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Collaboration in Event Management.

Andy Robertson

With so many factors to manage in any event working closely with all parties involved is crucial to success. Communication and collaboration between event staff, artists, vendors, sponsors, venues and third-party contractors is vital to staying in control and ensuring everyone is fully informed.  


How you communicate with all parties involved in the event management process may be a personal preference or a result of legacy practice. It is not unusual for artist’s managers for example to prefer all communication by paper, email and phone message only. How do you balance that with a venue that only uses WhatsApp groups and an events management team using other technologies? It is difficult to force people to us a technology that they are not used to so at some point try to find a compromise. 

The traditional forms of communication can be a bit cumbersome and unreliable. Using emails can be unreliable with undeliverable addresses and size of attachments meaning spreadsheets and schedules get mislaid or are not sent or received. Where are spreadsheets and schedules being stored and how easy are they to access? 

In an ideal world you need to have a central repository of information that can be accessed by those who need it at any time. Any changes need to be documented and communicated with the addition of an audit trail if necessary.  

Security is an important factor too as you only want approved parties to have access to sensitive documents involving fees and payments for example. 

Have a look at the various collaboration specific software (applications) available, most offer a free to use version too, Probably the most popular and well-known collaboration applications are Slack,Trello, Asana, Redbooth, Google Docs and Micorsoft Team. Each have specific strengths and it may be wise to have a look and see which one suits your style of business. What are the benefits of using these types of technologies in your event management? 

  • Access using mobile or desktop applications means you always have access to your teams and contacts (chat, conference calls etc.). 
  • All your key documents are stored on the cloud so your teams always have access to key documents along with versioning and audit trails for changes and amendments.  
  • Basing your team collaboration on such tools enables high levels of security. You can assign access to designated people to prevent sensitive information falling into the wrong hands. 
These collaboration tools are really convenient and allow all members to work together on all event planning issues irrespective of time zones and other people’s availability. Changes to schedules and other key documents can be made at any time and key people can be automatically notified of any changes.

When using an event management software solution like FestivalPro you get great collaboration functionality built in for managing tasks, calendars, scheduling and documents with high level security features for all parties as appropriate. The guys who are responsible for this software have been in the front line of event management for many years and the features are built from that experience. The easy to use FestivalPro platform will guide you through every aspect that you are likely to encounter in creating and running your event with great team collaboration. 

Photo by fauxels from Pexels

Andy Robertson
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