An Alternative to Your Outdated Function Sheet Software
In event planning, the function sheet can often become the output of hundreds of hours of work. It outlines every event logistic, every menu, every mic, and every chair.
But let’s be honest, function sheet software is often homegrown out of tabs in workbooks, or a merge document that makes for a very ridgid, very labor-intensive process.
If you’re still managing them in spreadsheets or PDFs, you know how fragile the process is. One missed update, one wrong version, one last-minute change—and suddenly you’re running damage control instead of the event.
You shouldn’t need a workaround to stay organized. You need a better system.
What’s the problem with Function Sheet Software in 2025?
Well first, it doesn’t really exist, and the few tools on the market that are actually specialize in function sheets are glorified word editing software that lacks integrations with your overall production plans and budget.
Traditional function sheets were built for printouts, not live production. In 2025, we plan dynamic events that have to be able to adapt to last minute pop-ups and late-in-the-game changes. Events today, are anything but set-it-and-forget it.
Common issues include:
Edits that don’t reach the right people
Separate documents for specs and budget
Manual duplication across days or rooms
No way to track changes or history
Confusion over which version is “the one”
This makes event logistics harder than they need to be.
How Pholeo Reimagines the Function Sheet
Pholeo doesn’t just digitize your spec sheet—it connects it to everything else.
You can:
Build out setups, menus, A/V, and decor in one place
Automatically tie every item to your budget
Share real-time updates with the right team members
Track edits, assignments, and statuses
Keep vendors focused only on what they need to see
This means no more tab-hopping, no more late-night texts asking “Did we update the Sunday lunch?” It’s all there. Clear, connected, and live.
Why Event Planners are Building Function Sheets in Pholeo
The platforms that dominate the event tech space—like registration or content tools—don’t support the real work that happens behind the scenes. Agencies and associations who plan multiple events a year are looking for something built specifically for logistics.
That’s where Pholeo fits in.
We created it for planners who need to stay ahead of change, not constantly react to it. The people running site visits, juggling vendors, and updating specs on the fly. The ones who live in the details.
Built for logistics-first planning:
Pholeo is purpose-built for managing the operational details behind conferences, meetings, and live events. Instead of forcing planners to use spreadsheets or generic project management tools, Pholeo focuses specifically on what function sheets are supposed to track.
Live logistics builder:
Create and update room setups, A/V, food and beverage, décor, and staffing in real-time—no version control headaches
Budget-integrated planning:
Every line item in your function sheet automatically ties to your working event budget. No double entry. No missed costs.
Role-based visibility:
Easily assign and share updates with specific team members or vendors. Everyone sees only what they need, when they need it.
Production-ready outputs:
Generate clean, exportable specs that mirror traditional function sheets—but smarter, searchable, and always up to date.
Want an alternative to your Function Sheet Software?
We’re not here to replace everything you use. Just the parts that are slowing you down.
If your current function sheet is starting to feel like a liability, we’d love to show you how Pholeo can help.
