Plan every event from its own space, down to the day-of chat

Why events are hard to coordinate

An event is a project with an immovable deadline and a long tail of small, dependent jobs: book the venue, confirm the caterer, chase the AV quote, finalise the speaker list, print badges, brief the volunteers. Most of the work happens in the last three weeks, and on the day itself everyone needs the same information at once.

Event teams usually juggle a planning spreadsheet, a vendor contact list, a folder of contracts and floor plans, a client email thread, and a chat group created the week before. On the day, the run of show is a PDF on some people's phones and an older version on others'. The event management template outlines a steadier structure.

One space per event

In Emitii each event gets a space, for example "Tech Summit, Kathmandu". The Project type turns on the Board and the Timesheet; switch on Docs & Files. A company that runs many small events of the same kind can also keep a space per client and use lists or labels per event, but one space per event keeps the day-of chat focused.

Planning workstreams

• Tasks holds the planning checklist, one list per workstream: "Venue and logistics", "Speakers", "Catering", "AV", "Marketing", "Registration". Each to-do has an owner and a due date, and due dates appear on the Schedule. Long-running checks, like "Confirm headcount with caterer", can repeat weekly until the event.
• Board works for items that pass through several hands, such as vendor contracts moving through "Quote requested", "Quote received", "Approved by client", "Contracted" and "Paid". Mark as blocked with a reason ("Waiting for client budget sign-off") shows what is holding a vendor up.
• Schedule holds site visits, vendor meetings, client check-ins, load-in and the event days themselves. Events can be all-day or timed, with invitees and RSVP. If your office has meeting rooms, they can be booked from the event.

The run of show

The run of show is a doc in Docs & Files, written in Markdown with headings per session and time, and downloadable as a PDF for printing. Because it is one live doc, not an attachment, everyone opens the same version. Floor plans, supplier contracts, badges and signage files sit alongside it, with file versions for revised drawings.

If AI is enabled for the space, Emit can read the Schedule and draft a run of show from it, saving the result into Docs & Files once you approve.

Vendors and the client

The client's event lead joins as a guest and sees what the team shares, for example the meetings they are invited to, a folder of contracts and Posts, so they follow progress and approve decisions in comments. Key vendors, such as the production company or the venue coordinator, can also be guests on that event's space. Guests talk with the crew in Guest Pulse while the crew keeps its own Pulse, so everything stays on the event's record.

For suppliers you only need to contact, the company Directory stores names, emails, job titles and phone numbers, including people who have no Emitii account. Admins can import contacts from CSV.

On the day

Pulse becomes the day-of channel. Crew post updates ("Registration desk open", "Keynote running 10 minutes late") with threads per area, pin the latest run of show, and use "Notify everyone" for urgent calls. Emitii installs on phones as a web app with push notifications, so the crew get alerts without a separate chat app. Voice and video calls are coming soon. See team communication.

After the event

A Post makes a clean wrap-up: attendance, what went well, what to change next time. Crew log their hours in the Timesheet as billable or non-billable, and the event manager approves the week and exports CSV for billing. Done cards and lists can be archived, and the space stays as the reference for next year's edition. For the broader pattern of running campaigns and launches, see campaign management.

Event company live demo

A live event company workspace is available without signing in. It shows an event space with planning tasks, a schedule and chat. Open the industry demos; your changes stay in your browser.