Build guide
Mobile Bartender & Event Mixology OS
Mobile Bartender & Event Mixology OS: cocktail menus and bar stock list, connected to events, vendors and budget lines - calculations, views and example rows already set up.
For: Event and wedding planners, tour operators, touring musicians and festival or venue organisers
- Linked databases
- 7
- Connections
- 6
- Automatic calculations
- 11
- Ready-made views
- 16
What it saves you
- Drinks menu per event with cost and sale price - margin per drink is calculated so packages stay profitable.
- What to bring per event - guests and drinks per head drive the quantities, and nothing is forgotten on the night.
- Budget vs actual and variance per event from its budget lines
- Vendor deposits and balances still owed are listed per event
- RSVP counts and dietary needs roll up automatically
- Run-of-show items not yet confirmed are flagged before the day
How the parts work together
- Plan: Create the event with its budget → Add budget lines and link vendors → Record deposits and balance due dates
- Coordinate: Build the run of show → Confirm every item in "Unconfirmed" → Track RSVPs and dietary needs
- Close out: Pay everything in "Payments due soon" → Rate vendors after the event
Databases inside
Events
Each event, tour date or wedding with budget. Spend, balance owed and guest numbers roll up from linked records.
12 fields · 6 calculated automatically · linked to Budget Lines, Run of Show, Guest List, Cocktail Menus, Bar Stock List
Views: By stage, Event calendar, Budget overview
Vendors
Caterers, florists, AV, transport and crew with contacts and rating, plus everything booked with them.
5 fields · 1 calculated automatically · linked to Budget Lines
Views: By category, All vendors
Budget Lines
Every cost per event with estimate, actual, deposit and due date. Variance and balance owed are calculated per line.
10 fields · 3 calculated automatically · linked to Events, Vendors
Views: Payments due soon, Over estimate, All lines
Run of Show
Minute-by-minute schedule per event with owner and confirmation, printable for the day.
6 fields · linked to Events
Views: Timeline, Unconfirmed
Guest List
Invitees with RSVP, party size, dietary needs and table - confirmed headcount rolls up to the event.
7 fields · linked to Events
Views: RSVP board, Dietary needs
Cocktail Menus
Drinks menu per event with cost and sale price - margin per drink is calculated so packages stay profitable.
6 fields · 1 calculated automatically · linked to Events
Views: Menus, By spirit
Bar Stock List
What to bring per event - guests and drinks per head drive the quantities, and nothing is forgotten on the night.
5 fields · linked to Events
Views: Not packed, By category
You get the finished workspace, not homework.
Buy it once for $29 or get it with your membership, then duplicate it into Notion with every field, link, formula, view and example row already set up.
See Mobile Bartender & Event Mixology OS →