Industries · Event management
We build event operations systems where every event is one live record — brief, proposal, budget, suppliers, crew, run sheet and reconciliation — so producers know what's still open before show day, not on it.
01Where event agencies lose control
Event teams are brilliant under pressure. The problem is how much of that pressure comes from information living in chats, spreadsheets and one producer's head.
What happens
Every event gets a new group chat, a new budget sheet and a new folder. Decisions made at 23:00 in a chat never reach the run sheet.
What it costs
When the producer is off sick or a second event lands the same week, nobody else can see what was agreed, what's outstanding or who owns it.
With one system
One live record per event holding the brief, budget, suppliers, tasks, files and decisions — so anyone on the team can open it and see exactly where it stands.
What happens
The client approves a costed proposal, then extra LED, overtime crew and a second rehearsal are agreed on calls and on site — and only some of them reach the budget sheet.
What it costs
Margins discovered at reconciliation, weeks after the event, with costs that were never turned into change orders for the client.
With one system
Budget lines linked to supplier POs and client change orders, with committed cost, forecast margin and unbilled extras visible while there's still time to act.
What happens
AV, staging, florals, transport and talent each confirm differently. Insurance certificates, risk assessments and riders arrive as attachments in different inboxes.
What it costs
A venue asks for the staging contractor's method statement the day before load-in, and the team spends the evening searching emails.
With one system
Every supplier booking has a PO, a status, a deposit and a document checklist — and the event shows what's missing long before the venue asks for it.
What happens
Show-day timings are edited in a shared document, exported to PDF and sent round again whenever the client moves a speech or the act changes slot.
What it costs
Crew working from an old version, a missed cue, and a producer answering the same question on three radios.
With one system
One run sheet per event, edited in one place, with each team seeing its own cues on their phone and every change logged and announced.
What happens
Event managers, hosts, runners and technicians are found through personal contacts, confirmed by message and paid from a spreadsheet afterwards.
What it costs
Double-booked freelancers across overlapping events, no record of who performed well, and payment disputes after the show.
With one system
A crew pool with skills, availability, bookings per event, call times and approved hours that flow straight into payment.
What happens
Directors ask each account lead for an update to understand what's in proposal, what's confirmed and which events are at risk.
What it costs
Resourcing decisions made late, pitches taken on when the team is already stretched, and no view of profitability by client or event type.
With one system
A portfolio view of every event by stage, owner, date and forecast margin — built from the event records the team already works in.
02Event agency platform preview
Switch between the views an account lead, producer, finance and the directors would use every week. Every screen is designed around your events and your workflow in discovery.
Illustrative interface with sample data — your system is designed around your event types, suppliers and team.
Illustrative demo · sample dataCan you picture your next show week on it?
Build your event system03Solutions
Every RFP owned, costed and followed up
Briefs from email, website and referrals land in one pipeline with event date, guest count, budget band and decision date — then move through costing, pitch and win or loss.
Every RFP owned, costed and followed up
Briefs from email, website and referrals land in one pipeline with event date, guest count, budget band and decision date — then move through costing, pitch and win or loss.
Not every agency needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI in your event system works on your own briefs, budgets, supplier bookings and run sheets. It reads, drafts and flags what's open — producers and account leads decide.
AI prepares; your team approves. Proposals, client messages, supplier POs, run-sheet changes and payments are always confirmed by a person before they go anywhere. AI answers only from records the user is allowed to see, and safety-critical items — rigging, crowd management, permits — stay with the responsible producer and contractors.
Extracts dates, guest numbers, budget band, deliverables, evaluation criteria and the decision date into the brief, and lists the questions the RFP leaves unanswered.
Lists unconfirmed suppliers, missing documents, overdue deposits, unassigned tasks and crew gaps across every event, ordered by how close each event is.
Shows which cues, teams and suppliers are affected, drafts the revised run sheet and the messages to each team — nothing is published until the producer approves.
Lines up equipment, crew, hours and exclusions side by side, flags what one quote leaves out, and shows the effect of each on the event's margin.
Matches supplier invoices to POs, highlights costs with no client change order and drafts the reconciliation summary and any outstanding client invoice for finance.
Writes a short update from the event record — what's confirmed, what's waiting on the client, upcoming approvals — for the account lead to edit and send.
05A day with ORCHESTR
An illustrative day — every system is designed around how your team actually works.
06Integrations
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
07How we build your system
08Why it matters
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
09Possible use cases
Examples of what we could build — not completed client projects.
Conferences, galas and launches running in parallel, with shared supplier and freelancer pools, change orders and a directors' portfolio view.
Each brand keeps its own workspace, team and calendar, while leadership sees people, events and reporting across the whole group.
Proposals in versions, client approvals in a portal, supplier documents and a detailed run sheet for every celebration.
Roadshows and mall activations across several cities, with crew rosters, build schedules, stock of branded materials and daily reporting from each site.
Running today
For WePlan, an events group running several brands, ORCHESTR built WePlan OS — one platform that hosts each brand as its own workspace, with shared people, tasks, calendars and reporting, and brand websites and ticketing connected into the same backend.
01 / 01Multi-Brand Operating System
Six brands. One command center.
FAQs
Hospitality & events
General tools track tasks well but don't know what a supplier PO, a change order, a run sheet or a guest list is. We build those event objects into one system, and can keep or connect your existing tool for internal tasks if the team likes it.
That's the point of it. Crew, suppliers and equipment are booked against events, so overlaps show up as conflicts before anyone is double-booked, and the portfolio shows every event's status side by side.
Yes. Each brand or division can have its own workspace, stages, templates and team, sitting on a shared platform with group-level people, suppliers and reporting for leadership.
If you want them to. Freelancers can confirm bookings and see call times and their cues; suppliers can upload documents against their booking. Each external user sees only what you give them access to.
Where the platform has an API or export, yes — attendee and ticket data can flow onto the event for check-in and reporting. We confirm each platform in scoping before committing to it.
The system tracks each permit and venue requirement as a step with an owner, due date and documents, and can prepare the information you submit. It doesn't submit to authority portals itself.
Usually. Supplier directories, client lists and proposal or budget templates are imported from spreadsheets and documents; we agree how much past event history is worth migrating.
Not on its own. It reads briefs, drafts updates, chasers and run-sheet changes, and flags open items — every message, PO and published change is approved by a person first.
Yes — run sheets, cue lists, check-in and crew call times are designed for mobile use on site. Connectivity requirements for your venues are discussed in scoping.
We quote after a discovery session, based on the modules, number of brands or divisions, integrations and migration involved. Hosting and support are agreed separately and in writing.
Start here
Tell us how your agency runs events today. We'll come back with how one system could connect briefs, budgets, suppliers, crew and show day.