Send the planning pack. Get the client’s choices back.

Droplana is a client portal for event planners to share planning documents and collect files back. Each client gets one private, persistent portal with per-file comments and no signup.

Mood boards in one email, the venue shortlist in a chat, and the client's answer on menus somewhere in between. Two weeks before the event, nobody can find the timeline that was agreed. Give each client one portal for the planning documents and their replies, and keep bookings and vendors in your planning software.

A client portal for event planners, from pack to preferences

Send Celebration - Planning pack 02.pdf with the venue options you want the client to review. Ask them to return Celebration - Venue preferences.pdf through the same portal and put questions on the planning pack itself.

Actual product view with fictional event documents, shown as separate sent and received files.

When choices change, upload a newly named planning pack. Earlier uploads remain separate files. Tell the client which one to review rather than expecting the portal to select the current version.

Keep the event documents moving

• Initial planning: share mood boards and venue comparisons; request inspiration photographs and preferences with a document checklist.
• Vendor decisions: upload proposals and contracts relevant to the client. Keep questions on each file and ask the client to mark a reviewed file Approved or Rejected. Either side can change or clear that status.
• Event week: send the dated run-of-show, contact sheet and final timeline. Continue to manage scheduling and supplier coordination in your planning tools.
• After the event: return recap documents and highlight photos through the same portal. It is not a public photo gallery or proof-selection tool.

Decide who should see the whole portal

A couple or a corporate client can have authorised contacts, but those contacts share the same portal visibility. Do not add a vendor to the client's portal if they should see only their own contract. There are no vendor-specific file permissions or separate project areas inside a client portal.

Strict mode is the default and verifies email on a new device. A permanent access link is available only in opt-in Relaxed mode; forwarding it shares access. Read the security and access model before choosing a mode.

Files are stored in Germany and encrypted at rest per file, with a DPA available on all plans. Request only the guest or dietary information needed for the work and decide how it will be removed after the engagement.

If planning packs and client preferences are scattered through chat, compare a portal with messaging apps. The client portal buying guide helps you assess the document exchange separately from event scheduling and supplier coordination.

Try one planning decision

Send one venue pack and ask the client to return their preferences. Free includes 3 clients, 2 GB total storage and 100 MB per file. Solo costs €19/month plus tax for unlimited clients, 50 GB and 1 GB per file. Use a dedicated gallery alongside Droplana if photography delivery needs favourites or print sales.

Questions before you start

Choose a plan for your document exchange

On Free, each file expires 180 days after upload. Your clients and their access stay active, so you can keep sharing new files. Active paid plans have no plan-imposed retention limit. Expiry settings, deletion and cancellation rules still apply; a persistent portal address does not guarantee permanent file availability. Team sizes include you. No setup fees or automatic overage charges. Prices exclude applicable tax.