Procurevent
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Event procurement infrastructure for European buyers

Procurement for live events.

Source qualified suppliers, compare real offers, secure approvals and move awarded work into delivery — in one controlled workflow instead of six inboxes and a spreadsheet.

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Show me what matters to me

Run a defensible sourcing process without slowing the event down.

Define the requirement once, invite the suppliers you trust, and compare what comes back on equal terms. Approvals and the audit trail come with the workflow rather than being assembled afterwards.

Request a buyer pilotHow it works for buyers
  • One structured brief every supplier answers the same way
  • Approved panels alongside controlled external invitations
  • Offers compared at total, lot and line-item level
  • Threshold-based approval routing with a recorded decision
  • The awarded scope carries into delivery without re-keying

One profile, clear briefs, and a submission process that respects your time.

Keep your company details and compliance documents in one place instead of refilling them for every buyer. Invitations arrive with the scope, the deadline and the evaluation basis stated up front.

Join as a supplierHow it works for suppliers
  • A reusable profile rather than a fresh form per buyer
  • Eligible for relevant buyer invitations in your categories
  • Scope, deadlines and required documents stated up front
  • Bid privacy — no competitor sees your submission
  • Visible tender status and a recorded outcome

Work inside the client’s commercial record instead of alongside it.

Source on behalf of a client within delegated limits, with every invitation, clarification and offer held in the record the client can see. Fewer email loops, and no question later about what was agreed.

Talk to us about agency accessFor agencies and venues
  • Delegated authority with explicit limits per project
  • Client, agency and supplier working in one record
  • Clarifications governed and attributable, not scattered in inboxes
  • Venue and supplier panels reusable across client events
  • A complete handover pack when the work is awarded

The problem

Scattered sourcing is a commercial risk, not just admin

Event buying runs on trusted networks, email, messaging apps and spreadsheets. That works until something goes wrong, and then there is no record of what was agreed.

  1. 01

    Requirements arrive differently for every supplier

    Three suppliers quote three different scopes because each was briefed in a separate email thread. Nothing is comparable, and the gaps only surface on site.

  2. 02

    Invitations cannot be evidenced

    Who was asked, when, and on what terms lives in one person’s sent items. Reconstructing it months later for a finance or audit question is guesswork.

  3. 03

    Approvals happen in inboxes

    A budget holder’s "fine by me" in a chat thread is the only record of a commitment worth tens of thousands.

  4. 04

    The procurement record dies at award

    The delivery team re-keys scope, contacts and timings from PDFs into a new spreadsheet, and the awarded detail quietly drifts.

The workflow

One path from requirement to delivery

Each stage produces the record the next stage needs, so nothing is rebuilt by hand and the audit trail is a by-product rather than a chore.

  1. 01

    Request

    Build an event-native brief: dates, venue, delivery windows, lots, specifications and required documents.

  2. 02

    Source

    Invite suppliers from an approved panel, the wider network, or by controlled external invitation.

  3. 03

    Compare

    Read normalised offers side by side at total, lot and line-item level, with exclusions and options visible.

  4. 04

    Approve

    Route the decision by value, category and department. Comments and decisions are recorded as they happen.

  5. 05

    Award

    Award a whole request, selected lots or partial quantities. Award and decline notices go out from the record.

  6. 06

    Hand off

    Produce an operational record with final scope, timeline, contacts and documents for the delivery team.

Categories

Built around what event teams actually buy

22 categories, each with its own specification shape, document requirements and comparison basis. Staging is not sourced like catering.

Attendee and guest servicesRegistration desks, hosting, accreditation and delegate support.Audio visual and technical productionSound, video, screens, crew and technical direction.Catering, hospitality and F&BMenus, service staff, bars, dietary requirements and hospitality areas.Decor and stylingFloral, dressing, styling schemes and set decoration.Digital and content productionMotion graphics, presentation content, screen artwork and edits.Entertainment and event programmePerformers, riders, talent logistics and programme scheduling.Event Design and Creative ServicesConcept, creative direction, layout planning and design intent.Event TechnologyRegistration systems, event apps, on-site hardware and integrations.Furniture and equipment rentalSeating, tables, soft furnishing and equipment hire.IT, data and telecomsNetworking, wifi, connectivity, cabling and on-site IT support.LogisticsInbound freight, on-site handling, storage and vehicle movement.Management, planning and operationsProject management, production schedules, site operations and permits.Marketing, PR and advertisingCampaign delivery, press handling, paid placement and promotion.Merchandise and promotional productsBranded goods, delegate gifts, sampling stock and fulfilment.Photography, video and event coverageStills, video crews, live coverage, edits and asset delivery.Production and fabricationCustom build, joinery, scenic fabrication and installation.RiggingRigging plots, suspension points, load calculations and structural sign-off.Special EffectsPyrotechnics, haze, confetti, lasers and the permits they require.Staffing, crew and personnelEvent crew, hosts, interpreters, briefing packs and shift scheduling.Temporary InstallationsMarquees, grandstands, cabins, flooring and site overlay.UtilitiesTemporary power, distribution, water and compressed air.Venue, site and venue servicesSpace hire, in-house services, exhibition build and floor plans.

These are the categories of the shared event.clinic vocabulary, so a published product or venue is already filed under the category a buyer sources it in — no mapping step, and nothing to keep in sync. See the full list.

Governance

Controls that hold up when someone asks later

Procurevent holds commercially sensitive pricing and supplier documents. The controls are product features, not a checklist for later.

Every material action recorded

Invitations, clarifications, submissions, evaluations, approvals and awards are written to an immutable log as they happen.

Bid privacy by construction

Suppliers cannot see competitor submissions, competitor invitation lists or buyer-only evaluation data. This is enforced in the database, not by convention.

Tenant isolation enforced in the database

Row-level security is forced on every tenant table, so a bug in application code cannot read another organisation’s data.

Awarded scope cannot be rewritten

Requests and submissions are versioned. An award snapshot is immutable, so what was agreed stays reconstructable.

European data residency

Hosted in the EU, in Frankfurt, with GDPR roles mapped per service model and a subprocessor register maintained.

Separation of duties where it matters

Request ownership, evaluation and award authority can be held by different people on higher-risk procurements.

How we handle security and data

Managed sourcing

Optional human support where the stakes are high

For a first competitive tender, a difficult category or a compressed timeline, our team can run the sourcing round with you — supplier outreach, tender design, bid analysis and a decision pack your approvers can actually read.

The software stays the system of record. Every managed engagement leaves behind reusable templates and better supplier data in your own workspace.

How managed sourcing works

Run your next event sourcing round in one place

We are onboarding a small number of design partner buyers and their existing supplier panels. If you buy event services regularly, a pilot starts with one real request.

Request a buyer pilotJoin as a supplier