# Pholeo

> Pholeo is the event logistics platform built by planners who have lived the chaos. It sits behind registration: it is where specs, BEOs, food and beverage, space, budgets, vendor details, onsite execution and reconciliation live once a conference has to be produced. Pholeo Inc. is based in Chicago, IL.

Pholeo is not registration software, not an attendee app and not a generic project-management tool. Its primary competitor is the spreadsheet. Pricing is per conference, with three packages that differ by how much planner-led support is included.

## Core pages
- [Why Pholeo](https://www.pholeo.io/why-pholeo): where the spreadsheet, registration and project tools stop, and what one record of the event changes
- [Pricing](https://www.pholeo.io/pricing): packages billed per conference
- [Book a Spec Sync](https://www.pholeo.io/demo): a walkthrough built from your own specs
- [ASIS GSX case study](https://www.pholeo.io/asis-gsx-case-study)
- [URMIA case study](https://www.pholeo.io/urmia-association-case-study)

## Platform
- [Associations](https://www.pholeo.io/association-event-planners): Simplify annual conference planning with Pholeo’s Signature Service. Our platform combines real-time budgeting, streamlined collaboration, and expert support to
- [BEO & invoice management](https://www.pholeo.io/beo-invoice-event-management): Streamline your event's Banquet Event Order (BEO) and invoice management with Pholeo. Save time, reduce errors, and manage food & beverage logistics effortlessl
- [Specs & function sheets](https://www.pholeo.io/best-function-sheet-software): Discover Pholeo, the best function sheet software for events. Live updates, budget integration, role-based access, and export-ready specs. Built for planners, b
- [Budget dashboard](https://www.pholeo.io/budget-dashboard): Discover how Pholeo's Budget Dashboard simplifies event budgeting with advanced tools for cost-center management, tax automation, and real-time expense tracking
- [Client portals](https://www.pholeo.io/client-portals): Publish the parts of the program a client or sponsor needs to approve, from one link, with a feedback thread and a recorded approval. Pricing and the budget sta
- [Corporate event teams](https://www.pholeo.io/corporate-event-teams): A calendar of annual events, one rollup. Pholeo gives corporate event teams every event on the same budget structure, revenue beside the spend, and a dashboard 
- [Data export](https://www.pholeo.io/data-export): Export your event as an Excel workbook plus a zip of its attachments, one tab per module, whenever you want it. The About tab names anything withheld. It is you
- [Event agencies](https://www.pholeo.io/event-agencies): Pholeo empowers event agencies to streamline logistics, control budgets, and impress clients with real-time collaboration and expert-backed service.
- [Event Builder](https://www.pholeo.io/event-builder): Hand Pholeo the venue contract, the BEO packet or the menus and review a draft board line by line, every value quoting the page it came from. Nothing is written
- [Event logistics software](https://www.pholeo.io/event-logistics-software): Pholeo is the event logistics platform behind registration: specs, BEOs, F&B, space, budget, vendors and the onsite plan on one record that stays current. Built
- [Planning](https://www.pholeo.io/event-planning): Phases and tasks authored as days out, so moving the event moves the plan. Eight views of one plan, and a promote button for when a task becomes something that 
- [Event reconciliation](https://www.pholeo.io/event-reconciliation): Discover how Pholeo simplifies event reconciliation with customizable tools, real-time tracking, and detailed reporting. Save time, reduce errors, and gain clar
- [Reports & prints](https://www.pholeo.io/event-reports): Function sheets, BEO-ready prints, Excel and CSV exports and custom reports from one field catalog over the live event record. Build once, run whenever someone 
- [Custom tax rates](https://www.pholeo.io/event-tax-management): Simplify event tax complexities with Pholeo's platform. Manage service charges, admin fees, and supplier taxes effortlessly for precise budgeting.
- [Food & beverage](https://www.pholeo.io/food-and-beverage-management): Streamline food and beverage planning with Pholeo’s all-in-one event management platform. Manage budgets, track BEOs, and reduce waste for seamless events of an
- [Independent planners](https://www.pholeo.io/independent-event-planners): One planner, several clients. Pholeo gives an independent practice a firm’s structure: one standard across clients, portals clients approve from, and planning s
- [On-site team management](https://www.pholeo.io/on-site-team-management): Streamline your event’s on-site operations with Pholeo. Ensure seamless communication, real-time updates, and team alignment while eliminating paper-based proce
- [Paperless production](https://www.pholeo.io/paperless-production): Eliminate paper waste and streamline event production with Pholeo’s all-in-one platform. Manage timelines, budgets, and documents digitally, with real-time upda
- [Production timelines](https://www.pholeo.io/production-timelines): Streamline your event planning with Pholeo’s dynamic production timelines. Save time with automated scheduling, collaborate seamlessly with your team, and adapt
- [Revenue](https://www.pholeo.io/revenue-tracking): Sponsorship, exhibits and registration revenue by category and stage, recorded against the same event as the spend. Booked and pipeline kept apart, cash and in-
- [Space allocation](https://www.pholeo.io/space-allocation-platform): Streamline event space planning with Pholeo. Assign ballrooms, breakout rooms, and dining areas effortlessly while managing layouts, resources, and last-minute 
- [Supplier management](https://www.pholeo.io/supplier-management): Simplify supplier collaboration and streamline vendor management with Pholeo. Manage budgets, contracts, and logistics with ease, all in one interactive platfor
- [Pricing](https://www.pholeo.io/pricing): three packages per conference
- [Case studies](https://www.pholeo.io/case-studies)

## Other pages
- [Accessibility](https://www.pholeo.io/accessibility): Pholeo's website is built to WCAG 2.2 level AA. What that covers, what we check, what is still being improved, and how to tell us about a barrier.
- [Free PDF Menu to Spreadsheet Converter](https://www.pholeo.io/free-pdf-menu-to-spreadsheet-converter): Free pdf menu to spreadsheet converter for events—turn catering menus & BEOs into clean CSV/Excel in seconds. Export to Google Sheets and speed up event logisti
- [ROI Calculator](https://www.pholeo.io/roi-calculator)

## Blog
- [Why Event Planners Need Data Skills and AI Now More Than Ever](https://www.pholeo.io/blog/event-planners-need-data-skills-and-ai-now-more-than-ever): The events industry has a hard truth to face. For too long, we've measured success by how the room looked, not what it returned.  Julius Solaris joined us on Ev
- [Managing Chaos: The Hidden Operations Behind High-End Event Production](https://www.pholeo.io/blog/turning-chaos-into-seamlessness): 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
- [Turning Chaos Into Seamlessness: Inside High-End Corporate Event Planning](https://www.pholeo.io/blog/from-parking-garage-to-plated-dinner-event-operations-behind-the-scenes): 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
- [How Small Teams Power Complex Conferences: Event Logistics Lessons from Association Planning](https://www.pholeo.io/blog/how-small-teams-power-complex-conferences-event-logistics-lessons-from-association-planning): Event logistics is often misunderstood as a checklist problem: book rooms, order food, schedule sessions, repeat. But anyone who has planned a large association
- [How Small Teams Power Major Association Conferences: Lessons from URMIA’s Annual Event Planning](https://www.pholeo.io/blog/how-small-teams-power-major-association-conferences-lessons-from-urmias-annual-event-planning): Get an inside look at how small teams execute large-scale association events with Jack Voorhees from the University Risk Management and Insurance Association (U
- [From Spreadsheets to SaaS: Why Event Planning Still Breaks at Scale](https://www.pholeo.io/blog/event-logistics-from-spreadsheets-to-saas): 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 tr
- [From Spreadsheets to SaaS: EventTech Founders Talk-Shop](https://www.pholeo.io/blog/from-spreadsheets-to-saas-eventtech-founders-talk-shop): 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 tr
- [Event Logistics in a Tech-Accelerated World](https://www.pholeo.io/blog/event-logistics-in-a-tech-accelerated-world): The events industry is experiencing a massive technological shift. AI tools, automation platforms, and “all-in-one” event tech promise faster workflows, cleaner
- [Event Logistics Is a Decision System](https://www.pholeo.io/blog/event-logistics-is-a-decision-system): 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, an
- [The Event Logistics-First Alternative to Cvent](https://www.pholeo.io/blog/pholeo-vs-cvent-alternatives-to-cvent): Comparing Cvent and Pholeo? See why logistics-heavy teams choose Pholeo as a practical alternative to Cvent for specs, budgets, BEOs, and on-site control.
- [The Best Way to Build Event Specs](https://www.pholeo.io/blog/the-best-way-to-build-event-specs): Build event specs the smart way: spaces, menus, agenda, BEO/MEO exports, and live budgets—all in one flow. See the step-by-step.
- [An Alternative to Your Outdated Function Sheet Software](https://www.pholeo.io/blog/an-alternative-to-your-outdated-function-sheet-software): Still using spreadsheets for your event specs? Pholeo is event function sheet software built for live logistics—real-time edits, integrated budgets, and product
- [Ditch the Spreadsheet: Comparing Modern Event Planning Tools and Why Pholeo Is Built Different](https://www.pholeo.io/blog/ditch-the-spreadsheet-comparing-modern-event-planning-tools-and-why-pholeo-is-built-different): Tired of managing events in Excel? Compare top event planning tools like Cvent, Bizzabo, Monday.com, and discover why Pholeo is built for logistics.
- [Clear Communication, Smooth Production: How Pholeo Makes Vendor Collaboration Simple](https://www.pholeo.io/blog/stop-version-control-headaches-how-smart-change-tracking-simplifies-event-planning-zb84g-9dksa-4wkbg): Discover how Pholeo simplifies communication and BEO management with a structured, scalable platform built for event planners. From real-time alerts to polished
- [From Digital to Disaster: What Happens When Spreadsheets Go Onsite | The Spreadsheet Series](https://www.pholeo.io/blog/from-digital-to-disaster-what-happens-when-spreadsheets-go-onsite-the-spreadsheet-series): Spreadsheets might work during pre-planning, but once you’re onsite, they fall apart. Discover why static files can’t keep up with real-time changes—and how Pho
- [Goodbye, Paper: How Pholeo Makes Onsite Event Production Seamless](https://www.pholeo.io/blog/stop-version-control-headaches-how-smart-change-tracking-simplifies-event-planning-zb84g): 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-
- [Losing Trust: The Silent Cost of Spreadsheet Dependence | The Spreadsheet Series](https://www.pholeo.io/blog/losing-trust-the-silent-cost-of-spreadsheet-dependence-the-spreadsheet-series): When spreadsheets become the backbone of your event planning process, trust erodes fast. Learn how version control issues, missed updates, and miscommunication 
- [The Hidden Risks of Spreadsheets in Conference Planning](https://www.pholeo.io/blog/the-hidden-risks-of-spreadsheets-in-conference-planning): Spreadsheets may seem harmless, but in high-stakes conference planning, they can introduce major risks. Explore how simple errors, outdated files, and lack of s
- [Why Transparent Collaboration is the Secret to Smoother Event Planning](https://www.pholeo.io/blog/stop-version-control-headaches-how-smart-change-tracking-simplifies-event-planning-zb84g-9dksa): Discover how embracing transparency in your event planning process can eliminate version confusion, build trust with stakeholders, and keep your entire team ali
- [Why Your Vendors Don’t Open Your Spreadsheet | The Spreadsheet Series](https://www.pholeo.io/blog/why-your-vendors-dont-open-your-spreadsheet-the-spreadsheet-series): Tired of vendors missing key details hidden in your event planning spreadsheets? Learn why traditional tools fall short—and how Pholeo helps planners communicat
- [How to Escape Spreadsheet Tab Overload: Simplify Event Planning with Smart Keyword Search](https://www.pholeo.io/blog/how-to-escape-spreadsheet-tab-overload-simplify-event-planning-with-smart-keyword-search): Tired of managing events with endless spreadsheet tabs? Learn how modern event planning software replaces tab overload with fast, keyword-driven search. Discove
- [Say Goodbye to Formula Errors: How Automated Service Charges Transform Event Planning](https://www.pholeo.io/blog/say-goodbye-to-formula-errors-how-automated-service-charges-transform-event-planning): Tired of losing hours to spreadsheet formula errors? Learn how automated service charges and tax calculations help event planners create accurate budgets withou
- [Stop Version Control Headaches: How Smart Change Tracking Simplifies Event Planning](https://www.pholeo.io/blog/stop-version-control-headaches-how-smart-change-tracking-simplifies-event-planning): Collaborative spreadsheets aren’t enough to manage event production. Learn how built-in change tracking and activity logs help planners eliminate version contro
- [Tab Overload Isn’t Organization | The Spreadsheet Series](https://www.pholeo.io/blog/tab-overload-isnt-organization-the-spreadsheet-series): Think your color-coded spreadsheet keeps you organized? Think again. Explore how tab overload creates confusion, bottlenecks, and hidden risks for event planner
- [The Formula Fail That Almost Sank My Budget | The Spreadsheet Series](https://www.pholeo.io/blog/the-formula-fail-that-almost-sank-my-budget-the-spreadsheet-series): Spreadsheets don’t alert you when formulas break. Discover why relying on Excel can lead to hidden budget errors that cost thousands—and how event planning soft
- [Version Control Chaos: When FINAL_v3 Isn’t Final | The Spreadsheet Series](https://www.pholeo.io/blog/version-control-chaos-when-finalv3-isnt-final-the-spreadsheet-series): Tired of managing endless versions of your event spreadsheets? Learn why version control breaks down in Excel and Google Sheets—and how modern event planning so
- [How to Build a Conference Budget in Minutes Using Pholeo](https://www.pholeo.io/blog/how-to-build-a-conference-budget-in-minutes-using-pholeo): Still using spreadsheets for event budgeting? Discover how Pholeo helps event planners build accurate, real-time conference budgets in minutes—not weeks.
- [Smarter Conference Budgeting Starts Here: Your 10-Minute Jumpstart for 2025 Events](https://www.pholeo.io/blog/smarter-conference-budgeting-starts-here-your-10-minute-jumpstart-for-2025-events): Explore average event budgets by type and size, from 200 to 15,000 attendees with a useful event budget calculator designed for event planners.
- [Conference Budget Planning in 2025: Why Last Year’s Numbers No Longer Work](https://www.pholeo.io/blog/conference-budget-planning-in-2025-why-last-years-numbers-no-longer-work): Hotels, convention centers, and catering partners are refreshing their menus and pricing structures far more often than they did pre-2020 pick up some tips on h
- [Event Logistics Lab: Q1 Wrap-Up](https://www.pholeo.io/blog/navigating-event-budgets-fy4sx): Event logistics best practices, budgeting strategies, event tech trends, and sustainability tips — all packed into one quick Q1 2025 wrap-up. Learn from event i
- [Cut Costs, Not Quality: Navigating Event Budgets with Lee Avery](https://www.pholeo.io/blog/navigating-event-budgets): Discover insider strategies to manage event F&B costs, avoid surprises, and wow attendees. Learn negotiation tips and proven best practices for 2025.
- [Power Half Hour: Travel with Trish - Maximizing Points, Perks, and the Future of Corporate Travel](https://www.pholeo.io/blog/travel-with-trish): In this episode of Power Half Hour, we’re joined by Trish Rothman, an event strategist with a wealth of experience in creating high-impact, engaging events. Tri
- [The Evolution of Event Technology: Lessons from a Millennial Executive, Rocio Aldana](https://www.pholeo.io/blog/the-evolution-of-event-tech): In this episode of Event Logistics Lab, Greg and Rocio dive into the evolution of event technology, exploring how early tech adoption in financial services infl
- [Power Half Hour: Sustainability in Events: It’s Not Just About the Planet—It’s About You](https://www.pholeo.io/blog/event-sustainability-beyond-the-planet): Event planners are experts at creating seamless experiences—but at what cost to their own well-being? In this episode of Power Half Hour, Marley Finnegan dives 
- [Mastering Event Food Costs: Budgeting Strategies for Conferences](https://www.pholeo.io/blog/managing-food-costs-budget-strategies): In Episode 4 of the Event Logistics Lab podcast, Colleen Ortiz, Account Director at nth Degree Events, shares expert insights on mastering event food costs, spo
- [Power Half Hour: Leaning into Event Chaos](https://www.pholeo.io/blog/elevating-food-and-beverage-with-external-suppliers-n3fws): What’s tougher—wedding planning or corporate events? Event pro Jen joins the Power Half Hour to compare the chaos, share behind-the-scenes stories, and reveal w
- [Elevating Food & Beverage using External Suppliers with Erin Weldon from Team San Jose](https://www.pholeo.io/blog/elevating-food-and-beverage-with-external-suppliers): In this episode, Gregory chats with Erin Weldon from Team San Jose about elevating event experiences through vendor partnerships, sustainability, and the logist
- [Power Half Hour: Navigating Dietary Needs at Conferences with Lauren Ramsey](https://www.pholeo.io/blog/navigating-dietary-preferences-at-conferences-with-lauren-ramsey): Crack open a cold one, and join Lauren Ramsey, Rocio Aldana, and Gregory Perrine in this Power Half Hour episode as Lauren shares her experiences navigating die
- [Navigating Dietary Preferences in Event Planning with Regina Panza](https://www.pholeo.io/blog/navigating-dietary-preferences-in-event-planning-with-regina-panza): Join Gregory Perrine and Regina Panza in this episode of Event Logistics Lab, as they explore the evolving world of dietary accommodations in event planning. Fr
- [Power Half Hour: Sass & Class with Pholeo Co-Founders](https://www.pholeo.io/blog/power-half-hour-sass-amp-class-with-pholeo-co-founders): In Event Logistics Lab Episode 1.5, Pholeo’s co-founders Gregory Perrine and Rocio Aldana share a casual, behind-the-scenes chat about hospitality, event logist
- [The Multiplier Effect: How Small Sustainability Efforts Create Big Change](https://www.pholeo.io/blog/the-multiplier-effect-how-small-sustainability-efforts-create-big-change): Discover how small, intentional sustainability practices in event planning can create a lasting impact. Learn tips on reducing food waste, leveraging partnershi
- [Event Planning Without Paper: Go Green and Get Efficient](https://www.pholeo.io/blog/event-planning-without-paper-go-green-and-get-efficient): Discover how to plan events without paper using Pholeo, the ultimate event management tool. Streamline budgets, schedules, and onsite operations digitally while
- [12 Alternatives to Cvent that Help Streamline Event Logistics](https://www.pholeo.io/blog/12-alternatives-to-cvent-that-help-streamline-event-logistics): Discover 12 powerful alternatives to Cvent that can streamline event logistics, budgeting, vendor management, and more. Say goodbye to complex spreadsheets with
- [Starting Your Event Planning with Pholeo: Item Wizard](https://www.pholeo.io/blog/starting-your-event-planning-with-pholeo-item-wizard): Feeling overwhelmed with event planning? Learn how to streamline the process with Pholeo! In this video, we guide you through creating and managing event detail
- [Coffee Talk: Managing Coffee for Events & Conferences](https://www.pholeo.io/blog/coffee-talk-managing-coffee-for-events-and-conferences): Learn how to accurately estimate coffee quantities for conferences. Discover effective strategies to manage coffee consumption, budgeting tips, and best practic
- [Streamline Your Specs Using Pholeo's Inventory-on-the-Fly](https://www.pholeo.io/blog/streamline-your-specs-using-pholeos-inventory-on-the-fly): Discover how to streamline your event planning with Pholeo’s Inventory-on-the-Fly feature. In this video, we use a coffee service example to show how to add, or
- [How to Build Your First Pholeo: The First Two Minutes](https://www.pholeo.io/blog/how-to-build-your-first-pholeo-the-first-two-minutes): Learn how to build your first Pholeo with our comprehensive step-by-step guide. Discover how to create, organize, and manage your event folios efficiently using
- [The Benefits of Reducing Platforms and Integrating Event Planning Tools](https://www.pholeo.io/blog/the-benefits-of-reducing-platforms-and-integrating-event-planning-tools): Discover the advantages of integrating all your event planning tools into one platform. Learn how Pholeo simplifies event logistics, enhances collaboration, and
- [Getting Started with Pholeo: Navigating Project Central and Pholeos](https://www.pholeo.io/blog/getting-started-with-pholeo-navigating-project-central-and-pholeos): Learn how to navigate Pholeo’s Project Central and Pholeos for efficient event planning. This guide helps you log in, understand the platform’s architecture, an
- [How to Create a Comprehensive Event Budget](https://www.pholeo.io/blog/how-to-create-a-comprehensive-event-budget): Learn how to create a comprehensive event budget with essential tips and tools. Discover how technology like Pholeo can help you manage costs, enhance collabora
- [How to Ensure Nothing Falls Through the Cracks in Your Event Planning](https://www.pholeo.io/blog/how-to-ensure-nothing-falls-through-the-cracks-in-your-event-planning): Discover essential tips and tools to ensure nothing falls through the cracks in your event planning. Learn how technology like Pholeo can help you manage every 
- [How to Reconcile an Event Using Pholeo: In 4 Steps](https://www.pholeo.io/blog/how-to-reconcile-an-event-using-pholeo-in-4-steps): Learn how to seamlessly reconcile your event using Pholeo. This guide walks you through managing resources, tracking budgets, and ensuring all payments are comp
- [The Role of Technology in Modern Event Planning](https://www.pholeo.io/blog/the-role-of-technology-in-modern-event-planning): Discover how technology is transforming event planning with the latest trends and tools. Learn about real-time collaboration, integrated planning platforms, AI-

## Optional
- [Privacy policy](https://www.pholeo.io/privacy-policy)
- [Terms](https://www.pholeo.io/terms)