Large-Scale Conference Planning & Operations
An event planning company with 30 employees / 30 employees
“Conference planning involves completely different tasks running simultaneously—venue booking, speaker coordination, production materials, and day-of operations. Managing all task dependencies and assignments in Ganty dramatically reduced oversights and made event-day operations seamless.”
Results
Challenge
This event planning company was managing a 500-attendee industry conference, but with venue arrangements, speaker scheduling, printed material production, sponsor management, and day-of operations all running in parallel, spreadsheet and email management had reached its limits. The inability to see how delays in one area would impact others meant problems were often discovered at the last minute.
Why Ganty
The ability to visually track task dependencies and instantly see the ripple effects of delays was the deciding factor. The shared link feature for distributing schedules to external speakers and vendors was also ideal for event management with many stakeholders.
How They Use It
- Organized tasks into five categories: venue, speakers, production, sponsors, and operations
- Distributed individual schedules to speakers and vendors via shared links
- Clarified dependencies for production workflows: submission, proofreading, and printing
- Managed day-of timetables by the hour on the Gantt chart
Results
After adopting Ganty, planning oversights were reduced by 85%. Stakeholder coordination time was cut by 50%, and conference attendee satisfaction scored 4.8 out of 5.0. The team can now scale event size while maintaining management quality.