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About the Company
Supercool Creamery is a Los Angeles-based experiential catering company that puts on a show and makes fresh liquid nitrogen ice cream, frozen cocktails, acai bowls, Dragon's Breath, and milkshakes for private events, corporate parties, and weddings. Ben has been running the business for 17 years, serving events across Los Angeles and beyond. When he came to YSO, the business was growing but entirely dependent on one person to keep it running.
The Business Challenge
As the business got busier, Ben found himself buried in the operational side with no bandwidth left for growth. Every lead response, proposal, event coordination detail, staffing decision, packing list, and accounts receivable follow-up landed on him personally. With 4 to 5 inbound leads coming in daily and no marketing of any kind, the business was growing on word of mouth alone, but Ben had no capacity to capitalize on it.
A previous assistant had handled some of the workload but did so robotically, without the personality or initiative the brand required, ultimately adding to Ben's frustration rather than relieving it.
"We started to get busier again, and as we became busier, I started to get bogged down in desk work and day-to-day logistics work, and I wanted to start to free up some time for myself."
He came to YSO knowing something had to change. As he put it: "If I didn't think bigger, I wouldn't have the chance to get bigger."
The Solution
YSO placed a dedicated Event Assistant with the organization, supported by Account Manager Jenna, who mapped the business's processes across three onboarding sessions and gave the Event Assistant a strong foundation to step into from day one. She took full ownership across:
Lead response and proposal management: Taking over the full inbound sales process, from responding to inquiries within Ben's one-hour standard to building and sending proposals, following up with prospects, and seeing each booking through to confirmation
Event coordination: Managing every logistical detail of each event end-to-end, from gathering client requirements and coordinating staffing to generating packing lists and handling post-event follow-up
CRM migration: Leading a full platform transition from Triple Seat to HoneyBook, migrating all pending events and keeping every active client informed without a single disruption to operations
Marketing launch: Building and launching the business's first-ever marketing effort, including an SEO content strategy and a recurring client newsletter, creating a marketing presence the business had never had before
Outbound sales: Building a structured prospect list from the business's historical client data and leading outbound outreach to target venue preferred vendor relationships as a new revenue channel
Commissary and team systems: Putting accountability and communication systems in place for the operations team, standardizing processes and reducing the day-to-day coordination that had previously fallen on Ben
The Event Assistant became the operational and sales backbone of the business, allowing Ben to step back from day-to-day execution and focus on growth for the first time.
The Results
In under two months, the organization went from one owner doing everything to a fully supported operation with real systems and a growing sales pipeline.
29 active clients managed: The Event Assistant took full ownership of the pipeline, managing confirmed and prospective clients end-to-end across all active events
CRM migration saving $250 a month: The Event Assistant led a full platform transition from Triple Seat to HoneyBook, cutting software costs by $250 a month while keeping all active clients informed and operations running without disruption
Marketing launched for the first time: An SEO blog strategy and twice-monthly newsletter went live, giving the business a marketing presence it had never had
Outbound sales infrastructure built: A deduplicated prospect list of 369 contacts was built from historical CRM data, with outbound outreach actively underway targeting venue preferred vendor relationships
Capacity for growth unlocked: With operations handled, Ben is now building toward expansion, including a new location, new strategic partnerships, and the ability to bring on dedicated operational staff for the first time
Leads managed within the hour: The Event Assistant manages all inbound leads, with proposals sent out within the hour or at the latest the same day
That shift didn't just reduce Ben's workload. It opened up a version of the business he had never been able to access before. Ben, who came to YSO buried in desk work and day-to-day logistics, put it simply:
The onboarding process had so much impact on my business in terms of the identification of where systems need to be and the guidance on how to attack all these different processes and problems. That was huge.
Ben, Owner, Supercool Creamery