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Managing Logistics and Event Deliverables

Track the physical items your event needs — signage, printing, shipments, equipment — from order to ready onsite.

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The Logistics tab tracks physical deliverables: badges, banners, shipped boxes, AV equipment. It records where each item is in its journey and links to the people, places, tasks, and files involved. It is not an inventory or purchasing system.

Add an item

  1. Open the event and select the Logistics tab.
  2. Select Add item.
  3. Enter the item name (required) and optionally a Category, Quantity and Unit, and Needed by date.
  4. Add Tracking number, Tracking URL, Delivery instructions, and General notes as needed.
  5. Optionally choose a Supplier contact, Supplier organization, and Destination (Place).
  6. Save. New items start as Planned.

Categories belong to the event. Use Categories to add, rename, or remove them; removing a category leaves its items as Uncategorized.

Fulfillment status

Each item has one status:

  • Planned
  • Ordered / In Production
  • Shipped / In Transit
  • Received
  • Ready Onsite
  • Cancelled

Outstanding shows everything that isn't Ready Onsite or Cancelled. Filter the list by status, category, or search.

Linked records

Open an item to see its details and links:

  • Supplier — a contact and/or contact organization from the event's Contacts. Their phone and email show live, so updates in Contacts appear here.
  • Destination — a Place from the event's Places, with its address and Directions.
  • Deadlines — link one or more existing deadlines with Select an existing deadline…. The task's owner, due date, and status show live; the soonest open one appears as Next task in the list.

Create a deadline from an item

Owners, Admins, and Planners can create a task without leaving Logistics:

  1. Open a saved item and go to Deadlines.
  2. Select New deadline.
  3. Enter a Title (required) and optionally a Due date, Owner (a team member, a custom person, team, or vendor, or Unassigned), Priority, Status, and Notes.
  4. Select Create and link.

The deadline is linked to the item straight away and also appears on the Deadlines tab, where its owner, due date, and status are managed. If saving fails, nothing is created and your entries stay in the form.

New items must be saved before deadlines can be created or linked — save the item, then open it from the list.

  • Files — link existing event files with Select an existing event file…. Upload new files on the Files tab first.

Unlinking never deletes the deadline, file, contact, or place. If a linked contact or place is deleted, the link is cleared and the item is kept.

Fulfillment status vs. task completion

Logistics status describes where the item is. Deadline status describes whether a task is done. They are separate: completing a linked deadline doesn't change the item's status, and marking an item Received doesn't complete any deadline. Assign work and due dates through Deadlines, not on the item.

Who can do what

  • Owner, Admin, and Planner add and edit items, links, and categories.
  • Owner and Admin can delete items.
  • Production can update only the status and Onsite notes (use Save onsite notes).
  • Viewer is read-only. Archived events are read-only for everyone.

Example

Harbor Summit's "Registration banners — 6 each" are linked to Bayline Print as supplier, the Harbor Grand Hotel loading dock as destination, and the deadline "Approve banner proofs". When the boxes arrive, Production marks them Received and notes "4 boxes at bell desk".