01
Event enquiries
Collect date, venue, format and needs for initial review.
Discuss this workflowEvent businesses
From first enquiry to setup, with decisions and suppliers aligned.
Dates, proposals and supplier confirmations must follow client decisions. Organise a working checklist for each event.
When several teams and sites need coordination
For operations, location and shift managers coordinating several teams.
Where the work happens
Concurrent events, venues and supplier teams.
Situations worth reviewing
- A change affects kitchens, reception, service or delivery and people receive different versions.
- Shift and site records reach managers incomplete.
- Managers combine updates from several locations to find outstanding work.
What to measure in a first pilot
- Team handoff time
- Requests with missing details
- Outstanding work by location or event
Food, hospitality and events
Where we can simplify the work
Examples of what we can improve in your team’s work. Choose a situation you recognize so we can explore a solution that fits your business.
02
Proposals and versions
Connect client selections to the approved proposal.
Discuss this workflow03
Outstanding suppliers
Track availability requests and missing confirmations.
Discuss this workflow04
Setup schedule
Prepare timings and tasks from approved decisions.
Discuss this workflow05
Confirmed change notices
Notify owners of approved changes.
Discuss this workflow06
Closeout and extras
Organise approved extras and supplier documents for final review.
Discuss this workflowOne possible use of AI support
01
Information coming in
Event brief, production notes and agreed supplier changes.
02
AI prepares
Drafts a team-specific summary with owners and differences from the previous version.
03
Your team confirms
Production checks timing, dependencies and commitments before distributing the plan.
This scenario is an idea to evaluate during the process review. The choice of simple rules, integrations, custom software and AI depends on the process, data and intended outcome. The first test measures time, errors and review effort.
Then we test one concrete improvement
We choose one process, team or group of sites. We define what should change, implement the improvement and compare work before and after, including exceptions and effort required to use it.
One event and its decision, supplier and setup checklist.
What stays with your team
I start with your existing tools and review exceptions with you. Decisions and messages that require approval stay with your team.
What the process review can lead to
A connection between systems, an internal tool built from scratch or an improvement to an existing workflow. Dashboards, calendars, chatbots and websites are options selected around the process.
Workflow dashboard
See “Event enquiries” and “Setup schedule” by team, site and owner. Surface blockers, missing decisions and tasks ready for the next step.
Discuss this workflowScheduling and bookings
Book venue visits and planning meetings with event owners. Connect the booking to its assigned team and site information.
Discuss this workflowCustomer enquiry chatbot
An assistant that answers from approved service and opening information, collects the example enquiry and hands off requests needing a person. We start with administrative questions.
Discuss this workflowCustom website
Show formats and real events with event-specific briefs and proposal requests.
Discuss this workflowFrom an idea to a working improvement
I am Hugo. Once we identify an improvement worth making, I observe the process with your team and implement the solution. This can simplify a procedure, connect existing systems or build a tool from scratch.
01
Observe the work
On site or in a working session, I follow a real process: who does what, which information they receive and where time is lost. We collect examples and a starting measurement.
02
Design the improvement
We identify unnecessary steps and broken handoffs. We choose one improvement with defined scope, owners and measures, making use of tools that already fit.
03
Build and support
I configure an integration, automate a handoff or build a custom tool. We test with your team, adjust exceptions and track the result in everyday work.
Event businesses
Would any of these ideas help your business?
Tell me in one sentence which task you would like to improve. We can start with that example to work out what would help and what the first concrete result could be.
Choose one of the examples above or describe another situation your team faces.