# Event Portable Toilet Rental Software | PortaPro > Source: https://www.portaprosoftware.com/solutions/events > > PortaPro for event and festival operators: a site plan on the quote, a weekend priced as a weekend, signature and payment from one link, every tagged… # Event portable toilet rental software Send the plan. Hold the units. Get paid before Friday. Event work squeezes a month of operations into one weekend. PortaPro puts the site plan on the quote, prices the window the way you already do, and takes the signature and the payment in the same tap, so the delivery is on the board before anyone calls to confirm it. [Follow one booking](#booking) One booking ## From the first call to Monday's pickup. 1. Six weeks out ### The quote opens on the site plan Drop a pin for each bank on a satellite map of the venue: restrooms by the main stage, handwash at the food court, an ADA unit at the gate, the VIP trailer behind the tent. The customer sees the plan before the price, and can drag a pin they know is wrong before they accept. [Venue blueprintingarrow\_forward](https://www.portaprosoftware.com/features/venue-blueprinting) 2. The same afternoon ### They sign and pay from the link No login and no account. The customer types their name, pays by card, and the quote is accepted. PortaPro creates the Friday delivery and the Monday pickup and puts both on the board, so nobody calls to confirm and nobody keys the job in. 3. From that moment ### The units are held for those dates Every tagged unit on the quote is reserved from delivery to pickup. Put #1002 on another event that weekend and PortaPro refuses and names the conflict. Book it for a wedding three weeks later and it goes straight through. The hold sits on the pickup, not the delivery, so finishing Friday's drop never frees a unit in the middle of the event. Short for the weekend? A subrental from another operator gives you real units to book, only between the dates you have them, and the cost lands as an expense when they go back. [Availability by datearrow\_forward](https://www.portaprosoftware.com/features/inventory) 4. Friday ### Delivery goes where the plan says The driver opens the stop and sees the same map the customer approved, with a pin per bank and the units at each one. When a bank gets moved on site, whoever moves it moves the pin, so Sunday's service crew is not hunting for it. Close the stop and, with the service completed notice on, the customer gets a text or email that the units were delivered, with the stamped photos. [Unit pinsarrow\_forward](https://www.portaprosoftware.com/features/unit-pins) 5. Saturday ### Service while the gates are open Put a recurring service on the quote, every three days say, and accepting it books a service stop for every visit date between the delivery and the pickup, at the site, ready to dispatch or route. Each visit is its own $0 job, since the service was priced on the event, and the crew works the event deep-clean checklist on it like any other stop, required steps answered before it can close. Radio and chat keep the gate, the office, and the trucks on one channel, and the stamped photos taken during the event are what the venue sees afterward. [Service checklistsarrow\_forward](https://www.portaprosoftware.com/features/service-checklist) 6. Sunday night ### It ran long, or it rained out Extend the event and the pickup moves, the hold stretches with it, service visits are added for the new days, and the extra days bill as their own invoice at the per-day rate you enter. The weekend price the customer already paid is left alone. If some of the units are subrented and that rental ends sooner, PortaPro asks you to extend the subrental first. Cancel instead and both jobs close, the visits that haven't started are cancelled with them, the units go back to the yard, and a cancellation fee becomes an invoice if you charge one. Whether to refund is your call. 7. Monday ### The pickup puts them back in the yard Completing the pickup frees every unit for the next booking. If nobody marks it complete, PortaPro releases them the morning after the scheduled pickup, never the morning of. $400 for the weekend. Not $133.33 a day. Event lines bill per event: one flat price for the whole window, the way the industry already quotes weekends and festivals. The customer sees the exact dates they are paying for, and a June wedding never shows up as monthly recurring revenue. ## Questions event operators ask Does the customer need an account to accept and pay?arrow\_forward No. The quote goes out as a link. The customer reviews it, types their name as the signature, and pays by card on your own connected Stripe account, all from a phone. Accepting creates the delivery and pickup jobs on your side. Can the same unit go out to back-to-back events?arrow\_forward Yes, as long as the dates do not overlap. The hold is date-aware: a unit on rent this weekend can be quoted for a wedding three weeks out. An overlapping request is refused with the exact conflict, for example #1002 (booked Nov 14 to Nov 17). How is an event priced?arrow\_forward Per event. One flat price covers the window, three days by default (Friday delivery, Sunday event, Monday pickup), and each line shows the customer the exact dates they are paying for. You can change the window per line. A unit you rent by the week, the 28 days or the month is never divided by the event's days: with no event price on the product, the price is left empty for you to type, and you can save it as the product's event price for next time. A customer with a rate card is billed for the event on its own, at the event price. Event revenue is one-time, so it stays out of your monthly recurring numbers. Can customers book a small event on our website?arrow\_forward Yes, with Online Booking. Customers pick delivery and pickup dates, see the units free for those dates with prices, and pay a deposit. The booking waits in your Inbox until the office approves it, then the delivery and pickup go on the board and the deposit is credited on the final invoice. Larger events still go through a quote and a site plan. Will we know about wind before the weekend?arrow\_forward Route Plan reads the National Weather Service forecast for every stop up to six days out and flags high wind, freezing, and snow by stop, with any active weather alert for your yard above the planner. It's a planning guide for dispatch, not a safety rating for a tent or a unit. We run several small events on the same weekend. Does that work?arrow\_forward Each booking is its own quote with its own delivery, pickup, and hold, so overlapping tagged units are caught as you quote. Route Plan then sequences the weekend's deliveries across your trucks like any other day. Do the restrooms get serviced during a long event?arrow\_forward Yes. Put a recurring service on the event quote, like every three days, and PortaPro books a service stop for every visit between the delivery and the pickup, priced by the same count. They land on the schedule and the route with the rest of the day. The visits are priced on the event, so each stop is a $0 job, and extending the event adds visits for the new days. We also rent tents, tables and chairs. Does PortaPro handle that?arrow\_forward Yes. Packages book as one line, tents book by finished size from their sections, and every piece is held for its dates, loaded from a pull sheet and scanned back in. On the Growth plan you can also draw the tents, tables and chairs to scale on the venue or its own floor plan, seat the guest list, and send the layout to the customer to approve. What if we're short units for a big weekend?arrow\_forward Add a subrental under Inventory: the vendor, the dates you have them, the quantity, and the rate. PortaPro creates real units you can book on the event like your own, only inside that window, and records what they cost as an expense when they go back. Your own units are picked first when PortaPro chooses. When a quote or job comes up short, Rent from a vendor appears on the product and opens the subrental with the product and dates filled in. Renting the tent, the tables and the chairs too? See [event and tent rentals](https://www.portaprosoftware.com/features/event-rentals) and [event layouts](https://www.portaprosoftware.com/features/event-layouts). Where an event weekend actually goes wrong, and the rest of a service day, is on [In the Field](https://www.portaprosoftware.com/resources/in-the-field). ## Bring your next event. Send us the venue and the dates. We will build the site plan and the quote with you on the call. [Start free trial](https://trial.portaprosoftware.com/sign-up) 14-day free trial (card required, no charge today). Or a guided 30 to 60 day trial with no card.