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Problem
Inefficient task management slowed high-volume event coordination
A fashion event organizer specializing in high-volume sample sales faced growing logistical challenges while managing up to 20 events per week. Relying on a patchwork of Google Sheets, manual emails, and shared calendars, the team struggled with coordination across departments like Marketing, Operations, and Client Relations. Each group maintained its own tracking systems, leading to operational silos and frequent delays in communication.
When new events were confirmed, internal alignment became a time-consuming task—requiring multiple follow-ups via email and calendar updates just to clarify responsibilities. Despite the repeatable nature of many events, managing subtasks and communication across departments remained chaotic.
Each event demanded collaboration across functions: gathering client contact details, assigning internal stakeholders, and distributing kickoff emails were all handled manually, often becoming bottlenecks. The company’s core objective was to automate and streamline these workflows without sacrificing the flexibility essential to their event operations.
Q1
Solution
Automations implemented to meet growing event demands
SmartSuite became the central platform for a fashion event organizer’s end-to-end event management. The Chief Operating Officer and team built a solution that connected event creation, contact intake, department-specific assignments, and communication triggers in one unified database.
Event forms now collect all essential details from the client relations team, including stakeholder contacts for both marketing and operations. These contact lists are dynamically linked to events, enabling targeted automations and communications.
Marketing dashboards visualize priorities based on event start dates and trigger action items based on contract status. For example, when a contract is marked as “signed,” SmartSuite automatically adds it to the marketing campaigns tracker.
SmartSuite’s automation engine was used to:
- Auto-generate subtasks and checklists when an event moves through phases (Pre-Sale → Live → Post-Sale)
- Dynamically assign events to internal coordinators based on logic such as location or workload
- Trigger email campaigns using dynamic fields pulled directly from each event record
As the Chief Operating Officer noted, the team was able to break down every workflow into reusable components—from task templates to dynamic email templates—and then scale from there.
Q2
Results
Cross-functional communication improvements boosting event delivery success
With SmartSuite, a fashion event organizer now operates from a single source of truth. Event creation, stakeholder coordination, task assignment, and communications are all either automated or significantly simplified.
“We’ve eliminated so many repetitive tasks,” said the Chief Operating Officer. “Now our teams just focus on the work itself instead of coordinating the work.”
The Head of Marketing led the transition from Google Sheets to SmartSuite dashboards, streamlining processes for graphic design, social media, and campaign planning. Event priorities are now automatically calculated, ensuring that high-priority events are fast-tracked without manual oversight.
Each department works from its own tailored view of the master event table, while SmartSuite automations handle syncing across teams. The company is already planning to expand SmartSuite usage into accounting and e-commerce operations in 2025.
“SmartSuite helps us coordinate like a much bigger company — without needing a bigger team,” said the Head of Marketing.
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