Organisers
Run your clients' events. Each one with its own numbers.
Each event holds its own tasks with a person in charge, its own budget and its own seating plan: open a client's event and you find that client's work only, where you left it.
For the people who run events for different clients, one after another and often at the same time.
The hours do not go on the events, they go on moving from one to the next
You open the June client's folder, close the September one, and by mid-afternoon you cannot say which version of the budget went to the supplier.
Each event has its own deadlines, its own suppliers and a client who asks for news on a different day.
When you follow several at once, the mistake is not forgetting something: it is doing it on the wrong event.
In Play the Event each event is a space of its own: inside it sit its tasks, its money, its guests and its room, and nothing spills into the event next door.
Five things you do not redo for every client
A template for each kind of event you run
The problem A new client starts from a copy of the last event, and the copy carries the previous client's leftovers.
What you do Pick the template for that kind of event and adapt it to the client: wedding, company event, local festival, private party.
The result The new event starts clean, with its sections already in place.
Who does what, and on which event
The problem The deadlines of three different events live in the same head, and nobody can say how far along the event you are not looking at has got.
What you do Each task lives inside its own event, with one person in charge and a date.
The result Open the event and you see what is missing there, without rereading the others.
One budget per client, kept aside
The problem One file per client, and the risk of updating the wrong one.
What you do The budget and the expenses sit inside that client's event, with the costs split between the people carrying them.
The result What has been spent on that event is read inside that event.
The table plan, redone without starting over
The problem The table layout changes until the last day, and the versions pile up.
What you do Move people between tables by dragging them, inside the event they belong to.
The result The plan you take into the room is the one you updated last.
Replies you do not have to copy out
The problem The client sends the names in pieces, and you keep a list by hand that changes every day.
What you do You send the invitation with a link to reply, and you let a poll pick the date.
The result The list of who is coming updates itself, event by event.
For people who organise for a living, not once a year
A new client
Start from the template for that kind of event, add the client's guests and open their budget.
An event that comes back every year
Take last year's event as the template: the tasks and the cost lines are already written.
An event with many suppliers
Each supplier becomes a task with a person in charge and a date, and a line in the expenses of that event.
An event is teamwork
More than one person can work on an event: anyone who already has a Play the Event account can be appointed a collaborator on that event, and from there they edit it, invite people and record expenses.
Client event → Guests: invitations, replies, date poll · Programme: each task with its owner and its date · Money: budget, expenses, cost splitting · Room: tables and seats
A collaborator needs an account already: by email you invite the person as a participant, and you appoint them once they have signed up. A collaborator cannot delete the event. If your studio needs more than this, write to info@playtheevent.com.
What we do not do
We do not book the rooms for you and we do not deal with the suppliers ourselves: here you organise, the relationships with suppliers stay yours.
Many clients. Events that never get mixed up.
Begin with one client only: bring in the event you are working on right now and see where it lands.
See the page for people who organise for a living
Your account closes when you decide. Write to info@playtheevent.com with any question: the answer comes within 2 working days.