$ case-studies --in-their-words

Planners who stopped chasing the details.

Two association teams, two very different conferences, the same move: the event out of the workbook and onto one record. Told in their words, with the numbers they reported.

ASIS International

“It’s faster. It’s more accurate. And I don’t have to chase the details anymore.”

Lauren Koleszar, CMP · Meetings Manager, ASIS International

24–36hours
saved reconciling the AV, décor and F&B bills
6–8hours per invoice
was what each major bill took to parse and recode, before
3.5months out
when version one of the spec packet reached vendors

Read the storyFigures as Lauren reported them for GSX. Every event is different, and so will yours be.

URMIA

“For 25 years I was stuck translating spreadsheets and mail merges into something venues could understand. Pholeo changed that.”

Jack Voorhees · Senior Director of Events, URMIA

50%+less time
on meeting spec planning
0revisions
on the BEOs sent to the venue
1lead planner
for 850 people in the room and 300 online

Read the storyFigures as Jack reported them for URMIA’s annual conference. Every event is different, and so will yours be.

“It’s just me. We eliminated six positions last February. I can’t do another planning cycle like 2025.” · An association planner
“I have to reconcile every single hotel bill. All 26 hotels sent me a PDF of our invoice.” · A conference planner
“Right before show, it’s kind of like, okay, does my BEO match your BEO?” · An F&B lead
“I carry around a 10 pound binder with everything printed out.” · An onsite planner
“It’s just me. We eliminated six positions last February. I can’t do another planning cycle like 2025.” · An association planner
“I have to reconcile every single hotel bill. All 26 hotels sent me a PDF of our invoice.” · A conference planner
“Right before show, it’s kind of like, okay, does my BEO match your BEO?” · An F&B lead
“I carry around a 10 pound binder with everything printed out.” · An onsite planner

More voices

What they say when we are not in the room.

Builds event orders in a format venues can actually use while keeping a working event space on his desktop. Tracks expenses with service charges and taxes calculated automatically.

Jack V. · Senior Director of Events · via G2

Working with the Pholeo team to execute an event is like having a co-planner at your side. The additional services ensure that my event is show-ready ahead of schedule.

Lee Avery · CMP · via the Pholeo team

Event Logistics Lab · Jack Voorhees

How Small Teams Power Major Association Conferences: Lessons from URMIA’s Annual Event Planning

See it on your own spec

A Spec Sync builds your first board from one real BEO or function sheet.

Your event could be the third story.

Share one real spec and we build your first board from it, with you.

Book a Spec Sync Pricing