Event operations systems
Custom systems for event operators
Event operators often have quoting in one place, rosters in another, agency messages in email, sign-on on paper and timesheets rebuilt after the job. Breezy builds custom systems that connect those steps around the way your event operation actually works.
Who this is for
- Event, venue and festival service operators
- Businesses staffing bump-in, show days and bump-out with mixed crews
- Operators working across several agencies and sites at once
- Teams whose margin is decided by hours nobody sees until afterwards
What it fixes
- Headcounts that change between the quote and the day
- Agency requests and confirmations buried in email threads
- Paper sign-on sheets rekeyed days later
- Timesheets rebuilt from scratch after every event
- No live view of cost against quote while the event is running
What we can build
- Quoting by phase, area and role
- Staff planning for bump-in, show days and bump-out
- Agency allocation, requests and replies
- QR sign-on and sign-off at the gate
- Rostered against actual hours, live
- Timesheet reconciliation per agency
- Waste, docket and client reporting
- Invoicing and finance handoff
Tools we can connect
An example build
One event, from enquiry to reconciled invoice
- 1The enquiry becomes a draft quote built by phase, area and role.
- 2The approved quote generates the staff plan, not a blank roster.
- 3Agency and internal requests go out, and replies fill the roster automatically.
- 4Crews sign on and off by QR each day of the event.
- 5Actual hours reconcile against the roster and the quote as the event runs.
- 6Timesheets, client reports and invoices generate from the same record.
Data in
- Client brief and event dates
- Rate cards by role and day type
- Agency responses and crew availability
- Gate sign-on and sign-off
Data out
- Quotes and proposals
- Filled rosters by phase and area
- Per-agency timesheets
- Client reporting and invoices
How we build it
AI where useful. Software where reliable. People where responsible.
We do not start by choosing technology. Each part of the workflow is handled by the mechanism that is most reliable for it: a calculation in code, a policy as a rule, a record from the database, a model only where language is genuinely ambiguous, and consequential judgement left with a person.
End-to-end system
When the workflow has outgrown spreadsheets and does not fit standard software, we build the whole thing around it.
Gap-bridging layer
When you already have good tools, we connect them and fill the manual gaps, so nothing gets re-keyed between systems.
When custom software is not the answer
We will tell you when you do not need us. Custom is the wrong call when:
- You run a handful of events a year with the same small crew
- An existing event platform already fits, and only the finance handover is broken
- The work is genuinely standardised enough for an off-the-shelf rostering tool
This is the workflow behind our example build, and behind the systems running at Closed Loop and CL Sustainability Services, where more than NZ$4 million of event work was processed in the first year. It is one type of operating layer we build, not the limit of what we do.