Party entertainer software and CRM for your events
RegiaPro is business software for entertainers at birthdays, first communions, weddings and corporate events, with a CRM that remembers which parents, hotels and companies to call back. “Entertainment” is already set as your trade: switch on only what you need.
Built for more than 50 trades: this one is already set up for yours
Saturday 13 June: already booked
you see it before you write the quote
Today in RegiaPro
Example with made-up data
18
Enquiries
+6 this month
11
Dates confirmed
+3 this month
€3,450
To be collected
2 deposits on the way
New enquiry for 13 June
2 min ago
Contract signed, deposit recorded
yesterday
WhatsApp reminder ready for tomorrow
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for Party entertainer software and CRM for your events are switched on. Switch on what you really need: we pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
Party entertainer software stops you mixing up your Saturday parties: pirates at 10 in a garden, a communion at 4pm at a farm restaurant, Sunday lunch at a hotel where the venue pays, not the families. RegiaPro turns each one into a record with package, times, deposit and the journey ahead, and starts from €19.90 a month.
What you’ll find inside RegiaPro: from enquiry to the day of the event
One program for enquiries, documents, payments and the working day. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The day of the event
The stops of the day with checked addresses and the time to leave, worked out on the traffic expected for that day.
The working day -
Delivery galleries
Photos delivered with your own link, with a password and an expiry date: the client views and downloads.
RegiaPro Gallery -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Party entertainer software: which kinds of parties it is built for
It works for those who bring the entertainment to wherever the party is: solo entertainers, pairs of colleagues, small agencies with a few freelancers called in as needed. Parties vary, but there are four questions to keep in order: who contacted you, who is paying, where you are going, what you need to bring.
| Type of party | Who contacts you | Who pays | What matters most |
|---|---|---|---|
| Birthday at home or in the park | A parent, often on WhatsApp | The family | Theme, age and number of children, times |
| First communion, confirmation or christening | The parents or the restaurant | The family | Often a distant venue, long lunch, room for games |
| Wedding with a kids’ corner | The couple or the wedding planner | The couple or the agency | Hours of service, coordination with the venue |
| Hotel, holiday resort, corporate event | The venue or company manager | A company with a VAT number | Several dates, invoice, contact person on site |
Solo entertainer or team
If you work with a colleague, on each party’s record you note who is coming with you and what you pay them. The cost stays tied to that party, and at month end you know which packages pay and which just wear you out.
The first evening: your booked parties in the software
Enter the parties already booked from now to the summer: one record each with date, start and end time, town and deposit received. The calendar shows your full weekends, and the “Free dates” panel those where you can still say yes.
CRM for party entertainers: parents, hotels and companies to call back at the right time
The RegiaPro CRM helps you answer the three questions that always come up, and reminds you who is waiting for an answer from you.
“Are you free on Saturday the 8th for the party?”
The answer is in the calendar’s “Free dates” panel: booked Fridays, Saturdays and Sundays are in red, those still free in green. A date counts as taken as soon as there is a party on that day, even one still under negotiation, and becomes free again when the record is marked lost or no reply. You can check it on your phone even while the parent is still on the line.
“How much is entertainment for twenty children?”
You write the figure on the record, prepare the PDF quote and email it. If the parent wants to add face painting, you redo the proposal with the new total: the first one stays on file with its own figure.
“Do the entertainers still come if it rains?”
You write the answer just once, in the text of your contract, and every family reads it there. In the party notes you add the plan B for that case: the restaurant hall, grandma’s garage, the club’s marquee.
The mum who said “let’s talk after Easter”
Write that date on the record as the follow-up: RegiaPro respects it and does not move it to its own schedule. For the other quotes with no reply, it takes care of things, bringing the family back to you after three days, then after seven, fourteen and thirty.
The “Tasks” page as it appears in the software, filled with sample families. For each person to chase up there is the reminder text, the button to open WhatsApp and three buttons to note how it went: message sent, family replied, no response.
Children’s birthday parties, first communions and hotels: three parties compared
Instead of following a single party, here we put three side by side, all from the same month of May. Families, hotels, towns and figures are invented: they show how the same record changes when the party changes.
| Leo’s birthday | Sofia’s first communion | Sundays at the hotel | |
|---|---|---|---|
| When | Saturday 8 May 2027, 4pm to 7pm | Sunday 16 May, 1pm to 4pm | Four Sundays in July, 12pm to 3pm |
| Where | Home garden, in town | Farm restaurant 45 kilometres away | Hotel Esempio, on the lake |
| Who pays | The family | The family | The hotel, with a VAT number |
| Accepted offer | Pirate package, 2 entertainers, 3 hours | Kids’ disco, craft workshop, bubbles, 20 children | Kids’ club during lunch, 1 entertainer |
| Amount | €260 | €380 | €180 per Sunday |
| Deposit | €60 in cash | €100 by bank transfer | None, invoice after each Sunday |
Leo, seven, pirates in the garden
His mum writes in March on Instagram. On the record you enter the date, time from 4pm to 7pm, the theme and age, and attach a photo of the invitation. The €260 quote lists treasure hunt, face painting and giant bubbles in the note; on confirmation you record a €60 deposit and the colleague coming with you, €70. The day before, you message her on WhatsApp with your arrival time, starting from one of your saved texts.
Sofia, the first communion at a farm restaurant
The farm restaurant is a long way off: in the event town you press “Calculate” and RegiaPro gives you €36 of travel between fuel, tolls and time, before you even set the price. In the important note you write “battery speakers and extension lead, no power on the lawn”: on Sunday 9 May, a week before, it shows up among your tasks. On the confirmed record you add the stops, and RegiaPro tells you what time to leave to be there before 1pm, including the safety margin you have set.
The hotel and its four Sundays
For each Sunday you open a record with its own date, all linked to the hotel as the billing party, with company name, VAT number, SDI code and certified email (PEC). From the Pro plan, after each Sunday you prepare the invoice from the record; if you need the XML file for Italy’s SdI system, the Studio plan prepares it.
What the entertainer keeps from each party
| Party | Takings | Collaborator | Travel | Materials | What's left |
|---|---|---|---|---|---|
| Leo’s birthday | €260 | €70 | €8 | €22 | €160 |
| Sofia’s first communion | €380 | €90 | €36 | €15 | €239 |
| One Sunday at the hotel | €180 | none | €24 | €10 | €146 |
These are sums you do with the figures on each record, before tax and preparation time. The Report adds up the same items month by month and by source: so you see in which periods and from which channels the best-paying parties come.
Children’s birthday party entertainment: the package written into the quote
A parent looking for birthday party entertainment compares three or four proposals in the evening, on the sofa. The one that is clear at first glance wins. In RegiaPro the package is written in three different places, and each has its own job.
The entertainment package name, in the accepted offer
A short line the parent recognises: “Superhero package, 2 entertainers, two and a half hours”. It goes into the contract and the emails, and months later it tells you what you sold that family.
Games and shows, in the quote note
Hours of entertainment, number of entertainers, games, bubble show, face painting, balloon modelling, music, recommended age, space needed. That text ends up in the PDF, under the figure: questions like “is there music too?” vanish before they arrive.
The package price, on the party record
The total written on the record is what the parent reads in the quote. If you are on Italy’s flat-rate scheme, RegiaPro leaves the figure without VAT; if you charge it, it works it out from within the total without inflating it.
Magician and bouncy castle added later
Magician, bouncy castle, an extra half hour: you change the amount and generate a new proposal. Each version has its own number, and they all stay on the record, in date order. With Start you get up to ten quotes a month; from Pro upwards there is no cap.
Entertainer contract: times, rain, deposit and invoice
For a garden birthday the accepted quote is often enough. For communions, weddings, hotels and companies a signed entertainer contract is worthwhile, and with the Pro plan you prepare it from your template: family or company name, date, times, place, package, total, deposit and balance are taken from the record. These are the items that usually go in, to have checked by your adviser:
- Times: arrival time for setting up, start and end of the entertainment, cost of each extra half hour.
- Bad weather: where the party moves if it rains and what happens if there is no indoor space.
- Children: maximum number per entertainer and what changes if more turn up.
- Space and power: clear area, power socket, parking nearby for unloading.
- Cancellation: how late it can be cancelled and what happens to the deposit.
You print the PDF and sign it when the family leaves the deposit, or on site before starting; the generated document stays on the party record, and you attach the signed copy next to it.
Deposit and balance for the birthday party
You record the deposit, with date and method, when it arrives; you enter the balance at the end of the party, even split into several payments. On the record you see what is outstanding, and across all parties how much you still have to collect in the month.
Corporate event entertainment: invoicing the hotel or company
When a company or hotel pays, you link the company to the record as the billing party. The Pro plan invoice takes its tax details and the year’s sequential number; if you are on the flat-rate scheme there is no VAT: the document carries the wording required for your scheme and the €2 stamp duty when the total exceeds €77.47.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Wedding entertainment: the kids’ corner between couple, venue and wedding planner
At a wedding there may be ten children or forty, lunch lasts five hours and at least three people need to agree. The record keeps it all together.
Who books the entertainer for the wedding and who pays
Sometimes the couple write, sometimes the wedding planner running the event. If the agency pays, you link it as the billing party; the couple’s names, the venue and the contact person on site stay in the notes.
The kids’ corner hours and the reception venue
Start and end of the service go in the record’s times, the town in the event town field. From there RegiaPro works out the travel, and on the confirmed job it gives you the departure time for the first stop.
The kit for a long afternoon with children
Floor mats, colouring things, a film for cake time, camp beds for the little ones: the list in the notes, the item not to forget in the important note, which becomes a reminder seven days before.
The message to the couple the day before
From the record you open WhatsApp with the text you prepared for weddings: arrival time, contact person’s name, number of children to confirm. You send it to the couple or the wedding planner from your own phone.
Software for party entertainers: agency software, party venue software or CRM?
Searching for party entertainer software on 14 September 2026 we mostly found entertainment agencies, two programs and several guides to writing a quote. We read the page of a management program for holiday resort entertainment agencies, one for software aimed at indoor play centres with a party room, and a guide with a downloadable quote template.
| Software for resort entertainment agencies | Party room software | Quote template | RegiaPro, business software and CRM | |
|---|---|---|---|---|
| Designed for | Agencies sending entertainers to resorts and hotels | Indoor play centres with a birthday party room | Those who want a form to fill in | Entertainers and small agencies who go wherever the party is |
| What it does well | Job applications, staff contracts, assignment to venues | Bookings, admissions, till, quotes, messages | An outline of the items | Enquiries, packages, contracts, deposits, travel, monthly margin |
| Price found | Not stated, demo on request | €33 a month plus VAT | Free | From €19.90 a month |
RegiaPro suits your entertainment team if
- every weekend you are somewhere different, and the journey is part of the price;
- your clients are families, couples, hotels and companies, often in the same month;
- you want to know what you are left with at month end after colleague, materials and fuel.
What entertainers find straight away
- one record per party with theme, children, invitation photo and who pays;
- PDF quotes, and with Pro contracts and invoices in the client’s name;
- free dates, stops, departure time, reminders and ready WhatsApp messages.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
What RegiaPro costs for party entertainment
Here are the useful plans for entertainers. Prices are the ones published on the website.
Start for the entertainer starting out
For those starting out: €19.90 a month, or €199 paid in a single yearly payment. Unlimited families in your client book, chasers in order, your WhatsApp texts, and up to ten quotes a month.
Pro for parties every weekend
For those with parties almost every weekend: €34.90 a month, €349 a year. It adds PDF contracts and invoices to families and companies, and package quotes stop having a monthly count.
Studio for entertainment with hotels and companies
For those who work a lot with hotels and companies: €59.90 a month, €599 a year. It prepares the Italian e-invoice file and gathers the year’s invoices to hand to your accountant.
Two weeks’ trial on your parties
The complete Full plan, free and with no card. Access opens by itself as soon as you confirm your email; when it ends, you choose the plan.
The price list also includes Full, €44.90 a month, which mainly interests those who deliver photos and videos; the full comparison of the five plans is on the Pricing page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ from party entertainers about RegiaPro
Can I do two parties on the same day?
Yes: one record per party, both on the same day, one starting at 10am and one at 4pm. For each you work out the journey and departure time, so you see whether between the first and the second there really is time to pack down, load up and get there.
How do I prepare different packages by age and type of party?
The package name goes in the accepted offer, the content in the quote note. Keep the texts of your best-selling packages ready and paste them into the note: for three-year-olds and for ten-year-olds the games, length and price change.
A parent rings and asks about a date: how do I check on my phone?
Open the RegiaPro calendar in your phone’s browser and the “Free dates” panel: you see free and booked weekends month by month. Tapping a booked day opens the party holding it, with times and place.
How do I remember the kit for each party?
You write the full list in the record’s notes. The one thing that must not be missing, for example the bubble machine or the theme costume, goes in the important note: seven days before the party it becomes a reminder on the “Tasks” page.
How do I invoice a hotel or a company?
You link the company to the record as the billing party, entering company name, VAT number, SDI code and certified email (PEC) once. With the Pro plan the invoice uses those details; with Studio you also prepare the XML file to send to the SdI.
I am on the flat-rate scheme: how does the invoice come out?
You choose the scheme once in the settings. From then on invoices have no VAT, carry the wording required for the flat-rate scheme and include the €2 stamp duty whenever the total exceeds €77.47.
How do I keep track of the colleagues who come with me?
On each party’s record you write the name of whoever helped you and their fee. The Report takes those fees off your takings, along with travel and materials, and shows you the real margin for the month and the year.
Can I save the party invitation or the theme photos?
Yes: the party record accepts JPG and PNG images, PDFs and Word documents, each up to 15 MB. The invitation with the theme, the garden plan and the set-up photos stay there, ready for the next time a family asks for the same party.
Page written and checked on 14 September 2026: before describing a feature we tried it in the software. Leo, Sofia, the hotel and their amounts do not exist; the information on other software comes from the pages the vendors publish, which we opened that day. If something in your RegiaPro works differently from what is written here, just send a message to info@regiapro.it and we will fix the text.
Organise your next party with RegiaPro
The next mum who messages you about a birthday is the best test: record, package in the quote, deposit, kit and journey. Two weeks with the whole Full plan available, and at the end you choose the plan.
Who works at the same parties: equipment rental software, makeup artist booking software, event venue software. All the other trades are gathered on the professionals page.