Events · Case study
AIO Events.
Event Operations Platform
Event coordination moved out of chat threads and into one operational system: the team opens an event and sees exactly where it stands, what is missing and who owns each task.
AIO Events is a WePlan group brand — its system runs insideWePlan OS.
The business
An events company running multiple concurrent events, each with its own client, venue, suppliers and on-ground team.
The problem
- Event details spread across chats, spreadsheets and personal notes
- No single view of what each event still needed before event day
- Supplier and team coordination handled manually, event by event
The system
A custom event operations platform where every event exists as a live record — client, proposal, venue, suppliers, team, tasks and event-day checklist all attached to it.
- Venue confirmed
- Suppliers booked (4/5)
- Run-of-show approved
- Staff briefed
- Event pipeline
- Proposals
- Supplier directory
- Team & task assignment
- Event-day checklist
- Reporting
Interface recreated with illustrative data — production screenshots aren't published to protect client data. We walk through the live system on a call where the client permits.
The workflow
- 01Lead
- 02Proposal
- 03Client
- 04Event
- 05Suppliers
- 06Team & Tasks
- 07Event Day
- 08Reporting
“Events involve a huge number of moving parts, and ORCHESTR understood that from the beginning. They built around the way our operation actually works, helping bring our information, workflows and day-to-day event management into a more connected system. It feels much more tailored to an events business than using several disconnected tools.”
Running something with this many moving parts?
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