GLOBAL EVENT AUTOMATION CASE STUDY 1
Global Event Automation For Multiple Team Members
*One of the Most In-Depth Event Systems I’ve Built in the last 4 Years*
At IBTM Barcelona I got to join Julius Solaris and Stephenie Lintl-McLean on stage to talk about AI and automation in events.
On my return I officially handed over one of the most comprehensive systems I’ve created. It starts with a simple Google Form...
...and ends with an event fully automated down to every detail. With tasks routed to the appropriate departments and a clear list of any remaining manual actions.
This system supports a global team handling more than 70 events per year, where efficiency is essential.
✅ What it does do
- Automates heavy lifting and repetitive admin work
- Streamlines communication across multiple departments & stakeholders
- Assigns tasks automatically based on roles and responsibilities
- Captures essential data in a consistent, structured way
- Reduces errors, delays, and unnecessary back-and-forth
- Creates clarity on timelines and expectations from the start
- Leaves only unavoidable manual tasks for the team to complete
❌ What it doesn’t do
- This system does not replace experienced event managers.
- It does not replicate the judgment required to ask the right questions when booking or confirming a venue,
- the ability to foresee contingencies,
or the intuition gained from years of working with diverse venues, stakeholders, and situations.
- It also doesn’t remove the human nuance needed in real-world event execution.
🚀 What it should do
- Create a clear, consistent, and scalable process
- Ensure all expectations and requirements are gathered and communicated properly
- Eliminate unnecessary manual work
- Support teams rather than replace them
- Provide a strong operational foundation that improves with each event.
You'd be amazed how short the tech stack was that we've used to create this, if you want more details comment 🤓
This is a sneak peek of the process ⬇️
GET AUTOMATION READY
Here are four videos to help you set up your triggers, programs, and systems—so you’re fully prepared to build kickass automations for your role or company.
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SEE AUTOMATION IN ACTION
Discover exactly how we automated Event Coordination using Google Systems. Read the full case study—and access the "Automation Ready" 4-part video series waiting for you at the end.