Managing high-value bookings: How FareHarbor makes it easy to track and deliver on private events

Managing private events — from large group tours to exclusive charters — can be complex. That’s why FareHarbor created Private Events, a robust, all-in-one tool designed to help you streamline every step of the private event workflow, from the first proposal to post-event reporting.

In this blog, we’ll walk you through how to use FareHarbor’s Private Events feature to stay organized, automate your admin work, and deliver seamless, unmatched experiences your customers will rave about forever.

Now, let’s take a closer look at how this tool works — and why operators are already calling it “life-changing.”

Our Private Events solution is currently available for operators in the United States and Canada.

Step 1: Create proposals & contracts

The first step in a successful private event? Clear communication. 

FareHarbor’s Private Events tool allows you to craft detailed proposals and contracts directly in your Dashboard — so you can easily outline booking details, payment terms, and event-specific conditions in a polished, professional format.

Once complete, proposals can be sent to customers with just a few clicks. No external tools or back-and-forth emails required!

Step 2: Automate payment collection & reminders

Say goodbye to chasing down payments manually. With Private Events, you can set up custom payment schedules tailored to your business model — whether that’s a 50% deposit upfront or staggered payments.

Once the schedule is in place, the system takes over:

• Automatic email reminders keep your clients on track.
• Your team stays updated on payment statuses in real time.
• You reduce missed deadlines and avoid awkward follow-ups.

Automation here isn’t just convenient, it’s a game-changer for keeping cash flow steady and admin hours low.

Step 3: Manage resources with confidence

Once the event is confirmed, the Private Events tool allows you to secure all necessary resources that are already set up in your Dashboard— from boats and guides to venue spaces. This ensures everything is booked and accounted for, with no risk of double bookings or scheduling conflicts.

After a client signs their proposal, the next step is securing the resources that bring the event to life. Whether you’re reserving boats, guides, vehicles, or venue space, it’s easy to ensure everything is booked and accounted for, with no risk of double bookings or scheduling conflicts.

It’s one less thing to worry about — and a major win for operational efficiency.

Step 4: Use the event management toolkit

As you already know, top-notch execution matters just as much as planning. FareHarbor provides a suite of tools designed to help your team deliver polished, professional events every time. You can quickly generate key documents like:

• Banquet event orders (BEOs): a contract that outlines all of the important details of an event
• Customer sign-off forms: a contract between your business and the customer

You can also add custom fields to capture important client preferences — from dietary needs to room setups — helping your team tailor the experience to perfection.

Step 5: Track expenses & measure success with reporting

One of the most powerful aspects of the Private Events tool is the general ledger and reporting system, which gives you deep insight into your profitability. Highlights include:

• Custom tags: Track costs with precision by tagging line items like venue rental, labor, catering, and more.
• Break down costs: Easily separate labor from cost of goods sold.
• Group expenses: Organize spend by vendor or service category.
• Manage payouts: Stay on top of what’s owed and when, making it easier to track vendor relationships.

This reporting functionality helps you stay organized and make data-informed decisions without the headaches of manual accounting.

Automation makes it all easier

Automation is more than a time-saver — it’s a safeguard against human error and miscommunication. When your contracts, payment reminders, and resource bookings run on autopilot, your team can focus on delivering great experiences rather than tracking down loose ends. 

Customizable for YOUR experience

Every event is unique. That’s why the Private Events tool features custom fields and tags that offer next-level personalization and tracking. Whether you’re recording specific client requests or tagging expenses to evaluate profitability, the ability to tailor your workflow is key to scaling your private event business.

A quick note on monetization

Please note that transactions processed through FareHarbor’s Private Events feature are subject to an additional processing fee.

Ready to streamline your private bookings and unlock new revenue? Reach out to our support team to get started or request a demo to explore what Private Events can do for your business.