Kitchen, AV, facilities, security and front of house reading one live document, not six copies of a PDF at different ages. Changes tracked, work assigned, status updated from the floor, and every bit of it back on the booking record.
Live Event Order · tracked changes · public shareable URL
This is the execution middle of the venue: the event order that says what is happening, the work it generates, the departments doing it, what changed since the last version, and what actually happened on the floor.
It starts from the signed booking in Booking & Event Management and ends with a delivered event whose record is accurate enough to invoice from. Nothing is re-created in between, because the event order is a live view of the booking rather than a document typed out of it.
Call it what your venue calls it. It is one live document, built from the booking record, that every department reads.
The event order renders from the live booking. Change the booking and the event order changes with it. There is no regeneration step, no export, and no stale copy sitting in an inbox, because what people open is the current state of the event rather than a snapshot of it.
Compose it from 26 purpose-built blocks, so the document matches how your venue actually briefs its teams: header, booking details, team contacts, event timeline, events summary, day schedule, food and beverage, packages, AV and equipment, activities, services and labor, dietary alerts, room setup and décor, accommodation, billing and deposits, cost summary, notes and instructions, signature and acceptance, event products, footers, dividers and page breaks.
Every block reads from the booking record. The guest count on the event order is the guest count on the booking, at the moment you look at it.
Field history across everything behind the event order, with shortcuts for today, yesterday, last week, and everything since it was sent.
Pick two dates and see what moved between them, highlighted in the document and grouped by day, by record or by type. Operations sees exactly what changed.
A URL anyone can open without a login, showing live data and the changes since it was sent. No attachments, no version drift, no arguing about which PDF is current.
Allergen and dietary requirements pulled into their own block at the top of the F&B section, where the kitchen sees them without scrolling.
The approved layout is issued to setup crews and suppliers with the event order, carrying seat-level guest requirements to the floor. Built in room diagramming.
Kitchen, AV, facilities, security: one document, all teams.
The event order says what the event needs. Work orders say who is doing it, by when, and whether it is done.
Work is generated from the event order rather than transcribed from it: a setup change creates a task for the setup crew, an added coffee break creates one for F&B, a late AV request creates one for the technical team. Each task carries the event, the space, the time and the department, and each one is assigned to a person rather than to a group mailbox.
Because tasks hang off the same records as the booking, the state of the work is visible to the coordinator who owns the event and to the manager watching the day, without anyone being asked for an update. Completed work writes back: the timeline shows it, the audit trail keeps it, and anything chargeable is available to Event Financials at the end of the event.
External partners get the same mechanism through the Supplier Portal: internal teams work in the Operations Portal, suppliers work in theirs, and both are working from the same event.
A dedicated operations surface for the people delivering the event: a dashboard for managers, a mobile portal for the floor. A named product in its own right, working from the same records as everything else.
Mobile operations · tasks · room status · audit trail
Create, assign and track work across the day. Room status board, event timeline with setup and break-down progress, staff assignment, and an overview of what is running late while there is still time to fix it.
A touch interface for front-line teams: their task list, swipe to complete, room status with a photo, the event checklist, and a notification when something new is assigned. Minutes to learn, not a training program.
Set, in turnaround, inspected, out of service. Updated by the people in the room, visible to managers and guest services immediately. The radio call asking whether a room is ready stops happening.
Who did what, when, on every task and every status change. When a client asks why a room was late, the answer is a query rather than an investigation.
Two views, the same records. Managers work in the full application, floor staff work in a stripped-back portal that shows them only their own work, and both write to the same booking record.
Tasks come from event order blocks, completions flow back to the booking timeline, and the day’s changes are visible in the document the rest of the venue is reading.
The client arrives early and asks for the morning plenary to be turned from theater to cabaret, and for coffee to move forward by half an hour. Doors are at 09:00.
The coordinator changes the setup and the break time on the booking. The event order updates immediately, and the change is tracked against the event order, so anyone opening the shared link sees what moved and when. Two work orders are raised: one to the setup crew for the room turn, one to F&B for the earlier break.
The setup crew picks the task up on the mobile portal, completes it at 08:25 and marks the room inspected. The duty manager sees the room go green on the status board rather than walking down to check. F&B confirms the break.
After the event, the extra labor and the additional service sit on the booking as actualized charges, so the invoice reflects what was delivered rather than what was contracted three months ago. The whole sequence is on the audit trail, with names and timestamps.
Sales hands over a booking. Operations delivers it. Finance invoices what was delivered. Same records throughout.
The booking the event order is built from, including the room plan that goes out with it.
Read more →Delivered services become actualized charges, and the invoice follows the event rather than the contract.
Read more →The same work orders, for the caterers, AV contractors and hire companies outside your payroll.
Read more →Approvals, permissions and the audit trail that make operational change governable rather than just fast.
Read more →What the day looks like from the duty manager’s screen and the floor team’s phone.
Read more →Covers, dietary requirements, timings and last-minute changes, on the same document as everyone else.
Read more →Also the operating day at stadium and arenas, where a changeover between a fixture and a concert is the same problem at speed.
A 45-minute call with the team. Start with the event where the kitchen, AV and front of house were working from three different versions, and we will show you what one live document does to that day.
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