Streamlining Global Event Management with monday.com Implementation

About The Company

Our client is a multi-brand enterprise with seven distinct business units operating under one umbrella. The organization conducts over 200 global industry events annually, ranging from brand activations and exhibitions to business development summits and partnership meetups.

Summary

The client, an event management company, faced operational challenges due to outdated Excel-based planning. We deployed a customized monday.com solution for them. The setup improved visibility, centralized workflows, and automated critical tasks like budget reallocation and event-based ROI tracking. Guest user access enabled smoother vendor collaboration without extra cost. With a cost-effective implementation plan and optional managed services, the client is now positioned to scale its event operations efficiently while improving internal control, team productivity, and lead tracking. 

Customer Challenges

Managing such a high volume of events with only spreadsheets became increasingly unmanageable. Key issues included:

• Inefficient Budget Allocation & Reallocation: No centralized tracking of how budgets were distributed, used, or moved between events.
• Pass Management: Difficulty in assigning, tracking, and recording passes issued to team members, guests, and vendors.
• Lack of Event Categorization: No structured classification of events by region, type, or business unit.
• Disconnected Feedback & ROI Measurement: Feedback collection and lead attribution were manual, time-consuming, and lacked integration with CRM systems.
• Scattered Vendor Collaboration: No smooth way to include vendors in the planning and execution without incurring extra software costs.

Solutions

We proposed a customized monday.com implementation, tailored to their unique requirements. The solution featured:

Custom Board Architecture for Event Lifecycle

We created a master template board in monday.com to serve as the event management hub. This included key columns like:

• Event Name
• Business Unit
• Region
• Budget Allocated vs. Budget Used
• Event Status (Planned / In Progress / Completed / Dropped)
• Assigned Team Members
• Pass Allocation

We also used board duplications with pre-set automations to generate new boards for each event, ensuring consistency across all projects. Smart filters allowed sorting events by region, BU, and completion status.

Automated Budget Management & Reallocation

To manage dynamic budgeting needs, we created linked boards and mirror columns that pulled financial data across events. Formula columns was to calculate remaining budgets. Automations were integrated to alert managers on crossing budget thresholds.

For reallocation, we built a dashboard view that displayed budget movement across events and BUs in real time—giving financial stakeholders instant visibility.

Pass Allocation Tracker

A hierarchy structure where each event board, with each sub-item denoting a pass. Values captured by Columns were:

• Name of recipient
• Pass type (Internal / Guest / Vendor)
• Date of issue
• Validity period

Conditional color coding made it easy to identify which passes were pending, used, or expired.

Seamless HubSpot Integration

Using monday.com’s native integration tools, we connected event boards to HubSpot. This allowed Direct syncing of event-specific leads to HubSpot.

This integration enabled ROI measurement per event, helping them tie lead quality and volume directly to specific activities.

Post-Event Feedback Automation

Submissions fed directly into a feedback tracker board. Using automation, low scores triggered alerts to the event owner for follow-up.

Guest User Collaboration

By leveraging monday.com’s guest access feature, vendors and third-party collaborators could be invited to specific boards or workspaces—without additional license costs. Permissions were carefully configured to limit access to only relevant items, ensuring data security while improving collaboration.

Results

The client now benefits from a centralized, visual event management system with enhanced control and reduced manual effort. Key outcomes include:

• 100% visibility into all active, past, and canceled events
• Budget insights and reallocation features with automation in real time
• Improved feedback loop and lead attribution through HubSpot
• Reduced operational overhead via automated processes and better collaboration with external vendors
• Custom dashboards for executive-level reporting and decision-making

Tools and Technology Used

monday.com

Final Words

CloudCache Consulting offered an implementation with optional managed services or hourly support post-deployment. The team also assured on-site assistance and full data privacy, including NDA agreements and revocable access post-implementation.
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