Event Setup

Upon logging in as a subscriber of 7D-Live you see the main dashboard with all your events, finished, ongoing, upcoming and planned/pitched. You get an overview and access single events, your contact database, calendar, notifications as well as administrative tools like your company’s price book and 7D-Live subscription.

From here you either set up a new event or select an existing one.

The event’s dashboard gives you an immediate overview on progress, status, and all relevant aspects to your planning.

General Data & Production Planning

Under production you enter and maintain the basic information of your event, like dates, locations, event owners, languages, attendee-, sponsor-, exhibitor-categories as well as specific event features. The top line of the event brief.

As you go along the planning process you manage and maintain more specific planning dates which are structured in production phases called Planning, Setup, Rehearsal, Show and Wrap up. In this step you are assigning work to be done (big chunks), tasks (smaller pieces) and memos (more in Work Management).

Venues

In Venues you can add and manage the individual venues of your event. You capture planning data, access, sponsor, and exhibitor rights and define features which are required for this venue (your detailed event brief). Venue information you enter for one event is not lost; you can reuse it for another event!

As you are digging deeper into the venues you can develop production plans per venue in the same way you plan the overall production under general.

Rehearsal

Further down the line you plan and maintain your rehearsal schedule. The rehearsals are structured by venue and day. If you already entered an agenda and running order (see Agenda & Running Order) each rehearsal can be associated with one or more sessions or cover an entire event day. Rehearsal categories like technical, cue2cue or talent help structuring the rehearsal operation.

Agenda & Running Order

Like the rehearsal plan you develop and maintain your agenda per venue and event day. You add a session to the event day, define its headline, describe what happens, you can add talent, add specific requirements for this session and obviously time this session.

Once a session is solid and you want to plan this session in more detail you enter the running order operation of the software. Each session can be structured be scenes including timing, talent, headline, description, and a customizable section for specific department information like audio, video, set or light.

Booking

When opening the booking module of the software the user sees the booking dashboard structured by customizable event role types like Staff, Talent, Attendee, Supplier, Exhibitor, Sponsor, Client…

In the process you or the user themselves will add required documents for accreditation, catering requirements, travel, and accommodation information as well as associates. Associates can be crew members in case we are looking at a supplier or assistants when we are talking about talent.

Digging deeper into the booking for an event role type the user opens the booking overview page. You can filter by event roles or tags, and you operate with a booking process which can be defined per event role type, for example: qualifying, inquiring, negotiating, onboarding, joined and declined. Joined means this person has now access to your subscription defined by the event role assigned.

All this data is easily accessible via the profile screen and stays available for the next event.

Budget

Entering the budget module, the user sees the budget dashboard which gives a snapshot view of the overall financial status of the production, the purchase side as well as the different income streams for event (attendee, sponsor, exhibitor and client).

Procurement

The purchase side of the production starts with creating bill of quantities (what you need) which can be fully customized. From this BOQ the user creates requests for quotations (RFQ) which can be directly sent to suppliers in your contact database. The incoming quotes are captured and allow cost comparison between different suppliers down to the BOQ line level.

Following a technical and financial approval process purchase orders can be issued out of the software. The purchase order information can be linked to accounting or ERP systems via API.

Quite often event professionals are forced to submit budgets without going through an evaluation process with suppliers. Once a BOQ is created you can assign estimation values to the items and get to a first draft production budget. As you go along you add the actual purchases. As things tend to change you can also capture variations of a previously defined budget.

CRM

Looking at the income streams of event you have specific CRM processes for the different target groups.


Attendees follow an invitation, register, pay, get ticket process while Sponsor, Exhibitors, Clients follow a more classic CRM approach of qualifying, proposing, negotiating, closing following a financial process of quote, sales order, payment, and fulfilment.

You can define price books and packages with sales prices for Sponsors and Exhibitors.

For clients – in cases where you produce an event on behalf of a client – you use the BOQ structure to add sales margins and/or services and goods from your own price book.

Sales Orders can be exchanged with accounting or ERP software via API.

Work Management

Throughout the life cycle of an event production you generate an immense amount of date and time sensitive data.

In the general and venue specific production plans you outline the big picture structured in production phases. In Rehearsal, Agenda and Running Order Management you create a detailed event timing. In Booking you defined booking periods, travel, and accommodation arrangements and much more.

On top 7D-Live allows you to assign Task, Work and Memos from every corner of the software.

All of this information comes together in calendar view while notifications keep you up to speed about things that need to be taken care of or followed up.

Calendar View

The calendar view is truly 360. It depends on your preferences or your work profile how you see the production calendar.

Beside the general view which allows you to dig down to details you can select calendar views from a Venue perspective, Staff, Supplier, Talent perspective, from a Travel & Freights perspective or an Accommodation & Catering perspective.

Calendar entries can be shared outside the software via calendar (ics) files.

The Gantt chart representation of the calendar is interchangeable with a kanban board view on Work and Task level.

Integration with other work management tools via API is possible.

General

Venues

Staff, Suppliers & Talents

Works & Tasks

Travels & Freights

Accomodations & Caterings

General

Venues

Staff, Suppliers & Talents

Works & Tasks

Travels & Freights

Accomodations & Caterings

General

Venues

Staff, Suppliers & Talents

Works & Tasks

Travels & Freights

Accomodations & Caterings

General

Venues

Staff, Suppliers & Talents

Works & Tasks

Travels & Freights

Accomodations & Caterings

General

Venues

Staff, Suppliers & Talents

Works & Tasks

Travels & Freights

Accomodations & Caterings

General

Venues

Staff, Suppliers & Talents

Works & Tasks

Travels & Freights

Accomodations & Caterings

Notifications

Depending on personalized notification setting the user will receive notifications which are categorized in reminders (coming from task, work, memo), actions (coming from calendar) and system (system generated notifications). Notification can be configured as inside the software only and/or via email.

Integration of other work management tools via API is possible.

Subscription

We offer subscription packages based on subscriber seats and event seats in a monthly or annual payment schedule.

In the settings module of the subscription you can maintain your company profile and subscribers and you can define parameters like your price book, general formats, the general budget frame work you want to use for BOQ and many more.

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