GLOBAL EVENT AUTOMATION CASE STUDY 1

 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.

- 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

- 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.

- 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.