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.
Show me what matters to me
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.
- 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.
- 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.
- 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.
- 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.
The six stages of a sourcing round
- 01
Request
Build an event-native brief: dates, venue, delivery windows, lots, specifications and required documents.
- 02
Source
Invite suppliers from an approved panel, the wider network, or by controlled external invitation.
- 03
Compare
Read normalised offers side by side at total, lot and line-item level, with exclusions and options visible.
- 04
Approve
Route the decision by value, category and department. Comments and decisions are recorded as they happen.
- 05
Award
Award a whole request, selected lots or partial quantities. Award and decline notices go out from the record.
- 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
19 top-level categories, each with its own specification shape, document requirements and comparison basis. Staging is not sourced like catering.
Read from a snapshot in our own repository — the live event.clinic directory could not be reached when this page was built, so treat the count as accurate at time of writing rather than confirmed just now.
Tell us what you need or what you supply, and we will tell you which category it is sourced under.
Categories come from 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.
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.
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.
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.