Corporate Events Department System
A team organizing the company's internal and external events, from brief to cost settlement.
Every event on a single card: brief, preparation, vendors, execution, evaluation, and cost — no detail gets lost.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every event starts as a card in the “Brief” column, written by the events manager: objective, expected attendance, budget, date, and venue. It moves to “Preparation,” where coordinators work through checklists — booking, permits, technical setup, catering — then to “Vendors” to track contracts, deliveries, and their deadlines on the card. On event day the card moves to “Execution” and the field run-of-show is managed from it; then “Evaluation” gathers attendee satisfaction and team feedback, and the card closes in “Cost” by reconciling actual spend against the approved budget.
Chat is the field coordination channel during execution — a late vendor or a schedule change reaches the whole team instantly. Announcements reach the rest of the employees: internal event invitations, reminders, and attendance instructions are issued from here, not from scattered messages.
Dues manages event money privately: each vendor's dues and payments, event expenses item by item, and the remaining budget. By the time the card reaches “Cost,” the numbers are ready for reconciliation and closure — instead of chasing invoices weeks after the event.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Events Manager
Writes each event's brief and approves its budget, reviews the evaluation after execution, and signs off on final cost closure.
Events Coordinator
Manages the “Preparation” card with checklists for booking, permits, and setup, and leads field execution on event day.
Vendor Coordinator
Receives vendor quotes and tracks contracting and delivery in the “Vendors” column, recording their dues and payments in Dues.
Reporting & Cost Officer
Gathers attendance and satisfaction figures in “Evaluation” and reconciles invoices against the budget in “Cost” before the card closes.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Corporate Events System»
From today, every event is managed here: a card moving from “Brief” to “Cost,” field coordination in Chat, and vendor dues in Dues. Start by adding upcoming events as cards in the “Brief” column with their dates and budgets; employee invitations and reminders will go out via Announcements from this system.
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