Business Challenge
Event planning required coordination between numerous tools — spreadsheets for timelines, email for guest lists, messaging apps for vendor communication, and printed seating charts. This led to:
- Inconsistent guest communication and last-minute RSVP issues
- Lack of a centralized tool for planning and scheduling
- Delays in sharing event updates and logistical details with guests
- No digital experience for guests beyond email invites
- High manual effort from planners to manage check-ins, dietary preferences, and post-event follow-ups
The agency wanted to move away from fragmented workflows and provide clients with a personalized, technology-enabled event experience from planning to execution.
Solution
The agency was already running complex events involving multiple teams and third-party partners. Instead of introducing completely new workflows, we focused on supporting how they already operated — just in a more structured and manageable way.
Each event had a lot of moving parts: internal approvals, vendor coordination, guest communication, and last-minute updates. To help the team stay organized, we created a single space where they could map out timelines, track tasks, and see where things stood at any moment. This reduced the number of calls and spreadsheets needed during the planning phase.
On the guest side, we added a mobile app that carried the event’s visual identity. It gave attendees access to everything they might need — like venue directions, itineraries, and any last-minute changes. After the event, the same app allowed the agency to share media and stay in touch without switching tools.
Guest responses used to arrive in different formats — emails, forms, calls. We made RSVP collection easier by building in all the extra fields they often needed, like meal preferences or plus-one info. Internal teams also needed control over who could see or edit what, so we included flexible access settings.
The system wasn’t designed from scratch — it was built to match the agency’s real way of working, just with fewer manual steps and better visibility.
Key features of the platform include:
📋 Event Dashboard & Timeline Planner – manage event milestones, vendor tasks, and planning timelines in one place
📱 Custom-Branded Mobile App – share real-time updates, maps, itineraries, and galleries with guests
📨 RSVP Management & Guest Tracking – automate invitations, confirmations, and guest-specific info collection
🧑🤝🧑 Guest List & Contact Management – organize contacts and send targeted communication before/during/after events
🔔 Notifications & Reminders – automatic email/push updates for guests and planners
🎟️ Ticketing & Check-In (Optional) – generate digital passes with QR codes for on-site access
🖼️ Media Gallery & Post-Event Sharing – allow guests to revisit the event experience through uploaded content
🔐 Privacy Controls & Access Management – protect sensitive event data with role-based access and invitation-only entry
Project Stages
- Discovery & Planning: Mapped out agency workflows and guest experience expectations
- Design: Created mobile-first UI for both planners and guests, with branding flexibility
- Development: Implemented modular features for event management, guest flows, and notifications
- Pilot & Rollout: Launched for key events and refined based on real-time usage feedback
Business Outcomes
- 60% less manual coordination through automation and centralized planning
- 100% RSVP collection via digital invites and reminders
- Enhanced guest satisfaction with personalized mobile experiences
- Increased engagement post-event through shared media galleries
- Secure access controls across different event types and user roles
Technologies Used
Vue.js: Web admin dashboard and event configuration interface
Flutter: Cross-platform mobile apps for guests and planners
Node.js / MongoDB & PostgreSQL: Backend logic and event/guest data management
WebSockets: Real-time updates for timelines and event changes
Google Maps API: Venue mapping and location-based information
REST / GraphQL APIs: Integrations with ticketing, CRM, and media platforms
Need a Similar Solution?
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