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Writing from the operations side of events, by people who have run them.

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About

Built by someone who has run events

EventStreams was built by someone who spent years delivering live and corporate events.

Why we built it

Conference management softwarePlan and run every room of your conference in one place

The agenda across every room, the speakers, passes by day and by room, the run sheet, the stage and the stream, check-in and the reporting afterwards, all on one set of data.

Book a demoHow it runs
SWITCH 2027›Run sheetConsole

Run Sheet

SWITCH 2027

Ashcroft Park Exhibition Centre · Birmingham, United Kingdom

Shareable copy — personal and internal data removed.This is what someone outside your team would receive.

ShareableInternal

Day 1Wed 17 Mar5 items
TimeWhereItemPeople / notes

07:45 to arr. 08:15

Catering

Hall 3 foyer600 people

Welcome coffeeTwo serving points, either side of registration.

Oat milk at both pointsconfirmed

09:00 to 09:10

Main stage

Caldera Main StageHall 3

Welcome to SWITCH 2027Opening remarks from the organiser.

HMHelen Marsh

09:10 to 09:50

Main stage

Caldera Main StageHall 3

Keynote: the grid we need by 2035Streamed, with captions and interpretation.

PRDr Priya Raman

09:50 to arr. 09:35

EquipmentRun sheet only

Caldera Main StageHall 3

Panel resetFour chairs and a side table, lectern struck.

Stage crew, tworequested

10:00 to 10:45

Investment

Fenmark Investment Theatre180 people

Panel: paying for heat networksConference Pass only.

ACTFJNAna Costa, Tom Fielding, Jo Nwosu

Day one of the run sheet, as the shareable copy.

What goes wrong

Why conference programmes are hard to keep straight

A conference has a programme that keeps changing until the morning it runs, and every copy of it has to change with it.

The programme exists in four places
The agenda on the website, the printed timetable, the run sheet and the AV schedule are each edited separately, and by the day they disagree.
A speaker in two rooms at once
Sessions move and rooms swap, and nobody notices that the same person is now on two stages at eleven.
Online viewers register on a separate system
The stream comes from another vendor with its own registration list, so the people watching remotely are a separate audience with separate numbers.
Who can go where is checked by hand
Day passes, workshop-only tickets and a VIP room mean someone at a door reading names off a list.

Start to finish

From the first pass sold to the room-by-room report

  1. 01 · Sell

    Passes by day and by room

    Each pass carries its own price, days and rooms, and attendees only see the rooms their pass opens. Group bookings take named companions in one payment.

    Registration & ticketing

  2. 02 · Run

    Build the run sheet from the agenda

    Sessions snap to 15-minute rows and cannot overlap in the same room. The run sheet is built from the agenda, and R2 flags a speaker booked in two places.

    Operations

  3. 03 · Deliver

    Stream every session, with one Q&A for both audiences

    Sessions go out from an encoder or a browser stage, with Simulcast to the platforms you choose, and polls, Q&A and chat run in the same session for both audiences.

    Live & streaming

  4. 04 · Measure

    See how each room performed

    Room KPIs show reach, peak audience and how many took part, and the AI summary names what to change for the next one.

    Analytics

How it runs

A worked example from start to finish

Hybrid conference

A worked example. The event is invented to show the system in use.

A hybrid dealer conference

Four hundred in the room and a few hundred more watching online, all on one set of data

12 weeks out
Launch the page and allocate rooms and crewThe event page goes live on your own domain. Rooms and crew are allocated, and anything double-booked surfaces now.
1 week out
Send the run sheet and check readinessOne run sheet goes to the team from inside the system. The readiness review flags what to do before the doors open.
Doors
Run the sessions in the room and onlineAttendees already have their wallet passes on their phones. Polls, Q&A and chat run in the session, and the stream goes out to the platforms you chose.
1 week after
Review the results and what to changeAttendance, engagement and reach are already there, with a summary of what to change next time.

Related

Related pages

ProductOperationsRun sheets, clash detection, tasks and suppliersProductLive & streamingThe stage, Simulcast, translation and on demandProductEngagementPolls, quizzes, moderated Q&A and chatProductRegistration & ticketingPasses, payments, voucher codes and wallet passes

Questions

Questions about conferences

Can we import the agenda from a spreadsheet?
Yes. Sessions import by CSV into the agenda board, matched to the rooms set up for the event. Sessions snap to 15-minute rows and cannot overlap in the same room.
Can a pass be limited to certain days or rooms?
Yes. Each pass can be limited to particular days and particular rooms, and attendees only see the rooms their pass opens.
Do speakers have to be entered for every event?
No. Speakers live in an account-wide library, so a regular speaker's profile, photo and bio are written once and added to any event. The speaker library is on Pro and above.
Can people watching online take part in Q&A?
Yes. Q&A, polls and chat sit beside the stream in the attendee app, and moderators work the same queue for the room and the remote audience.

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See it working on your own event

Bring a real event, room clashes, spreadsheets and all, and we’ll show you how it would run in EventStreams.

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