Managing Event Documents

The Documents tab has two halves: documents CeremonySync generates from the event's own data, and files you upload.

Generated documents

Three documents are built from what is already on the event, so they are never out of date:

• Banquet Event Order (BEO) — the full working document: event summary, timeline, vendor assignments and attendee count. This is the one you hand to your kitchen and floor team.
• Attendee List — the roster with RSVP status, dietary restrictions and table assignments.
• Event Timeline — the run-of-show with vendor assignments and capacity notes.

The Attendee List and Event Timeline are unavailable until there is something to put in them — the tab shows the counts beside each, so you can see why. The BEO is always available.

Because these are generated on demand, regenerate rather than storing a copy: a BEO downloaded last week does not know about yesterday's timeline change.

Uploaded files

Below the generated documents is your file store for this event — signed paperwork, floor plans, client-supplied artwork, certificates of insurance. Upload a file and it is listed with its type, size and who uploaded it.

You can download or delete an uploaded file.

What the file store does not do

It is a flat list, deliberately simple:

• No categories or folders. Name files descriptively — the name is all you have to sort by.
• No versioning. Uploading a revised file adds a second file; it does not replace the first. Put the version in the filename and delete the superseded one.
• No client or vendor sharing. Nothing here is visible outside your team. To get a document to a client, attach it to an email or send it through a proposal or contract. To get the run of show to vendors, use Share on the Timeline tab, which emails them a live link.
• No bulk download.

Related articles

• Event Timeline and Run of Show — sharing the schedule with vendors and staff
• Managing Event Attendees — the data behind the attendee list
• EventSync Contracts and E-Signatures — signed paperwork, which lives in Contracts rather than here