Event Planning and Coordination Workflow

Start of the Workflow/Process.

Create a new entry in the 'Events' data model with initial details like Event Name, Date, and Venue.

Create a task for the Logistics Manager to research and shortlist potential venues.

Update the 'Events' entry with the selected venue information once confirmed.

Create a new entry in the 'Vendors' data model for catering, AV, or decor services.

Retrieve all entries from the 'Quotes' data model associated with the current event.

Aggregate the 'Price' property from all retrieved Vendor Quotes to find the total estimated budget.

Calculate the difference between the 'Allocated Budget' and the 'Total Estimated Cost' (Budget - Total Cost).

Create a task for the Legal/Admin user to distribute and collect signed contracts.

Send an email to the Event Committee with the confirmed event date and venue location.

Get all entries from the 'Attendees' data model linked to this event.

Create a task to design and finalize digital/physical invitations.

Send an SMS notification to guests who have not yet responded to the invitation.

Update the 'Confirmed Guest Count' field in the 'Events' entry based on RSVP responses.

Aggregate the 'Meal Preference' counts from the 'Attendees' list to provide a total for the caterer.

Create a task to create the minute-by-minute run sheet for the event day.

Create a final report summarizing the event budget, attendee numbers, and vendor performance.

Delete entries from the 'Vendors' data model that were rejected during the selection process.

End of the Workflow/Process.