# How it works | Sourcing Force Events

Source: https://events.sourcing-force.com/en/how-it-works/

Prepare your event brief and understand service approvals, BME’s role and the Sourcing Force purchasing process. Keep your existing suppliers.

Home/How it works

Explore · Define · Confirm

# Your project, step by step.

From your first brief to service delivery, keep your choices and approvals. Clear decisions, one procurement contact and a scope tailored to your event.

Plan my project ↗Explore the steps

Your meetings, your support

## Support for your project, clear decisions

Describe your requirements, keep your suppliers and work with BME on services to delegate.

BME provides the human service. Sourcing Force is procurement software that complements your ERP or S2P.

- 01Your brief

- 02Expert review

- 03Proposals

- 04Procurement approval

- 05Confirmation

- 06Service tracking

01

Brief

## Start with what you know.

Purpose, participants, format, dates, destination and services to delegate: gather the known details. An undecided budget or a venue already chosen does not prevent preparation. Keep your existing suppliers and quotes.

Prepare your brief in the shared popup, then request a quote through the HubSpot form after reviewing it. The AI asks up to three useful questions, or none if your project is clear. A copy of your brief is emailed to you. The brief is neither a quote, a booking, a purchase request nor an order.

Key takeaway

A document to review with your objectives, existing choices and open questions.

Start my event brief ↗

02

Expert

## Define requirements before consulting suppliers.

Human review should clarify the scope, constraints and missing information before sourcing suppliers or reviewing an existing quote. Venue, catering or technical services may be the only services you delegate.

Your brief helps share useful information with our team and determine the next steps for your project.

Key takeaway

Define the scope and constraints before consulting suppliers.

03

Quotes

## Compare what will actually be purchased.

For each service, review inclusions, exclusions, dates, conditions and dependencies. BME purchases and rebills as a single supplier.

A venue, caterer and activity may follow different decisions and deadlines. You do not need to confirm the whole event at the same time.

Key takeaway

Comparable inclusions and conditions for each service.

Understand the single supplier approach ↗

04

Procurement approval

## An approval for each actual supplier.

Within Sourcing Force, a purchase request or customer order corresponds to one actual supplier. When the purchase request is created, Sourcing Force calculates the commission and produces the BME quote sent through the existing email or punch-out process to obtain the official purchase order.

The Events preview creates no purchase request, order, commission or automatic transfer. Any future transfer requires a configured Sourcing Force customer identifier; other requests follow the manual handover in the existing process.

Key takeaway

A decision for each actual supplier within the Sourcing Force process.

05

Purchase order

## Confirmation requires the purchase order.

An order is confirmed when BME receives the official purchase order corresponding to the purchase request. A click, summary or selected quote does not confirm a service.

After confirmation, Sourcing Force issues one or more orders to the relevant suppliers. Services retain their own statuses: a venue can be confirmed before catering.

Key takeaway

The official purchase order received by BME confirms the relevant service.

06

Tracking

## A clear view of each service.

BME tracks execution, services, delivery, invoicing and payments. Sourcing Force complements your ERP/S2P; the existing Pennylane connection supports invoicing and accounting.

Advance payment options are contractual; factoring belongs to BME’s financial arrangements. Existing approvals and conditions remain necessary before any commitment. The reporting shown on this website is identified as a demonstration.

Key takeaway

Services, documents and payments retain their own statuses.

Explore the reporting demonstration ↗

BME acts as a single supplier within the procurement process. Sourcing Force complements your ERP/S2P for management; your Events brief creates neither a purchase request nor an order.

Event procurement with Sourcing Force ↗

Your decisions, your guidance

## Move forward with your existing choices.

Can I keep my suppliers?+

Yes. Keep your choices and specify only the services to delegate. Preparation starts with available information, including a venue or quote already selected.

Do I have to confirm the whole event at once?+

No. Services follow their own decisions and deadlines, with a purchase request or customer order for each actual supplier. Confirming a venue does not automatically confirm the caterer.

Does the brief create an order?+

No. A brief, summary or selected quote is not a confirmed order. Confirmation requires BME to receive the official purchase order for the relevant purchase request.

How do I send my quote request?+

Prepare your brief, then complete the quote request form. The calendar appears after submission is confirmed. The AI asks only useful questions and you receive your brief by email; a brief never creates an order.

Your next shared occasion

## An idea. The right starting points.

Your purpose, suppliers and services to define: start with what you know.

Plan my project ↗