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Gatherwise

EVENT PLANNING SOFTWARE FOR EVENT PROS

Effortless event planning starts here.

All your timelines, vendors, invoices, and clients—organized in one platform built just for planners.

14-day free trial · Cancel anytime

The Gatherwise task board for a wedding — tasks grouped into sections with assignees and due dates.

One platform, not ten tabs

Replace the whole stack with one platform.

The PDFs, spreadsheets, docs, forms and one-off planning apps you juggle for every event — all replaced by a single place built for planners.

  • Leads & CRM
  • Proposals
  • Contracts
  • Invoices
  • Questionnaires
  • Timelines
  • Floor plans & layouts
  • Checklists
  • Notes
  • Guest lists
  • Vendor management
  • Budgets
  • Templates

Event timelines

The day-of timeline, drag and drop.

Share it the way each person needs it — a clean PDF, or a live link that updates itself as you tweak, so you're never re-sending. Filter the timeline so each vendor sees only their part, and invite clients and vendors to collaborate across as many versions as the event calls for.

Share a live link or a PDF

Export any timeline as a PDF, or share it as a live link. Tweak the run of show and the link updates itself — so you're not re-sending a new file every time something moves.

A custom version per vendor

Filter the timeline to each vendor and export their own version — the caterer sees catering, the band sees the band. No one wades through the parts that aren't theirs.

Invite, collaborate, version freely

Invite clients and vendors to view and collaborate on the timeline — and create as many versions as you want, for different days, parties or what-ifs.

Try it free

Sales features

From lead to booked to paid, without leaving the file.

The inquiry that lands on your site becomes the questionnaire, the proposal, the contract and the invoice — all attached to the same couple. Start from an event template so the fifteenth wedding doesn't get built like the first.

  1. Lead inquiry form

    Put a form on your site. Inquiries arrive as real leads, not another email to triage.

  2. Questionnaire

    Ask the discovery questions once, in writing. Answers land on the couple's record.

  3. Proposal

    Send the scope and the price from the same place the work will live.

  4. Contract

    Signed and stored against the event, not in a folder you'll search for in June.

  5. Invoice & paid

    Send invoices, auto-remind clients, take payment. Deposits and balances tracked per event.

Nguyen × Whitmore, Sept 12
One record
Inquiry receivedLead form · Mar 4
Questionnaire returnedMar 6
Proposal sentFrom template · Mar 7
Contract signedMar 9
Deposit invoice paidPaid
One record Timeline linked Budget linked No re-typing

Try it free

All-in-one event management

Everything a planner needs, in one place.

Client checklists

Tasks your couples actually keep up with.

Assign tasks, set due dates, and @mention the couple or a teammate — with comments and attachments right in the thread, so nothing ends up in a separate inbox.

Vendor management

Every vendor — considered, booked and paid.

Track vendors by category and booking status, with linked budgets, notes, files and payment progress against each event — not scattered across your inbox.

Budgets

Budget vs. actual, paid vs. still due.

The whole picture by category, per event — what you planned, what's actually been spent, what's paid and what's still outstanding.

Also in every event

Guest management

Guest lists, RSVPs and meal choices that feed straight into seating.

Client portal

Couples sign in with a magic link to follow timelines, layouts and tasks — and collaborate there.

Event templates

Reuse your run of show, tasks and checklists on the next booking.

Seating charts

Seating charts and floor plans worth sharing.

Lay out tables against the real room, seat the guest list you already have, and send vendors and clients a clean, modern layout in one click — not a photo of a sketch.

  • Tables and floor plans drawn to the room
  • Seats pulled from your guest list and meal choices
  • Share with vendors and clients in one click

Try it free

A Gatherwise reception seating chart — round guest tables, dance floor, lounge, bar and welcome area drawn to the room.

Not a generic CRM

Built for the way planners actually work.

Generic client-management tools are good at pipelines and bad at events. They have no seating, no floor plans, no guest lists, no day-of timeline — so that half of the job ends up back in spreadsheets and documents.

What running an event actually takes Gatherwise A generic CRM
Drag-and-drop day-of timelines, exported per vendor —
Seating charts and floor plans drawn to the room —
Guest lists, RSVPs and meal choices —
Budgets, invoices and payments per event —Spreadsheet
A client portal your couples actually use —Emailed files
Leads, proposals, contracts and a pipeline

Mobile app

On the day, it's in your hand.

Real-time notifications, client messages, and the timeline, guest list and vendor contacts with you on the floor.

Download Gatherwise on the App Store
Two Gatherwise phone screens showing day-of notifications and a client message thread.

From planners

Paige Farkas of Farkas Events walking with a planning clipboard.

“An absolute game changer as a solo planner managing multiple couples. Budgets, tasks and vendors finally link together — and the drag-and-drop timeline is the standout.”

Paige Farkas
Owner & Lead Planner, Farkas Events
Shelby Martin of Martin & Co. Premier Event Planning.

“Our clients love having everything for their event in one place. What sets Gatherwise apart is the team — they listen to feedback and turn it into updates we can see.”

Shelby Martin
Co-Owner & Lead Planner, Martin & Co
Paige Farkas
Owner & Lead Planner, Farkas Events

“An absolute game changer as a solo planner managing multiple couples.”

As a solo planner managing multiple couples at once, Gatherwise has been an absolute game changer. Everything I used to keep in three different places now lives on one event — the budget, the task list, the vendors — and they link to each other, so I'm not reconciling a spreadsheet against my notes the week of.

My clients can log in and collaborate without the usual back-and-forth, which alone has saved me hours every week. And the drag-and-drop timeline is the standout — I build it once, move things when the day changes, and everyone gets the version that's actually current.
Shelby Martin
Co-Owner & Lead Planner, Martin & Co

“Our clients love having everything for their event in one place.”

We have had such a positive experience using Gatherwise at Martin & Co. It has significantly improved the way we manage our planning process and has helped us create a more streamlined, organized experience for both our team and our clients. Our clients especially love having everything related to their event in one centralized place, which has made communication, organization, and collaboration so much easier throughout the planning process.

One of the things that truly sets Gatherwise apart, though, is the team behind the platform. They are incredibly responsive whenever we have questions, need assistance, or want to provide feedback. On multiple occasions, I've shared general feedback or suggestions about the platform and have later been able to directly see those ideas incorporated into updates and new features. It is refreshing to work with a company that not only asks for feedback, but genuinely listens to its users and acts on it.

Their customer support also feels incredibly personal. When I've had questions about certain features, the team has even gone out of their way to create personalized screen-share videos walking me through exactly how something works. That level of service and attention is rare and makes us feel like we are working with a true partner rather than simply using another software platform.

I also love that Gatherwise is constantly evolving. They are regularly introducing new features and improvements based on user feedback and industry trends, and it has been exciting to watch the platform continue to grow.

I would highly recommend Gatherwise to any event planner looking to improve their internal processes, elevate their services, and provide an even better experience for their clients. It has become an invaluable part of how we operate at Martin & Co., and we are excited to continue growing alongside the platform.

Pricing

Simple, transparent pricing.

Choose the best plan for your team. Pay by the month and cancel at any time.

Every plan includes the full feature set. The tiers change how much you can run at once — and Elite adds per-tab permissions for clients and team members.

Starter

For a solo planner with a full but finite season.

$29 /month
Sign up
  • 15 active projects
  • Client lead inquiry form
  • Unlimited clients
  • 1 questionnaire
  • 1 admin + 1 team member
  • Shared access for clients and team
  • Timeline creation
  • Task checklists
  • Vendor management
  • Client invoicing
  • Payment processing
  • Event templates
  • Guest management
  • Seating and layout
Professional
Most popular

For a small studio running several couples at once.

$59 /month
Sign up
  • 40 active projects
  • Client lead inquiry form
  • Unlimited clients
  • 3 questionnaires
  • 2 admins + 2 team members
  • Shared access for clients and team
  • Timeline creation
  • Task checklists
  • Vendor management
  • Client invoicing
  • Payment processing
  • Event templates
  • Guest management
  • Seating and layout
Elite

For a team with no ceiling on the season.

$149 /month
Sign up
  • Unlimited projects
  • Client lead inquiry form
  • Unlimited clients
  • Unlimited questionnaires
  • 2 admins + 2 team members
  • View-only or edit access, per tab
  • Timeline creation
  • Task checklists
  • Vendor management
  • Client invoicing
  • Payment processing
  • Event templates
  • Guest management
  • Seating and layout
Enterprise Custom pricing

For larger firms that need it built around them — everything in Elite, plus custom features and workflows and dedicated support and onboarding. Reach out and we'll put together a quote.

Contact us

Questions

Before you start.

Is this only for wedding planners?

It's built for event and wedding planners. Weddings are a core use case — which is why it has day-of timelines, seating and floor plans, and guest lists rather than a generic pipeline — but the same tools fit corporate events, galas, showers and social events just as well. Most wedding planners run those too, and it's one place for all of them.

How does the 14-day free trial work?

Fourteen days on Professional, no credit card. Build a real event in it — that's the only way to know. There's no free tier after the trial, so if it isn't earning its keep you simply don't continue.

What counts toward my project limit?

Only active events. Once an event is over you archive it — it stops counting toward your limit but stays fully intact, so last season's timelines, layouts and invoices are still there to look up or copy from. In practice the limit is how many events you're running at once, not how many you've ever run.

Can I import my existing clients and vendors?

Bring your list and we'll help you get it in during the trial — send it over in whatever shape it's currently in. If you'd rather not hand it off, most solo planners add clients as each event starts and are current within a week.

Do my clients need an account to view timelines and layouts?

Your couples get their own client portal — but there's no password to set up or remember. You send them a secure magic link, they tap it, and they're in. It's the same idea as the "email me a login link" button you've used on other sites: one tap, no password to forget. Inside, they can follow timelines and layouts, comment on tasks, and share files. And if you only need someone to see a timeline or layout — a vendor or a venue contact — you can export and send it, with no login at all.

Is there a mobile app?

Yes. On iPhone, download it on the App Store — real-time notifications, client messages, and your event information with you on the floor. It's the day-of companion to the full app, not a replacement for it. There's an Android version too — email support@gatherwise.io and we'll get you set up.

What happens in my slow season — can I change plans?

Move up or down between plans as your load changes, and cancel any month. Billing is a flat monthly rate, so a heavy May doesn't cost more than a quiet January — and your past events stay where you left them.

Trusted by Planners across the U.S. and Canada

Join planners across the U.S. and Canada who trust Gatherwise to impress clients, stay organized, and save hours.

14-day free trial · No credit card required · Cancel anytime

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