$ timelines --relative-to-the-event
A meetings manager, on a planning call
From the first site visit to load-out, authored relative to the event. Move the date and the plan moves with it; promote a task into Production when it becomes something that happens onsite.
A plan that moves with the event
Planning
Author the plan once as days out. Reuse it next year by changing the event date. Eight views of the same plan, from a list for the team to a calendar for the board.
Agenda
Scheduled functions sit on the agenda with their rooms and their owners. Unscheduled ones wait in a lane until they have a time.
Promote to Production
When pre-production work turns into something that happens onsite, promote it. The link stays, so the onsite team can see where it came from.
The vendor schedule
The production schedule is a view of the functions and their times, filtered per vendor and printed when they need it. It is not a separate document someone maintains.
A Spec Sync builds your first board from one real BEO or function sheet.
“By having our team integrated into Pholeo, production schedules build themselves.”
Julia McFarland
Program Lead, Sparks
Case study · URMIA
“For 25 years I was stuck translating spreadsheets and mail merges into something venues could understand. Pholeo changed that.”
A lean association team centralized its logistics in Pholeo, cut the Excel and PDF version confusion, and cleaned up the venue conversation without adding staff.
Jack Voorhees
Senior Director of Events, URMIA
FAQ
Straight answers. If yours is not here, ask it on the Spec Sync.
Relative to the event: a task is due 45 days out, not on a calendar date. Move the event and every task moves with it, which is also how last year’s plan becomes this year’s.
It is the pre-production layer of an event platform. Phases, tasks, owners and views are built for a conference cycle, and a task can be promoted into a Production function when it becomes real onsite.
Yes, as a print or an export filtered to what concerns them, or through a portal link. Sparks’ program lead describes production schedules that assemble from the team’s own entries rather than a separate document.
List, board, calendar, timeline, by phase, by owner and more, over the same tasks. The agenda shows the event itself by day and hour.
A function marked complete on a phone shows complete on the board and the agenda at the desk, as it happens.
Duplicate a previous event or a template, keep the phases and tasks, and change the date. The relative dates do the rest.
Share one spec and we will build your first board with you.
