How an event comes together in Emitii
- 1
Space
Create a Project space for the event and turn on Docs & Files.
- 2
Plan
Add cards per area, labelled Venue, Catering, AV and so on.
- 3
Vendors
Track quotes and contracts in to-do lists and Docs & Files.
- 4
Dates
Put the event, site visits and rehearsals on the Schedule.
- 5
Run of show
Write the run of show as a doc and pin the team briefing.
- 6
Event day
Coordinate in Pulse with a thread per area.
- 7
Wrap-up
Pay vendors, post a wrap-up and archive finished cards.
Who this setup is for
Event companies, conference organisers, nonprofits running fundraisers and internal teams planning an offsite. It suits any event with a fixed date, several vendors and a team that needs one place for the plan and the day-of conversation.
You set this up by hand in a few minutes, and reuse the same structure for the next event.
Spaces to create
| Space | Space type | Purpose |
|---|---|---|
| Event name (e.g. "Tech Summit, Kathmandu") | Project | Planning, vendors, run of show, day-of chat |
| Client name (if the event is for a client) | Client | What the client reviews and approves |
For smaller events run for a client, one Client space with the Board turned on is enough.
Modules to turn on
The Project type starts with Board, Tasks, Schedule, Timesheet, Posts and Activity, plus Pulse. Turn on Docs & Files. Keep the Timesheet if you bill the client for hours.
Board columns
To do, Booked, Confirmed, Ready, Done.
Use labels for the area: Venue, Catering, AV, Speakers, Travel, Marketing. Each card has one owner and a due date. Mark a card blocked with a reason when a vendor has not replied.
Task lists and example to-dos
- Vendors: "Get three catering quotes", "Sign AV contract", "Confirm venue floor plan"
- Speakers: "Send speaker brief", "Collect slides", "Book speaker travel"
- Event week: "Print badges", "Final headcount to caterer", "Team briefing"
- After: "Pay vendors", "Send thank-you notes", "Write wrap-up"
Docs and folders
Create folders for Contracts, Floor plans, Run of show, Speaker materials and Marketing. Write the run of show as a doc, and upload contracts and plans as files, using new versions when they change. Put vendor contacts in the company Directory so the whole team can find a phone number on the day.
Schedule
Put the event itself as an all-day event, then add site visits, vendor calls and rehearsals with invitees. Card and to-do due dates appear on the same calendar, so the last two weeks are easy to see. Book an internal meeting room for planning sessions from the event editor.
Pulse and Posts
Use Pulse as the day-of channel: short updates, photos and problems, with a thread per area. Use Posts for the final team briefing and pin it. Emit, the space AI, can build a run-of-show draft from the Schedule into Docs & Files, after you approve it.
Optional board Rules
- When a card's checklist is done, move it to Ready.
- When a card enters Done, mark it complete.
- When a card is created with the Speakers label, assign the speaker coordinator.
After the event
Close the event properly while details are fresh. Work through the After list: pay vendors, send thank-you notes and collect feedback from the team in a Pulse thread. Write a wrap-up doc covering attendance, what went well and what to change, and store final invoices and photos in the right folders. Archive finished cards so the board shows only loose ends. Keep the space; next year's organisers can open it to see which vendors were reliable, how long each booking took, and what the run of show looked like on the day.
Try it
See how event companies use Emitii, read about calendar features, or follow campaign management for the promotion side. Emitii is invite-only: request access, or try the event company live demo from the Emitii home page.
Frequently asked questions
- How do I set up an event space?
- Follow this page by hand: create the space, turn on the modules, then add the columns, lists and folders. It takes a few minutes.
- Can I book rooms for planning meetings?
- Yes. Admins add meeting rooms, and anyone creating a Schedule event can book one. Emitii checks availability so bookings do not collide.
Related
- Event companiesEvent companies use Emitii to keep each event's run of show, vendor list, bookings, deadlines and day-of team chat in one space the whole crew can follow.
- Calendar & scheduleEmitii gives each space a Schedule and each person a My calendar, with recurring events, RSVP, meeting room booking and a read-only Google Calendar overlay.
- Campaign managementRun each campaign in an Emitii space: brief and assets in Docs & Files, deliverables on the Board, launch dates in Schedule and client review as guests.
- Docs & filesEmitii Docs & Files stores folders, Markdown docs, uploads and links inside each space, with file versions, PDF download, comments and search.
- Schedule & calendarCreate events in a space's Schedule, set repeats, invite people, book meeting rooms, answer RSVPs and see everything in My calendar with Google Calendar.