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$ paperless --the-record-is-live

“I carry around a ten-pound binder with everything printed out.”

A conference planner, on a Spec Sync call

Binderless, because the record is live. Attachments, sheets and the day’s specs are on every phone and every screen, and when a venue wants paper you print it from the record that morning.

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A planner hurls a thick three-ring binder into the air; it bursts into a swarm of pages that become a sleek tablet landing in her other hand.
  • “I still feel like I need to print them to proof them.”
  • “I’m considering not bringing a book, because last year I didn’t even open it.”
  • “We have them on our phones through Teams, but we print them so we can take notes.”
  1. 01/ Prints
  2. 02/ The sheet
  3. 03/ Onsite
  4. 04/ The function

Binderless, because the record is live

Attachments, sheets and notes on every screen, and paper only when someone asks for it.

  1. 01

    Everything attached

    Contracts, proofs, floor plans and BEOs where they belong.

    Attachments live on the function or the event, thumbnailed, searchable and on the phone.

  2. 02

    Print when you must

    Function sheets and prints from the live record.

    When a venue wants paper, print from Pholeo on the day, not from a file saved last week. The one person who likes paper gets the current page.

  3. 03

    Notes that stay

    Comments and photos on the function instead of in the margin.

    The note you would have written on the printout goes on the function, where the office sees it immediately and next year’s team finds it.

  4. 04

    A record you can show

    Less printing, and the proof of it.

    A paperless program is easier to run and easier to report on. The ASIS GSX case study describes what that looked like for a large security conference.

See it on your own spec

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

“With Pholeo the real-time numbers are always just a click or tap away.”

Regina Panza

F&B Lead

Lauren Koleszar, CMP

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

Read the story

FAQ

Questions planners ask about paperless production.

Straight answers. If yours is not here, ask it on the Spec Sync.

What replaces the binder?

The Onsite app and the web board. Every function, its sheet, its attachments and the roster are on each phone and updated live. Print the day’s pages when someone needs paper.

How do people take notes?

As comments and photos on the function. They reach the office as they are written and stay with the event for next year.

What file types can be attached?

PDFs, images and documents, on the function or the event, with thumbnails and search. Diagrams and floor plans sit where the crew can open them.

Is it easy to move to?

Most teams go paperless over one event: the first show keeps a printed set for the people who want it, and by the second the set stays in the box. The record was already live.

How do I proof a sheet before it goes to the venue?

Open the print preview and read it on screen or send it as a PDF for review. It is generated from the record, so proofing it means proofing the function.

Who owns the data?

You do. The data export produces a workbook of every tab you can see, plus attachments if you want them, whenever you want it.

Keep exploring

Bring the event out of your head.

Share one spec and we will build your first board with you.

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