Pholeo

$ pholeo --event-logistics --built-by-planners

You weren’t hired for your spreadsheets.

Pholeo is the event logistics platform built by planners who have lived the chaos. Specs, BEOs, F&B, space, budgets, vendor details, onsite execution and reconciliation in one source of truth, so the event stops living in your head.

Book a Spec SyncSee how it works

Sits behind registration · works alongside the tools you keep · replay the intro

A planner inside a whirlwind of binders, clocks, microphones and chairs.01/ The chaos
A print-ready function sheet
01/ in Pholeo

01/ The chaos

Every detail lives somewhere. None of them live together.

The specs are in one workbook, the budget in another, the BEOs in a PDF the venue sent last week. The onsite team calls you because the binder is on the other side of the hall. You know where everything is, which is exactly the problem.

  • “It’s all in my head.”
  • “Only one person understands the workbook.”
  • “FINAL_v3 wasn’t final.”
A planner striding through a ballroom as the event plans snap into an ordered grid around her.02/ The codex
A function's detail panel: room, times, counts, products and services, attachments
02/ in Pholeo

02/ The codex

One record per function. Change it once, and everything that depends on it follows.

Pholeo is the operating layer behind registration. A function carries its room, its menu, its counts, its AV, its budget lines and its vendor details. Update the spec and the function sheet, the budget and the onsite view move together. Vendors work from the same version you do.

  • Specs and budgets live together.
  • Vendor-ready outputs, no rekeying.
  • Every change is logged, with who and when.
A planner commanding a wall of event specs with her hands.03/ The command
Pholeo Onsite, the mobile app: the Production board for a show day on a phone
03/ in Pholeo

03/ The command

Walk the floor with the whole event in your hand.

Onsite, every room, every guarantee and every change is on your phone and your team’s. Afterwards, reconcile against the actual invoices instead of rebuilding the budget from memory, and carry the whole event into next year intact.

  • The onsite source of truth.
  • Reconciliation that starts from the specs.
  • Continuity when the planner changes.

04/ Behind registration

Registration platforms manage attendees. Project tools manage tasks. Pholeo manages the logistics that make the event happen.

Spreadsheets got planners this far. The problem is what happens when the event outgrows what a spreadsheet can safely hold. Pholeo is the structured layer underneath it all, and it works beside the registration and attendee tools you already run.

01Specs & function sheetsLive specs with vendor-ready BEO and MEO exports.02Food & beverageMenus, counts, guarantees and service charges, by function.03BudgetEstimates and actuals on the same lines as the specs.04SpaceRooms, holds and conflicts across the whole program.05Production timelinePre-event through load-out, relative to the event date.06SuppliersVendors on the same version, with the change log to prove it.07OnsiteThe phone replaces the binder. Every room, every change.08ReconciliationClose the event against real invoices, not memory.

05/ What the platform does now

Built for the whole production cycle, not a single sheet.

Explore the platform
Documents in, board out

Event Builder

Hand it the BEO or the venue contract. It reads the document into a draft board you review, line by line, with every value quoting the page it came from. You decide what stands.

Approvals

Client portals

Publish the parts of the program a client or sponsor needs to approve, from one link, with a feedback thread instead of a reply-all.

Pre-production

Planning

Tasks authored relative to the event date, so when the date moves, the plan moves with it. Promote tasks into Production when they become real.

Layout

Space

Room holds, conflicts and capacities beside the functions they serve.

The other side of the budget

Revenue

Sponsorship and registration revenue tracked against the same event, with booked and pipeline kept honest.

Outputs

Reports & prints

Function sheets, BEO-ready prints and custom reports from one field catalog.

Mobile

Onsite app

iOS and Android. The specs in every pocket on show days, updated as the office changes them.

Portability

Data export

Your whole event as a workbook plus attachments, whenever you want it. It is your data.

Event Builder reads, it never decides. Every imported value is yours to accept, change or reject before anything is written to the event.

06/ In production

Teams that moved the logistics out of the spreadsheet.

Lauren Koleszar, CMP

Case study · ASIS GSX

“It’s faster. It’s more accurate. And I don’t have to chase the details anymore.”

ASIS International moved GSX’s specs, budget and reconciliation into Pholeo, and ran the show onsite without binders for the first time in fifteen years.

Lauren Koleszar, CMP

Meetings Manager, ASIS International

Read the story
Jack Voorhees

Case study · URMIA

“For 25 years I was stuck translating spreadsheets and mail merges into something venues could understand. Pholeo changed that.”

A lean association team centralized its logistics in Pholeo, cut the Excel and PDF version confusion, and cleaned up the venue conversation without adding staff.

Jack Voorhees

Senior Director of Events, URMIA

Read the story

08/ The first conversation

A Spec Sync, not a demo.

Coming from the planner side, we know how painful demos can be. So we build the first walkthrough from your real specs: send a function sheet or last year’s BEO, and we show you your event in Pholeo, not a sample one. Fifteen minutes of clarifying questions first, then the build.

  1. 01Share a specA function sheet, a BEO packet or the workbook you run today. Whatever is real.
  2. 02Fifteen minutesWe ask the questions that matter: rooms, F&B volume, how the budget is coded, who is onsite.
  3. 03See your eventYour functions, your spaces, your budget lines, in Pholeo. Then decide whether it is worth a conversation.

07/ Pricing

Priced per conference, packaged by how much support your team needs.

Three packages, from a guided build-out of your specs to an embedded planning partner for the busiest seasons. Every package is billed per conference and includes three users.

See packagesBook a Spec Sync
01Paperless Production PackageClean specs. Confident execution. Zero binders.
02Planner Empowerment ProgramLess spreadsheets. Less time. More peace of mind.
03Conference Ops AcceleratorLess spreadsheets. Less time. Planning support.

09/ From the blog

Event logistics, written by planners.

All posts

Industry Insight · Feb 2, 2026

Managing Chaos: The Hidden Operations Behind High-End Event Production

Why does corporate event catering start at $250 per person? Jodi Fyfe, CEO of Chicago's Paramount Group and 15-year veteran of high-end event production, breaks down the real costs behind off-premise catering—from the hidden equipment expenses corporate planners miss to the dozens of staff members required for a seamless 50-person dinner.

Bring the event out of your head.

Share one spec and we will build your first board with you.

Book a Spec SyncPricing