Commonwealth AI.
Industries IND.05

Events & Conferences

For show runners whose busy season has its own gravity.

Independent conferences, festivals, association meetings, and trade shows. We build the connective tissue between registration, sponsorship, content production, on-site logistics, and post-event follow-up — so the team that runs the show stops re-keying it.

Book an Off-season Call 30 min · If we’re not the right fit, we’ll tell you who is.
Fit check
  • A team of 4 to 40 producing 1 to 20 shows a year, with at least one full-time event director and a registration platform that doesn’t talk to anything else
  • Workflows hop between registration, CRM, sponsorship CRM, ticketing, mobile app, content scheduling, and accounting — each owned by a different vendor and a different person
  • Profitable in season but stuck — revenue is real, off-season ops are skeleton, and the same fires happen at the same week every year
  • The director can describe the broken workflow in 30 seconds and has paid for an 'all-in-one' platform that solved the registration third of it
The Pattern

We’ve seen this stack before.

P.01 Symptom

Registration is a CSV exported once a week.

Cvent, Bizzabo, RegFox, or Eventbrite holds the registration list. The CRM holds the relationships. The badge printer holds the badge file. The mobile app holds the agenda. Every Friday somebody exports four CSVs and calls them the truth. By Monday they've drifted again.

P.02 Symptom

Sponsorship deliverables are an Excel file and goodwill.

What every sponsor was promised — booth size, logo placements, dedicated email mentions, social posts, podium time — lives in a spreadsheet that grew tabs over time. Fulfillment happens by tribal memory. Renewals are negotiated against a partial picture. Revenue per sponsor per year is a guess.

P.03 Symptom

Senior people are doing junior work.

The event director hand-edits the agenda PDF for the third time. The producer reformats speaker bios for the website, the program, and the app — three formats, one source, four typos. The owner reconciles ticket revenue against accounting because nobody else can.

P.04 Symptom

Post-event is a black hole.

The show ends. The follow-up emails go out a week late. The session recordings get edited eventually. The lead lists get to sponsors three weeks after the moment of intent. Two-thirds of the next year's renewals are decided in the seven days nobody had bandwidth for.

What We Deploy Here

All four capabilities, mapped to the work.

You probably need two or three of these on day one. We tell you which on the audit call.

DEP.01 Open file →

Enterprise AI Integration

Claude wired into session abstracts, speaker bios, and registration data: drafting program copy, summarizing session recordings into shareable clips, classifying inbound speaker pitches against your CFP rubric, drafting personalized post-event follow-ups by attendee track. Drafts go to the producer — sends do not.
DEP.02 Open file →

Relational Data Architecture

One database where attendees, sponsors, speakers, sessions, deliverables, and invoices live once. Cvent, Bizzabo, the CRM, the badging system, the mobile app, and accounting read from and write to it. The sponsor deliverable spreadsheet becomes a tracked, visible object instead of a quarterly panic.
DEP.03 Open file →

Ecosystem Orchestration

Make.com or n8n routing the show: registration to CRM to mobile app to badge printer to lead-retrieval; sponsor sale to deliverable tracker to fulfillment dashboard; speaker accept to bio to website to program to app. Every leg logged. Every breakage caught before show week.
DEP.04 Open file →

Financial & Operational Automation

Sponsor invoicing automated against contract terms. Refund and chargeback flows reconciled to ticketing and accounting. Sponsorship deliverable status reflected in dashboards the sales team can pull during renewals. Revenue per sponsor, per year, per show — a real number, not a story.
Stack

Tools we know inside out.

We’ve shipped against all of these in production. If yours isn’t listed, we’ll be honest about ramp time on the audit call.

Registration

Cvent, Bizzabo, RegFox, Eventbrite, Swoogo

Mobile & app

Whova, Brella, Sched, Bizzabo, custom

Badging & lead

onArrival, Validar, Captello, iCapture

Sponsorship & CRM

HubSpot, Salesforce, Affinity, Airtable

AI core

Anthropic Claude, OpenAI, Google Gemini

Automation

Make.com, n8n, Supabase, Airtable

Receipts

What it looked like the last two times.

CS.02 Real Estate

Brokerage pipeline fed straight into ledger and reporting.

Impact
+1,800 hrs/yr returned to producers
Read →
CS.03 Construction

Field RFIs to office approvals in a single rhythm.

Impact
−41% rework on submittals
Read →
FAQ

What show runners ask us before they hire us.

Q.01 Do we have to throw out Cvent, Bizzabo, or our registration platform?
No. The registration platform stays. We've shipped against Cvent, Bizzabo, RegFox, Eventbrite, and Swoogo. What we typically replace isn't the platform — it's the CSV-export workflow that stitches the platform to the rest of your stack. The platform keeps doing what it's good at. The wiring around it stops being a person.
Q.02 What about attendee data privacy and GDPR?
Attendee data stays in your platforms under your contracts. Where data flows between systems, it routes through Make.com or n8n with logging your privacy team can audit. Where models touch attendee data — drafting personalized follow-ups, classifying pitches — we use enterprise terms with no-training agreements. We honor opt-outs as a first-class concept in the data model, not an afterthought.
Q.03 How does this work with our seasonal cadence?
Most engagements are timed to the off-season for the show that's getting the rebuild. We typically diagnose during your busiest month (so we see the actual fires), architect the week after the show, and ship before the next major event timeline. Retainers flex up around show weeks and down in the off-season — we'd rather scale to the work than charge for a flat seat.
Q.04 How long until we stop fighting the same week-of fires every year?
The first show after deployment is the proof. The week-of fires that get fixed by week six of the build — bad badge data, sponsor deliverables falling through, speaker bio mismatches, post-event follow-up delay — don't recur. The first show with the new wiring is where we measure against the previous year's same show. We've never had a client miss a year-over-year improvement target on the metrics we agreed to.
Q.05 Will this replace anyone on our team?
No. The hours we delete are the ones nobody enjoys — CSV reconciliation at midnight, sponsorship deliverable spreadsheet entry, post-event follow-up that nobody had bandwidth for. Most event clients have re-deployed people to sponsorship sales, content programming, and attendee experience — work that grows revenue. If you want a hidden headcount cut, we're the wrong vendor.
Next step IND.05.99

Tell us about your worst show week.

The badge data that was wrong on Monday morning. The sponsor whose logo wasn’t on the screen. The follow-up that went out two weeks late. We’ll tell you what we’d build first so the next one is boring.

Off-season call
Book a 30-min call.
30 min · No deck · No pitch
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