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Problem
Aging Systems Strained EMG’s High-Volume Operations
Elegant Music Group (EMG), the fastest-growing event entertainment company in the U.S., delivers over 1,500 events annually—from weddings and corporate activations to brand showcases. With a dynamic roster of 25 DJs, 6 bands, and more than 300 live musicians, the team faced increasing operational complexity around contract management, staffing, and event logistics.
EMG initially relied on a custom-built CRM to handle scheduling, talent communication, and contracts—but as the platform aged, it became more of a burden than a solution. Maintaining the code was costly, and when the original developers disappeared, the system’s fragility became a critical risk.
The team needed a dependable, scalable platform to manage both internal staff and hundreds of contractors, accommodate complex service scheduling across event time blocks, and support automations and integrations to streamline their fast-paced operations. As EMG continued to grow, so did the urgency for a system that could match the sophistication of their service delivery.
Q1
Solution
SmartSuite brings Structure to EMG’s Complex Events
After evaluating options like Monday, EMG selected SmartSuite based on a consultant’s recommendation. “SmartSuite had the flexibility we needed to link complex records, separate views for contractors and staff, and handle time-based service layers within events,” explained Caleb.
Key components of the SmartSuite rollout included:
- A central event database with granular service tracking (e.g., 4–5 PM setup vs. 6–11 PM band)
- Integrated contract and job offer management using PandaDoc and Fillout
- Linked talent and client portals powered by SmartSuite and connected Google Drive folders
- Automations that generate staffing tasks and updates across internal departments
EMG worked with a no-code consultant to build and maintain the system while learning to manage and expand it internally. “We were able to reduce the chaos and centralize everything from client-facing forms to backend scheduling logic.”
Q2
Results
SmartSuite becomes Essential to EMG’s Growth
SmartSuite quickly became mission-critical for EMG. The team replaced its brittle legacy CRM and now coordinates hundreds of contractors and events through a dynamic, reliable platform.
“We literally couldn’t function without it,” Caleb shared. “SmartSuite holds the value of everything we do.”
Instead of scattered tools, EMG uses SmartSuite as the backbone of operations—from contract tracking to post-event reporting. Contractors receive dynamic job offers based on availability, while internal staff use SmartSuite to assign, monitor, and adapt schedules.
The company continues to evolve its system, with plans to enhance calendar and time-blocking functionality—vital for mapping out layered services across complex events. “It’s the only thing missing,” Caleb noted. “Everything else has been spot on.”
As SmartSuite prepares to launch advanced portals and new scheduling tools, EMG stands ready to scale even further—with a system that grows alongside their business.
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