one going quiet can become a day-of crisis. Deposits and final balances need chasing too, and you are the only one chasing.
The agents doing the work
Five agents hold the threads while you hold the room:
- Remy answers your line during events, returns new inquiries in about 90 seconds, and books consults from your real availability.
- Noa pulls real to-dos out of your inbox daily: the linen count, the revised floor plan, the band's rider.
- Tess drafts bumps for vendor and client threads quiet 3 or more days, before silence becomes a day-of surprise.
- Mia hands you a one-page brief 75 minutes before each client meeting or venue walkthrough.
- Ray chases deposits and final balances, polite on day 3, firm on day 14.
A week with Orbit as an event planner
Monday: post-event recovery. Noa turns the weekend inbox pile into a task list before your coffee cools. Tuesday: a wedding inquiry calls mid-walkthrough, Remy answers, and a consult lands on Thursday's calendar.
Wednesday: Tess flags that the caterer has not confirmed the final headcount in four days and drafts the bump. Thursday: Mia's brief arrives 75 minutes before the tasting. Friday: Ray's reminder collects the final balance a week before the event, not the morning of.
Set it up for event work
- Pipeline stages: Inquiry, Consult, Proposal, Booked, Planning, Executed.
- Tags for client, venue, and vendor type, with a smart view per event.
- Custom fields for event date, headcount, and budget.
- A booking page for consults, so inquiries schedule themselves while you are on site.
The event ends in a day. The relationships that book next year's should not.
Keep exploring
Frequently asked questions
What is the best CRM for event planners?+
Orbit fits planners who are on site half the week. Its AI agents answer inquiry calls, pull vendor to-dos from email, bump quiet threads after 3 days, and chase deposits, with every message approved by you. Free to start, no credit card.
Can Orbit keep vendors and clients in one system?+
Yes. Contacts carry tags like vendor, venue, and client, each with a full timeline of calls, emails, notes, and invoices. Smart views slice the same database per event.
What happens when someone calls during an event?+
If you enable voice, Remy answers on your own number, recognizes repeat callers, books consults from your real availability, and can transfer urgent calls to your cell. Voice stays off until you turn it on.
How does Orbit handle deposits?+
Send the invoice from Orbit and Ray watches it: a polite reminder at day 3 overdue, a firm one at day 14, and silence once it is paid. You approve each reminder before it goes.
How much does Orbit cost for an event planner?+
The free plan is free forever with no credit card: all 16 agents on your own AI key, unlimited contacts, one pipeline, a booking page, and 10 invoices for deposits and balances.
Hold the room while Orbit holds the threads
Free to start, no credit card. Calls answered, vendors bumped, deposits chased, every word approved by you.
Free forever plan. No credit card. No spam.