Prepare · 02
Make each change reach those who prepare and lead the room.
Eventblox® links names, invitations, notifications, attendance, places and running order. The team fails to confirm the same change across multiple different files, conversations, and channels.
From the list to the room
Preparing means giving context to each name.
A guest list does not, in itself, tell you who was invited, who confirmed, where they sit or when they participate.
Names confirmed once.
Correct name or title before night. Preparation no longer depends on different copies between the team, protocol and production.
Invitations and notifications with context.
The team keeps track of what needs to be communicated and to whom. A change no longer requires manual rebuilding of lists.
Presences and linked places.
Who confirmed, who has not yet responded and where each person is expected are linked to the same edition that the port will use.
A running order ready for the room.
The organiser maintains control of the protocol. The host and the stage director receive the sequence that the team has prepared.
When the plan changes
A small fix shouldn't create five tasks.
With scattered versions
With a registration connected
With scattered versions
The name changes on the list, but remains old on the invitation and script.
With a registration connected
The change follows the information used in the preparation.
With scattered versions
A late confirmation requires you to review attendance, places and notes separately.
With a registration connected
The team sees the confirmation in the context of the same edition.
With scattered versions
Production receives the new order via message, without knowing if it is the last.
With a registration connected
The current running order is available to whoever leads the room.
With scattered versions
The day before, someone prints a list that is already out of date.
With a registration connected
The door and the stage work on the information prepared by the team.
A human problem
The late change is not the failure. The failure is the one who doesn't know.
A guest confirms after the deadline. A job title changes. An award recipient needs a different seat. The running order changes to respect protocol.
Each change is small. The risk appears when one person updates the seating, another prepares the script and production receives a message without context. Prepare handles this work before the doors open.
Eventblox does not decide the ceremony order. It keeps information aligned around the order defined by the organiser.
Frequently asked questions
What if a guest confirms after the deadline?
The team updates the presence in the edition log. Those who prepare the seats and those who lead the room start to work with the same information.
Does Eventblox write the running order?
No. The organiser sets the order and protocol. Eventblox links this order to preparation and operation on the night.
Do we have to replace all our files at once?
No. In the demo, we start from their categories, their names and the way the team works today. The demo is free and lasts 30 to 60 minutes.
How long do we need to prepare the edit?
Four or five weeks is enough to get started. If there are applications, also count the registration period.