I can open the event production briefs queue and see who owns what. That was impossible to say six months ago.
Michael SouthgateEvent administrator, live music event production firm
CS0720 working daysMaryland
Ending the relay race in event production briefs handling
Live music event production firm, Frederick, Maryland. The intake workflow now gathers event format, venue and technical requirements, assigns a named owner to each request and keeps a simple status for follow-up.
- Client
- Live music event production firm
- Region
- Frederick, Maryland
- Team
- 13 staff; one locally managed operation
- Timeline
- 20 working days after content approval
Q0200:02:00Before
Where they started, and what kept going wrong
Starting point
A single shared mailbox caught every event production briefs inquiry. Several staff dipped in when they could, and ownership of any given message was invisible.
The problem
Day to day with event production briefs, replies duplicated while neighbors went unanswered. Absence cover meant reconstructing each thread's history before daring to respond.
Q0300:04:30Build
What we built
Answer: The intake workflow now gathers event format, venue and technical requirements, assigns a named owner to each request and keeps a simple status for follow-up. A designated backup picks up anything whose primary contact is away.
Features used
Assignment rules
Follow-up status
Backup owner
Internal request summary
Where this lives in the package
Q0400:07:00Schedule
20 working days, approval to handover
Answer: 20 working days after content approval, including staff review and handover.
- Day 0
Content approved
The clock starts once the client approves the content the work is built from.
- Build
What we built
Assignment rules, Follow-up status, Backup owner, and more.
- Review
Staff review
The live music event production firm's own team checks the work before it goes live.
- Day 20
Handover
Handed over 20 working days after content approval.
Q0500:09:30After
What changed
Answer: For event production briefs, the 'I thought you had it' conversation has been designed out. Each inquiry shows its owner, its status and its fallback, and anyone covering can see all three.
Q0600:11:40Q and A
Questions about this case study
How long did this project take?
20 working days after content approval, including staff review and handover.
Which plan includes this work?
Everything this project used is included on every EventWebStudio plan (Load-In, Showtime, Encore), from $127 a month with the $697 build fee invoiced after launch.
Why is the client not named?
On purpose. The case study names the type of business (live music event production firm) and the region (Frederick, Maryland) only, so no business name, web address or logo appears. The quote is Michael Southgate's own words, used with permission.
Q1300:29:00Curtain
See what this would look like for your event business
A 30-minute walk-through on your screen, starting from this case study. Plans from $127 a month, the $697 build fee invoiced only after launch.