A minute-by-minute run-of-show for your event, with every role, cue, vendor, and contingency written down before the day. Describe the event, the venue, the guest count, and the program, and Taskade Genesis builds the timeline, the vendor tracker, the load-in schedule, the roles and their cues, and the plan for the three things most likely to go wrong.
The app embedded on this page is Event Management Portal, a real Taskade Genesis build and the closest starting point here, since it already runs an event from planning through the day itself. Move an item in the timeline, open a record, then clone it in about ten seconds and extend it into the minute-by-minute run-of-show described above.
The build covers the whole arc. Pre-event you get the task plan with owners and deadlines, the vendor tracker with contracts, deposits, and final payment dates, the guest list with table assignments and dietary needs, the sponsor deliverables checklist, and the permits or insurance the venue requires. Day-of you get the run-of-show: load-in, sound check, doors, welcome, program segments with speaker names and durations, the ask moment, and load-out, each with a cue and a responsible person. Post-event you get the thank-you tasks, the vendor reconciliation, and the debrief.
Workspace DNA carries the event from year to year. Memory holds last year's timeline, what ran long, and which vendor was worth rebooking, so planning starts from experience. Intelligence, using 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, builds a realistic schedule, warns where you have stacked too much into one twenty-minute block, and drafts the speaker briefs and the emcee script. Execution fires the deadlines, tracks the deposits, and produces the printed run sheet each lead carries.
Work the event in whichever layout the moment needs:
- Calendar view, the countdown of deadlines and the day itself hour by hour
- List view, the run-of-show as a printable sheet for the stage manager
- Board view, tasks and vendors by status
- Table view, guests, tables, dietary needs, and sponsor deliverables
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations keep the plan honest. With Taskade automations, a vendor deposit date creates the payment task, a task overdue by two days escalates to the event chair, and a sponsor deliverable due before print notifies the designer in Slack. Across 100+ bidirectional integrations, Google Sheets and Calendar pull the guest list and dates in while Gmail and Slack push confirmations and escalations out.
The AI agents carry 34 built-in tools including persistent memory, so an agent can review your timeline against last year's actual finish times and tell you which segment always runs eight minutes long.
Clone it, invite your event committee and your vendors' main contacts, and the plan, the contracts, and the debrief notes stay in your workspace for next year.
Browse other builds in the Community Gallery, start fresh at Taskade Genesis, or learn scheduling in Learn and event apps. Staff the day through recruit volunteers for a one-day event, land the sponsors with the corporate sponsorship pipeline, and thank every guest afterwards using gift acknowledgments.
Frequently Asked Questions
How detailed should a run-of-show be?
Detailed enough that someone who was not in the planning meetings could run the room. That means timestamps, cues, who speaks, who hands off the microphone, and what happens if a speaker does not appear.
Does it plan the contingencies?
Yes. The agent proposes a short list of the failures most likely for your event type, such as weather, an absent speaker, a projector that will not connect, or a late caterer, and writes a one-line response for each. A plan you can read in ten seconds beats a binder nobody opens.
Can it handle the guest list and seating?
Yes. Guests carry table assignments, dietary needs, accessibility needs, and their relationship to the organization, so the person who should sit near the executive director actually does.
How are sponsors tracked?
Each sponsor record lists what you promised: logo placement, program ad, table count, verbal recognition, social posts, each with a deadline and a status. That checklist is what protects the renewal.
Can we run a virtual or hybrid event with this?
Yes. Add the platform, the tech run-through, the moderator roles, and the chat monitoring to the timeline. The structure is identical, only the cues differ.
What happens after the event?
The post-event section opens automatically: thank-you tasks per guest and per sponsor, vendor reconciliation against the budget, a debrief with what to change, and the results attached for next year's planning.
Can volunteers see only their part?
Yes. Share a filtered project with just the run sheet for their station, so a check-in volunteer sees the check-in plan and not the sponsor contracts.
