Project management for event agencies
Coordinate your suppliers and track preparations to stay in control of your events.
No credit card required
A tool to coordinate your event team
Keep a clear overview of upcoming events, suppliers to coordinate and setup requirements. In an event agency, you need to move several projects forward while keeping track of venue availability and pending decisions. Otilus helps you assign responsibilities, from the initial proposals through to event day, with everyone on your team involved.
A conference is awaiting speaker confirmations, a wedding needs a revised seating plan and a trade show is approaching without approval for the technical equipment. Between programme changes, caterers’ responses and venue access restrictions, pending items pile up. An event may seem ready even though a booking or an essential instruction for the team on site is still missing.
In Otilus, each card represents a project: a business gathering, a private reception or a public event. Columns show its phases. You can easily identify events being planned, those approaching setup and those currently on hold. Card types distinguish your services, helping you find Conference or Wedding projects when preparing a team update.
Kanban: Visualise your events and their progress, from the initial concept through to event day.
GTD: Organise each event’s tasks, notes and files to coordinate preparations.
Gantt: See event phases and deadlines together in a timeline view.
Workflow: Automatically create tasks based on the card type and phase.
Inside each card, you detail the actions to take:
confirm speakers, book equipment, share schedules or check technical access. Task assignments make it clear who is responsible, while deadlines help organise preparations around the event date. Notes and attachments bring together the programme, venue plans and instructions the team needs. You have a shared framework for coordinating project managers, technical managers and suppliers, while keeping each event’s specific requirements in view.
An example board for tracking your events
Here is a customisable setup example for an agency that organises business gatherings, receptions and private events. Each card represents an event, with its own tasks and deadlines. The five columns provide an overview of progress, while the six card types distinguish the services you offer. You can adapt their names to your organisation, your team’s responsibilities and the preparation stages you use for each project.
Phases that match the way you work
In this example, Concept, Planning, Setup and Event help you track projects through to event day. The On hold column highlights projects awaiting venue confirmation or a budget decision.
A few examples of project types: define your own!
- Conference: organising a gathering with speakers, a themed programme and attendee reception.
- Opening ceremony: preparing an official opening for guests, partners and representatives.
- Trade show : organising a business event with exhibitors and visitors.
- Evening event/Gala: designing a reception that combines catering and entertainment.
- Wedding: organising a private celebration for family and friends.
- Seminar: designing a gathering that combines working sessions and discussion.
Scenarios and workflow:
customise your project automation
1️⃣ The trigger
An annual partner gathering takes shape in Concept. Once the client approves the programme and budget, the project manager moves its card to Planning to prepare the conference with suppliers.
You can configure a scenario for cards of the Conference type when they enter Planning. Otilus uses this combination of card type and entry into the column to create the predefined tasks. You choose the actions to prepare, their assignees and their priorities according to the event programme and the roles within your team.
2️⃣ The actions (workflow)
Otilus automatically creates the tasks defined in the scenario:
- confirm the invited speakers
- book the sound system and microphones
- prepare the conference programme
- send schedules and access details to the suppliers involved.
These actions are assigned to the selected team members:
the project manager handles speakers, the technical manager handles equipment and the coordinator shares practical information. You customise the tasks, their assignees and their priorities for each event.
3️⃣ The result
The conference enters the planning phase with clear actions and responsibilities. Each team member checks their tasks, instructions and supporting documents, then marks completed actions as done.
The project manager identifies the preparations needed before suppliers arrive at the venue.
The team confirms bookings and shares practical instructions. Once preparations are complete, the project manager manually moves the card to Setup. If venue confirmation is still pending, they move the project to On hold so everyone can see what is blocking progress.
An approach suited to professionals who coordinate events
This board can also suit a congress organiser, a business travel agency, an event venue, an event production company or an in-house events team. These professionals coordinate speakers, equipment and deadlines around a shared event date. They need to share instructions, track confirmations and prepare to welcome attendees. Card types can reflect the six services shown, depending on their activities. Phases can be adjusted to their organisation, responsibilities and the requirements of the venues hosting their events.
Coordinate your events, suppliers and preparations in a board tailored to your event agency.
No credit card required