Rethinking the Event Operations Manual

When most people hear “Event Operations Manual,” they think PDF. Maybe a few shared folders. Possibly a last-minute Google Doc called “FINAL_FINAL_v3”.

Recently, a major global sporting events organiser reached out to ask:

Could we use Eventflow as our Event Operations Manual, just for coordinating a handful of Event Management Companies (EMCs) around the world?

The short answer: absolutely.
The long answer is where it gets interesting.

A New Kind of Operations Manual

This organiser didn’t need to manage thousands of exhibitors. They needed to coordinate a small group of trusted EMCs, each with their own network of staff, contractors, and suppliers — often 20 to 30 people per company.

That’s where Eventflow excels. Each EMC logs into its own secure workspace within Eventflow, where they can onboard team members, complete forms, upload required documents, and stay on top of operational tasks from a single, easy-to-use dashboard. No shared drives. No confusion. No chasing.

Because Airtables and WhatsApp Only Get You So Far

We hear it all the time: ops teams trying to run major events through a patchwork of Airtables, WhatsApp chats, and shared drives. It works… until it doesn’t.

The moment deadlines start slipping or someone misses the “latest version,” things unravel fast. Eventflow brings all those scattered tools into one connected system. Everything from forms to files, tasks to team updates, lives in one place, with proper permissions and real accountability.

It’s built for the same flexibility you love in tools like Airtable, but with the structure and reliability that high-pressure events demand.

Built for Flexibility

Eventflow isn’t tied to a single use case. You can rename, restructure, and relabel everything to fit your event’s workflow, whether that’s “Event Partners,” “Delivery Teams,” or “EMCs.”

It’s a system built around your terminology, not ours.

And because every part of the platform is collaborative, each EMC can manage its own progress, invite team members, and complete their tasks independently. This frees up your ops team to focus on what actually matters: running a smoother, more efficient event season.

A Living, Collaborative “Event Bible”

Traditional operations manuals go out of date before the first contractor hits the ground. Eventflow keeps everything current and centralised.

• Each EMC gets a branded portal that looks and feels like your event, not a third-party tool.
• Every user sees only the pages, forms, and tasks that apply to them.
• Task lists and automated chasers keep everyone on schedule.

It’s your entire operational plan, turned into a dynamic, interactive workspace that scales naturally as your team or your season grows.

Real Collaboration, Real Efficiency

Even a few EMCs can mean hundreds of people working across different time zones, languages, and deadlines. Eventflow makes coordination effortless.

• Automated chasers send branded reminders only to teams who need them.
• Live progress tracking shows who’s on top of things (and who’s still “reviewing internally”).
• Custom team types ensure each partner sees only what’s relevant to them.

The result is less admin, fewer missed deadlines, and more time for the big picture.

The Future of Event Operations

Whether you’re managing five EMCs or fifty, your operations deserve more than a spreadsheet and a group chat. Eventflow transforms your Event Operations Manual into a living collaboration tool designed for global teams and complex events.

Because your ops team didn’t sign up to be full-time email chasers! Try for free today.