Operations Support without hiring a Full-Time Ops Manager
Operating processes for event professionals, so you can take on more clients without hiring a full-time ops manager or working longer hours.
Hi! I’m Sarah Carroll
My vision is to help event professionals spend less time buried in admin and more time growing their revenue.
When your backend systems are organised and automated, business owners are finally free to focus on what actually generates more income, without working longer hours or needing to hire a team.
Are you currently:
Experiencing analysis paralysis choosing “the right” software — so you keep adding more to your toolkit
Spending hours trying to learn and set up systems instead of delivering events
Feeling stressed drowning in admin, and wasting time chasing tasks across multiple platforms
Freelance Operations Manager without the cost of hiring a full time COO
I help event planners & wedding professionals build streamlined, repeatable operating systems across:
Marketing Ops – lead capture, follow-ups, content workflows
Client Ops – sales, onboarding, service delivery, off-boarding
Internal Ops – project management, task ownership, SOPs, reporting
So your business can grow without chaos, burnout, or hiring a full-time ops manager.
The Reality
Right now, your business probably relies on:
Mental to-do lists
DMs, emails, notes apps, and spreadsheets that don’t talk to each other
Processes that change every time a new client comes in
You being involved in everything
Which means:
You’re capped at how many clients you can take on
Every busy period feels stressful instead of exciting
Stepping away for a day (or a holiday) feels impossible
The Dream:
Business operations should be built once and reused over and over again.
You don’t need:
A full-time Operations Manager
A $150k salary on your payroll
Complex business systems
You need:
Clear processes
The right tools set up properly
Systems designed for your business model
That’s why a freelance ops manager makes sense.
Business Operation Solutions
-
Attract the right leads, convert them efficiently, and onboard clients seamlessly.
Content Creation, Approval & Scheduling
Content planning & strategy workflow
Content batching process
Platform-specific content workflows (IG, email, blog, Pinterest)
Caption & hashtag creation process
Content approval workflow (client / team)
Scheduling & publishing process
Repurposing workflow
Content performance review process
Lead Generation & Capture
Website inquiry form workflow
CRM lead intake process
Lead magnet & opt-in workflow
DM → lead capture process
Referral intake process
Lead source tagging
Duplicate lead handling
Consent & opt-in tracking
Lead Management & Sales
Lead qualification process
Sales pipeline stages
Discovery call booking workflow
Proposal creation & delivery
Follow-up & reminder workflows
No-response follow-ups
Sales acceptance / rejection process
Handover from sales → service delivery
Client Onboarding
Contract & payment confirmation
Welcome email & client portal setup
Onboarding questionnaire
Kickoff call scheduling
Communication expectations setup
Client education workflow
Internal project creation from templates
📌 Outcome: Leads flow smoothly into booked, onboarded clients without chaos.
-
Deliver consistent, high-quality events with minimal stress.
Event Planning & Strategy
Event roadmap creation
Planning timeline & milestones
Budget planning & tracking
Vendor strategy & prioritisation
Client approvals & checkpoints
Scope management & change requests
Vendor Management
Vendor sourcing & shortlisting
Outreach & availability tracking
Contract & payment tracking
Vendor onboarding process
Vendor communication workflows
Vendor deadline tracking
Vendor performance review
Client Communication & Experience
Client update schedule
Approval workflows
Decision deadline reminders
Change request workflows
Centralised communication hub
Client expectation management
Escalation process
Logistics & Production
Run-sheet creation
Floor plans & layouts
Bump-in / bump-out schedules
Equipment & hire tracking
Risk management & contingencies
Final confirmations
Event Execution
On-site coordination checklist
Vendor arrival & setup tracking
Timeline management
Issue resolution process
Client & stakeholder management
Live change documentation
Off-Boarding & Wrap-Up
Final payments & reconciliations
Vendor close-out
Client feedback & testimonials
Asset collection (photos/videos)
Referral request process
Project archiving
📌 Outcome: Every client receives the same premium experience — regardless of how busy the business is.
-
Keep the business profitable, compliant, and scalable.
Financial Operations
Pricing & package management
Quote & invoice workflows
Accounts receivable tracking
Accounts payable tracking
Expense tracking
Budget forecasting
Cash flow management
Tax & GST compliance
Financial reporting & reviews
HR & People Operations
Role definition & capacity planning
Contractor onboarding
Access & permissions management
Task delegation workflows
Performance tracking
Contractor payment process
Offboarding workflows
Systems & Tools Management
Tech stack documentation
Tool setup & configuration
Automation workflows
Data hygiene & backups
System audits
SOP creation & maintenance
Every business is different, so pricing is based on your specific process needs and a custom quote will be provided after we review your requirements.
The Outcome
Less admin. Reduce operating costs. More time to grow your business.
I act as your Ad-Hoc Operations Manager to:
Build simple, streamlined operating systems using only two core platforms
Reduce admin to less than 15 minutes a day
Book more clients without working more hours
Scale without hiring staff
Are you ready to reduce your admin and start saying yes to more clients?
👉 Book in for a free Q&A session to ask me your business operation questions!
Frequently Asked Questions
Still have questions? Take a look at the FAQ or book in a free Systems Strategy call.
-
Carroll Consulting is a business operations and OBM consultancy that helps event planners streamline their sales, client onboarding, service delivery, and off-boarding processes so they can save time, reduce stress, and grow revenue.
-
We work primarily with event and wedding planners, as well as other small service-based businesses looking to simplify their workflows and systems.
-
We help you identify inefficiencies, implement practical systems, and create repeatable workflows that save time, reduce mistakes, and improve the client experience — without you feeling overwhelmed by complicated software or processes.
-
We offer business systems audits, workflow mapping, CRM setup, process automation, and ongoing business operations consulting.
-
Yes! We help you set up, integrate, and optimise your existing tools to reduce admin, automate tasks, and improve visibility across your projects.
-
Full system build takes 2 weeks once the client provides us with all relevant business details.
You will then be invited to an implementation video call where I teach you how to use your new system.
-
That’s fine! We focus on your biggest pain points first and build solutions that are relevant to you — you only pay for what you actually need.
-
Start with a free Systems Strategy Call where we review your current workflows, identify inefficiencies, and discuss potential solutions.
From there, we create a tailored proposal, with scope of work and timelines.
-
Yes! We can create training documentation, guides, and sessions to ensure your team knows exactly how to follow new systems and workflows.
Not sure if you need help with your business operations?
Next Steps
Step 1: Book in a free Systems Strategy Call
Complete the contact form and book a time that suits you.
During this video call, we’ll map your current bottlenecks, identify opportunities, and confirm whether we’re the right fit.
Step 2: Secure Your Spot
If we decide to move forward, you’ll receive a service agreement to sign along with your payment link.
Step 3: Onboarding
Once your payment is complete, you’ll receive a client onboarding questionnaire so I can gather everything needed to build your system.
Step 4: System Build
Sit back, relax and focus on doing what you’re great at, while I design and build your complete CRM system behind the scenes.
Step 5: Implementation & Training
Once your system is ready, we’ll meet for a private implementation and training call so you feel confident using it day-to-day.
Maddy - Wedding Celebrant & MC - I Do By MW
Sarah was an absolute game-changer for my business. She held space to understand my business problems and re-engineered not only my back-end, but my packages in a way that reduced my workload by 6 hours a week, and increased my revenue by 15%.
The Feed.
Subscribe
Sign up for tips, tricks and special offers!