The most successful events happen when planners understand that chaos isn't a failure of systems, rather, it is the nature of live production. The goal isn't to eliminate chaos. It's to manage it so effectively that no one else knows it's happening.

Why does corporate event catering start at $250 per person? Jodi Fyfe, CEO of Chicago's Paramount Group and 15-year veteran of high-end event production, breaks down the real costs behind off-premise catering. From the hidden equipment expenses corporate planners miss to the dozens of staff members required for a seamless 50-person dinner.

Event logistics is often misunderstood as a checklist problem: book rooms, order food, schedule sessions, repeat. But anyone who has planned a large association conference knows the truth: logistics is where strategy, risk management, and human judgment collide.

Kicked off a great convo with Jack Voorhees about the realities of small but mighty association event teams. Jack shared his accidental path into event planning, the impact of COVID layoffs, and what it’s like to manage major conferences with lean teams.

Event planning has never lacked tools , it’s lacked systems that scale with reality.

Spreadsheets, shared drives, PDFs, and email threads still form the backbone of most event operations. And while these tools technically work, they collapse under pressure the moment complexity increases: more stakeholders, more venues, more vendors, tighter timelines, higher expectations.

Listening isn’t just a skill, it’s the heartbeat of innovation. Sean Whalin built HopSkip by obsessively listening to event planners, shaping a solution that truly solves real pain points and evolves with feedback.

The events industry is experiencing a massive technological shift. AI tools, automation platforms, and “all-in-one” event tech promise faster workflows, cleaner data, and fewer spreadsheets. But as Gregory Perrine, Founder & CEO of Pholeo and eGuide, explains in the Season 2 kickoff of Event Logistics Lab, speed alone doesn’t solve the real problems planners face.

Kick off Season 2 of Event Logistics Lab with co-founders Gregory Perrine and Rocio Aldana as they dive into Gregory's origin story, the evolution of Pholeo, and the state of event logistics. This candid episode covers everything from tech innovation and AI to authentic leadership.

If you’re searching for alternatives to Cvent, you’re likely wrestling with real-world logistics: venue specs, BEOs, last-minute changes, and budget accuracy under service charges and taxes. Let’s breakdown why teams and venues are using Pholeo to power their event logistics and build efficiency into their processes.

In this practical walkthrough, Gregory starts from a blank build and shows how to set up rooms and setups, add menus and rentals with real service notes, and switch on the right taxes and fees so the math is right the first time.

Most function sheet tools are just glorified templates. Pholeo is different. It connects your specs, budget, and team in one place—so you can stop juggling spreadsheets and start planning smarter

Still managing your event logistics in spreadsheets? You’re not alone—but you do have better options. This blog compares leading platforms like Cvent, Whova, Trello, and more, and introduces Pholeo: the only tool purpose-built to replace the spreadsheets behind your AV, F&B, schedules, and staffing.

In the world of conference planning, one wrong formula or missed update in a spreadsheet can derail an entire program. This post sheds light on the hidden vulnerabilities of spreadsheet-based workflows—from accidental data loss to communication breakdowns—and how Pholeo’s purpose-built platform keeps teams aligned, organized, and in control.

Discover how Pholeo simplifies communication and BEO management with a structured, scalable platform built for event planners. From real-time alerts to polished PDF outputs, Pholeo makes vendor collaboration smooth, consistent, and efficient.

Every missed update or conflicting spreadsheet erodes something bigger than your timeline: trust. In this post, we unpack the often-overlooked relationship damage caused by spreadsheet dependency and explore how Pholeo creates transparency, accountability, and real-time clarity for stronger vendor and stakeholder partnerships.

Discover how Pholeo streamlines onsite event production without a single printed page. In this behind-the-scenes look at our sample DemoCon 2025, see how real-time updates, budget-linked services, and seamless team coordination make paperless planning a reality.

What starts as a tidy digital spreadsheet often turns into a printed mess the moment you hit the show floor. In this post, we explore the common pitfalls planners face when bringing spreadsheets onsite—from version confusion to last-minute changes—and how Pholeo helps teams stay agile, aligned, and stress-free in the heat of production.

Discover how embracing transparency in your event planning process can eliminate version confusion, build trust with stakeholders, and keep your entire team aligned. Learn how tools like Pholeo’s activity tracking and labeling make real-time collaboration seamless and stress-free.

Let’s be honest—most event vendors aren’t combing through your spreadsheet tabs to find the information they need. In this post, we break down why traditional spreadsheets often fail as collaboration tools, and how Pholeo’s structured, real-time system ensures the right details reach the right people—without the back-and-forth.

Collaborative spreadsheets help you work together, but they don’t solve version control problems. Learn how smart change tracking and built-in audit logs can save hours of confusion and ensure your event production stays accurate and up to date.