Event Management Platform – Airtable Solution
A scalable, automation-driven Airtable platform powering workforce management, compliance, contracts, and live accreditation for large-scale events.
Client Type: Large-scale Event Management Company (Festivals & Live Events)
Role: Airtable Consultant & Solution Architect
Status: Delivered & Ongoing Support
Overview
I designed and built an end-to-end Airtable-based platform to manage the operational backbone of a large event organisation. The solution supports 300+ people across multiple roles and ensures compliance, efficiency, and real-time visibility before and during live events.
The system replaced fragmented spreadsheets and manual processes with a single, trusted source of truth, tailored specifically for the fast-paced nature of live events.
Tech Stack
- Airtable – Core operational database, workflows, approvals, and accreditation master
- Airtable Forms – Conditional logic, mandatory field capture, and structured onboarding
- Cognito Forms – Health & safety inductions and compliance declarations
- Zapier – Automation engine for contracts, bulk emails, and system integrations
- PDF Automation – Dynamic generation of personalised employment contracts
- Email Automation – Confirmation emails, contract distribution, and status notifications
People & Workforce Management
A unified system to manage everyone involved in delivering the event:
- Core Crew
- Volunteers
- Suppliers & Vendors
- Artists & Performers
Each group is managed within Airtable using role-based structures while remaining connected to a central accreditation master dataset.
Smart Data Collection & Approvals
Custom-built Airtable forms were created to capture accurate, complete, and compliant data:
- Conditional logic to show only relevant questions
- Mandatory field validation to prevent incomplete submissions
- Capture of critical information including:
- Dietary requirements
- Passport / ID documents
- T-shirt & cap sizes
- Parking & access requirements
Approval workflows were implemented, triggering automated email confirmations once records were reviewed and approved.
Health & Safety Compliance Integration
To meet strict health and safety requirements:
- Integrated Cognito Forms for mandatory inductions and compliance declarations
- Automated matching of Cognito submissions back to Airtable records
- Ensured no individual could be approved or accredited without completing required inductions
This significantly reduced manual checking and compliance risk.
Contract Generation & Digital Signing
I implemented a fully automated contract generation process:
- Generated 300+ personalised employment contracts in PDF format
- Dynamic contract wording and hourly rates based on role and crew type
- Bulk contract distribution via email
- Automated receipt and tracking of signed contracts
This was achieved using Airtable + Zapier, eliminating days of manual admin work.
Ticketing & External Platform Integration (Flicket)
To support ticketing and access control, I designed an Airtable-to-Flicket integration workflow:
- Prepared structured Airtable datasets for Artists, Core Crew, Volunteers, Suppliers, and Vendors
- Implemented business approval checkpoints to ensure only authorised records were eligible for ticket creation
- Designed data extracts and file structures fully compatible with Flicket’s upload requirements
- Worked directly with Flicket engineers to configure, test, and troubleshoot uploads
- Enabled reliable bulk ticket generation while maintaining data integrity and auditability
This ensured ticketing remained accurate, controlled, and aligned with operational approvals.
Accreditation & Gate Access Control
A central Accreditation Master Table was built to support live event operations:
- Single search interface for Crew, Volunteers, Suppliers, Vendors, Artists
- Used at event gate entry points to:
- Instantly verify accreditation status
- Allow or deny access in real time
This improved security, reduced delays at entry points, and increased confidence for on-ground teams.
Ongoing Support & Optimisation
Beyond initial delivery, I continue to provide:
- Ongoing support and maintenance
- Enhancements based on live-event learnings
- Workflow optimisation before each new event
- Rapid issue resolution during critical event periods
Outcomes & Value Delivered
- Single source of truth for all event personnel
- Significant reduction in manual administration
- Improved compliance and audit readiness
- Faster onboarding and contract turnaround
- Real-time access control during live events
Why This Matters
This project demonstrates my ability to:
- Design scalable Airtable architectures
- Integrate Airtable with external platforms
- Automate complex, high-volume workflows
- Deliver mission-critical systems for live environments
If you’re running complex operations and need a system that just works—I build solutions that teams trust under pressure.
