Function sheet
Gala Dinner & Leadership Awards
- Date
- Thu, Oct 15 · 7:00 PM
- Location
- Aspenglow Ballroom
- Guaranteed
- 620
- Set
- 62 rounds of 10
$ event-logistics-software --the-operating-layer
“Honestly, most of it is in my head.”
A conference planner, on a Spec Sync call
Pholeo is the operating layer behind registration. Specs, BEOs, F&B, space, budget, vendors and the onsite plan on one record that stays current, so the event stops living in a workbook and a memory.
- “We have a spreadsheet for the budget, then we build a new spreadsheet for the specs.”
- “My BEOs come back not looking like my spreadsheet.”
- “Right now my internal spreadsheet is the most updated thing.”
- 01/ Board
- 02/ One function
- 03/ Space
- 04/ BEO
- 05/ Onsite
What one record changes
The event is one set of facts. Every sheet, plan and screen is a view of it.
- 01
One record per function
The room, the set, the counts, the menu, the AV and the budget lines live on the function.
Change the room on the Tuesday lunch and the function sheet, the space plan, the budget and the phone on the floor all reflect it. Nothing is rekeyed, because nothing was copied.
- 02
Four ways to work it
Board, grid, agenda and space are the same program, read four ways.
Drag cards when you are triaging. Work the grid when you are entering fifty counts. Read the agenda when you are walking the day. Open space when two sessions want the same ballroom.
- 03
Outputs are reports
Function sheets, BEO-ready prints and exports are generated from the record.
The venue, the AV house and the caterer each get the version of the truth they need, in the layout they expect, with a log of who changed what and when. Nothing is pasted into a PDF the night before.
- 04
Behind registration
It sits behind the registration platform and beside the tools you keep.
Registration manages attendees. Pholeo manages what has to be true for the event to happen. Most teams start from the master workbook they already have, import it, and let Pholeo hold the current version from there.
See it on your own spec
A Spec Sync builds your first board from one real BEO or function sheet.
Try it on one function
Change the count. Watch what follows.
Thursday’s gala is one record. The sheet, the BEO line, the budget and the phone on the floor are four views of it. Nothing below is re-keyed.
BEO · Cascade Ridge Banquets
Order #BEO 4431
| Gala Dinner, three-course plated | 620 × $135 |
| Wine service with dinner | 620 × $28 |
| Order total | $101,060 |
Room on the order: Aspenglow Ballroom
Budget · Food & Beverage
Gala Dinner
- Approved estimate
- $101,060
- Committed
- $101,060
- Variance
- —
Rolls up to the F&B area and the event total.
Onsite · Maya’s phone
Gala Dinner & Leadership Awards
Aspenglow Ballroom · 7:00 PM
Guaranteed
620
Rounds
62
- Change something above. The office’s edit lands here, with who and when.
“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
Five stars on G2
Case study · ASIS GSX
“It’s faster. It’s more accurate. And I don’t have to chase the details anymore.”
ASIS International moved GSX’s specs, budget and reconciliation into Pholeo, and ran the show onsite without binders for the first time in fifteen years.
Lauren Koleszar, CMP
Meetings Manager, ASIS International
FAQ
Questions planners ask about event logistics software.
Straight answers. If yours is not here, ask it on the Spec Sync.
What is event logistics software?
It runs the production side of an event: specs, function sheets and BEOs, F&B and counts, space, budget and reconciliation, vendors and the onsite plan. Registration and attendee platforms sit in front of it. Logistics software sits behind them, where the work lives once registration closes. Pholeo is built for that layer.
How is Pholeo different from Cvent, Stova or Cadmium?
Those platforms manage attendees: registration, housing, sessions, marketing. Pholeo manages what has to be true for the event to happen, and it works alongside them. Many teams keep their registration platform exactly as it is and move the specs, BEOs and budget into Pholeo.
Do we have to give up our spreadsheets?
No. Most teams start from the master workbook they already have: import it, work the record in Pholeo, and export to Excel or CSV whenever someone needs a sheet. What changes is which copy is current, and who has to keep it that way.
How do the venue, the caterer and the AV house get their version?
Function sheets, BEO-ready prints and exports are generated from the live record in the layout each partner expects. A portal can give a client or sponsor a single link to approve from, with a feedback thread instead of a reply-all. Every change is logged with who and when.
What happens onsite?
Pholeo Onsite, the iOS and Android app, puts the program on every phone on the team and updates it as the office changes it. Mark a function complete, add a photo of the set, leave a comment the office sees immediately.
How do we start?
With a Spec Sync. Share one real spec, a BEO, a function sheet or the F&B master, and we build your first board from it with you, so the first thing you see in Pholeo is your own event.
What does it cost?
Pricing is per conference, in three packages, and it is published. Most teams start with one event and add the rest of the calendar once the first one has run.
Bring the event out of your head.
Share one spec and we will build your first board with you.