Event Logistics in a Tech-Accelerated World
Why Faster Tools Still Require Better Decisions
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.
What’s missing isn’t more technology—it’s better decision-making in context.
Event Logistics Is Still Fragmented
Despite the explosion of event technology, most planners still rely on disconnected tools: spreadsheets for food & beverage, PDFs for contracts, emails for staffing, and separate systems for AV, rooms, and vendors. This fragmentation creates risk.
Greg highlights a core industry truth:
“We’ve optimized the attendee experience with technology, but the planner is still stitching everything together manually.”
When logistics live in multiple formats, even the best AI tools struggle. Without structured, trusted data, automation can’t reliably support decisions—and errors compound quickly on-site.
AI Is Fast but Context Is What Prevents Costly Mistakes
AI excels at pattern recognition and speed. It can summarize documents, draft run-of-shows, and analyze large data sets in seconds. But Greg is clear: AI doesn’t understand why decisions are made.
In real-world event operations, context matters:
A staffing ratio changes based on room flow
Food quantities depend on audience behavior, not just headcount
Room sets affect AV timing, accessibility, and labor costs
These aren’t abstract variables—they’re experience-driven decisions. Technology can assist, but it can’t replace the planner’s judgment.
Structured Data Is the Foundation of Smarter Events
One of the strongest themes in Greg’s interview is data integrity. Event planners don’t need more dashboards—they need clean, structured inputs that tools can actually work with.
When specs, menus, room sets, and staffing plans are standardized:
AI tools produce more accurate outputs
Teams reduce last-minute changes
Post-event reporting becomes meaningful, not performative
This shift—from reactive documentation to proactive logistics systems—is where modern event operations are headed.
The Future of Event Planning Is Decision Support,
Not Automation
The most compelling insight from Greg’s conversation isn’t about replacing planners—it’s about supporting them. The next generation of event tech won’t eliminate human involvement; it will reduce cognitive load so planners can focus on strategy, risk mitigation, and experience design.
In a tech-accelerated world, the competitive advantage isn’t who has the fastest tools—it’s who makes the best decisions under pressure.
Want to hear more?
Listen to the episode above to hear Gregory Perrine and Rocio Aldana 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.
The unique journey behind Gregory Perrine, from creative beginnings to tech entrepreneur and co-founder of Pholeo
How Season 2’s podcast structure came together more organically, focusing on connecting industry dots and AI’s evolving impact
Insights into eGuide’s and Pholeo’s origin stories—and what sets them apart for event pros
A candid discussion on authentic leadership, intersectionality, and building diverse founder networks
How creativity, music theory, Dungeons & Dragons, and technology fuel innovation for better event logistics
